Objectives To obtain an understanding of the five management functions. To become knowledgeable about the management process. To learn the roles and purposes of a manager or supervisor.

Main Menu Introduction to Management Management Styles Functions of Management Evaluation

Management Is the process of coordinating resources in order to accomplish an organization’s goals Is carried out by a supervisor, manager or management team

Supervisors & Managers Conduct the management process Set goals for the business Guide the activities of the business Keep the business moving toward set goals Make things happen, but do not usually perform actual jobs in departments or businesses Are responsible for seeing the work is completed

The Management Process Is the primary activity a supervisor or manager performs Is composed of the basic management functions Is key to completing a task effectively and efficiently

Management Efficiency means doing the task right is the ability to do something well or achieve a desired result without wasted energy or effort refers to the relationship between inputs and outputs

Management Effectiveness means doing the right task translates into obtaining business goals is not always efficient

Management Tip To be a good supervisor you must be concerned with both reaching goals and doing so in an efficient manner

Management Can be influenced by environmental factors internal elements within a company external factors outside a company’s control

Internal Environmental Factors Include: role of company leadership strength of employees social influences

External Environmental Factors Can be: directly interactive environment will have an immediate impact on the company indirectly interactive environment will have a secondary effect on the company Include: government regulations competition political factors

Control Process Is a process to observe performances and tasks and taking action to ensure a desired outcome Helps to: be consistent with directions guarantee objectives are persistent maintain compliance with rules and policies

Control Process Has five steps: establish objectives and standards measure performance compare results with objectives and standards analyze deviations take corrective action

Establish Objectives & Standards Begins the control planning process Includes: defining the objectives setting the standards (two types) output: measures results (quality, quantity, cost, time) input: measures work efforts

Measurement of Performance Should be accurate to identify deviations and variances without measurement of performance, efficient control is not possible

Comparing Results Requires analyzing the actual performance to the objectives and standards set in the first step Will determine if a performance is sufficient or inadequate

Analyzing Deviations Should direct the focus to important areas which need to be corrected more urgently management should determine the important areas of business and put it before deviation in insignificant areas Should indicate possible courses for action for improvement or correction

Taking Corrective Action Is a management activity which intends to correct mistakes which interfere with performance Should only be taken after measurements and results are classified as valid and reliable

Taking Corrective Action Involves: management by exception attention from the manager which focuses on significant differences between performance and expectation

Supervisors & Managers Control the following: human resources financial resources material resources information resources Direct others using various management styles

Management Styles Power-oriented Routine-oriented Achievement-oriented Micromanagement

Power-Oriented Style Maintains total control over the entire operation Works in situations where employees are: untrained inexperienced involved in a crisis

Routine-Oriented Style Keeps the operation running smoothly rather than accomplishing other goals Is appropriate in middle management in large corporations

Achievement-Oriented Style Is open to new ideas and seeks out employee suggestions Is most effective in situations where the manager is dealing directly with employees who are producing the work

Micromanagement Occurs when a manager closely controls the work of employees Involves the manager or supervisor controlling every step of a process with little employee freedom Can be an ineffective leadership method Should only be used if this type of intensive control is necessary

Management Tip The best managers and supervisors are able to use situational management Situational management occurs when a manager or supervisor can adapt the management approach to a particular circumstance

Management Functions Are the pieces which compose the management process Are the key steps which must be completed in order to achieve an organization’s goals Are the major responsibilities or tasks of a supervisor

Management Functions Planning Organizing Staffing Leading Controlling

Planning Involves defining an organization’s: goals objectives strategies chain of command

Planning Should be realistic, comprehensive and flexible Includes determining plans for the short- and long-term use of: people technology material sources

Types of Plans Strategic Plans involve long-term goals discuss what a business wants to achieve in three to five years do not include a target date should be reviewed every year for example: wanting your shoe store to develop a solid base of loyal customers

Types of Plans Tactical Plans involve mid-range objectives focus on one year or less are built on specific objectives with target dates help ensure the accomplishment of strategic goals should be reviewed often for example: developing a frequent buyer club which rewards customers for consistent patronage

Types of Plans Operational Plans focus on a company’s everyday activity promote the success of tactical and strategic plans include company policies, rules, regulations and budgets should be reviewed monthly, weekly or daily for example: stating employees must encourage customers to sign up for the frequent buyer club during checkout

Factors Which Affect Planning Political climate Technological advances Economy Competitors

Management Tip When completing any management plan, keep in mind the plan will be used to meet a given goal and therefore should be clear and direct

Organizing Involves dividing work into manageable segments in order to achieve goals Determines: when and which tasks will be completed the communication and reporting process who will make critical decisions deadlines, work groups, committees and business structures

Organizing Often requires the completion of an organizational chart Sets up the framework needed to complete staffing Is very decision-making intensive

Management Tip When making complicated decisions in management, a formal decision-making process can be extremely helpful The process usually includes these steps: define the problem identify available options gather information and determine the potential outcome of each alternative determine the best solution take action evaluate the results

Staffing Involves: determining what kind of workers are needed determining when workers are needed locating qualified applicants selecting individuals to be hired assigning new hires to a work area

Staffing Should be completed to fulfill the needs of a company Is a process which includes: communicating the need for new employees submitting applications interviewing prospective employees hiring assigning jobs and authority

Leading Involves: Is a vital component in the management process directing and coordinating employees motivating employees directing activities communicating with employees Is a vital component in the management process

Effective Leadership Techniques Provide clear directions leading others requires good communication skills directions should be given to each employee to ensure they know what is expected employees should be encouraged to ask questions concerning their job

Effective Leadership Techniques Be consistent if you have decided a job should be completed a certain way, make sure all employees follow this standard exceptions should not be made unless there is a good reason

Effective Leadership Techniques Treat employees fairly set reasonable standards of performance hold all individuals to the same standard always consider the employee’s point of view

Effective Leadership Techniques Lead by example be ethical understand how your actions affect others make honest and just decisions set a good example doing this will make your life as a supervisor or manager much easier

Controlling Is the process comparing expected results with actual performance Involves: monitoring the organizations performance examining the efficiency of the organization correcting problems which may occur evaluating employee performance

Types of Controls Preventative control Concurrent control anticipates and prevents undesirable outcomes Concurrent control takes place while an activity is in progress so problems can be corrected before they get out of hand Corrective control provides feedback after an activity is completed in order to prevent further deviations

Controlling Involves three basic activities: setting standards evaluating performance according to standards solving problems revealed by the evaluation

Management Information Is a key factor in maintaining efficient decision making for a company Helps to: make necessary decisions to improve management implement planning, monitoring and evaluation

Standards Are based on the ultimate goals of a business Set specialized goals Examples include: financial standards set goals for profit, cash flow and sales quality control standards set up production line checks for defects in machinery or workmanship

Evaluating Performance Can be completed by implementing a quality control program a set of measures built into the production process to make sure the products or services meet certain standards and performance requirements

Corrective Action Should be taken if there are significant differences between planned output and actual output

Methods of Corrective Action Replacing the input Changing the control process Implementing preventative measures Conducting extensive employee training Revising objectives

Achievement When the five management functions are successfully combined and implemented the business will effectively and efficiently achieve its goals

Resources Management Concepts – The Four Functions of Management. (2000-2008). Retrieved October 2, 2009, from Buzzle.Com: http://www.buzzle.com/articles/management-concepts-the-four-functions-of-management.html Managerial Functions. (1998). Retrieved October 2, 2008, from BMGT-1301 DCCCD: http://telecollege.dcccd.edu/mgmt1374/book_contents/1overview/managerial_functions/mgrl_functions.htm McNamara, C. (1997-2008). Introduction to Management. Retrieved October 2, 2008, from Free Management Library: http://www.managementhelp.org/mng_thry/mng_thry.htm

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