IELTS Essay Writing Topics – Speech topics – English Proverbs – Short Stories Visit @ www.newspeechtopics.com PRINCIPLES OF MANAGEMENT IV UNIT DIRECTING Directing is the important managerial function that imitates organizer’s action. It is a connecting and activating link between various functions of management. It is a process around which all performance revolves. It is essentially concerned with mobilizing and synthesizing human resources and efforts to accomplish the goals of the organization. Direction phase of Management is the heart of management in action It is a continuous function without proper directions and supervision employees became in active dull and inefficient and consequently the physical assets like machinery and plant will be put to ineffective use. Direction is the essence of all operational in an organization. “ Direction is defined as the process of instructing, counseling guiding, motivating and leading the human factor to achieve organizational goals effectively. Salient features of Direction: a) Direction Consists of the process and techniques utilizing in issuing instruction and making certain that operations are carried out as originally planned. b) c) d) Direction is a complex function that includes all those activities which are designed to encourage subordinates to work effectively and efficiently in both the short and long run. Direction is telling people what to do and seeing that they do tit to the best of their ability. Directing (activating) deals with the steps a managers takes to get sub-ordinates and offers to carryout plans. Principles of Management – Anna university Engineering syllabus – Study Material IELTS Essay Writing Topics – Speech topics – English Proverbs – Short Stories Visit @ www.newspeechtopics.com e) Directions is indispensable managerial function because it deals with human resources and human relations f) Direction is aimed at maintaining harmony among employees and groups in an organization. g) Direction is to necessary to integrate the individual and organizational goals. h) Direction consists of four elements viz communication, Motivation, leadership and supervision. i) Direction is a continuous function. It is on going process, not just one-short deed. Direction provides linked between different functions in an organization. j) Importance of Direction: 1. Direction is both complex and important. 2. Direction is important because in its absence sub-ordinates may not perceive the organizational goals. 3. Direction bridges the gap between managerial decisions and actual execution by people. 4. Direction is the “ make – happen “ Management. 5. Direction is an integrating function of Management as it effectively integrates the individual goals with organizational objectives . 6. Direction facilitates the introduction of charges in an organization. Elements of Directing: The direction function includes the following Principles of Management – Anna university Engineering syllabus – Study Material IELTS Essay Writing Topics – Speech topics – English Proverbs – Short Stories Visit @ www.newspeechtopics.com 1. 2. 3. 4. Supervision Leadership Motivation Communication. Principles of Direction: 1. Principle of effective Directing. 2. Principle of orientation. 3. Principle of rational orders, 4. Principle of unity command 5. Scalar chain principle 6. Principle of friendly supervision 7. Principle of harmony of objectives. 8. Principle of outstanding leadership 9. Principle of free and open communication 10.Principle off follow - through. 11.Principle of constructive use of informal groups . Communications: Communication is a vital link, a process of linking executives to workmen and workers to superiors. Communication is basically refers to the meaningful transmission of ideas to others, either orally or in writing. It can also take the form of symbols, codes, electronic, impulses or even silence. Communication has become a very significant subjects today not only for Management experts, but also for technicians engineers, psychologists, sociologists and organizational theorists. Definitions: Principles of Management – Anna university Engineering syllabus – Study Material IELTS Essay Writing Topics – Speech topics – English Proverbs – Short Stories Visit @ www.newspeechtopics.com Cyril – L – HUDSON “Communication is its simplest form is conveying of information from one person to another”. KOONTZ AND O’DONNELL: “ Communication is an exchange of facts, ideas, opinions or emotions by two or more people. Importance of communication: 1. Communication is the basis or organizational functioning. 2. Communications as an aid to planning. 3. Communication as an aid to leadership 4. Communication as an aid to co-ordination 5. Communication helps over – coming resistance to changes and ensures their implementation. 6. Communication as the basis of good human relations. 7. Communication helps building good public relations. 8. Communications as an aid to controlling 9. Communication facilitates delegation of authority 10.Communication as pervading all walks of organizational life. Process of communication: Steps to follow: 1. Message 2. Sender 3. Encoding 4. Medium 5. Recipient 6. Decoding 7. Feedback. Principles of Management – Anna university Engineering syllabus – Study Material IELTS Essay Writing Topics – Speech topics – English Proverbs – Short Stories Visit @ www.newspeechtopics.com Principles of Communication: In order to be effective and meaningful the managerial function;. Of communication must be guided by the following principles. 1. Principle of understanding 2. Principle of attention 3. Principle of brevity 4. The principle of timeliness 5. The principle of appropriators 6. Principles of feedback 7. Principle of the constructive and strategic use of tin formal groups. Communication Methods: There are three important methods of communication. a) Verbal Communication. b) Written communication. c) Gesticulation Essential of Good Communication: 1. 2. 3. 4. 5. 6. 7. 8. Have clarity of thought Communication should be functional Develop participation. Plan the transmission. Develop listening systems. Maintain cordial superior – sub ordinate relationship. Regulate the flow of information Use feed back effectively. Barriers to Communications. Principles of Management – Anna university Engineering syllabus – Study Material IELTS Essay Writing Topics – Speech topics – English Proverbs – Short Stories Visit @ www.newspeechtopics.com a) b) c) d) e) f) g) h) i) j) k) Barriers in organizational structure. Semantic Barriers. Difference in status or rank. Badly express messages Faculty translation. Loss by transmission and retention. Distrust of the communicator. Faculty listening. Emotional approach. Resistance to change. Overloading of communication. Methods of overcoming communication Barriers: a) Each and every employee in an organization should take responsibility for sending message. b) The management has to inform all employees about the need for communication. c) The message should sent in a simple and clear language. d) A good information system should be established. e) If necessary, communication should be sent to informally. f) If necessary, communication should be sent to informally. g) Employees must send correct information. Effective Communications : For effective communication, the American Management Association (AMA) has identified the following points. 1. A Clear Message Principles of Management – Anna university Engineering syllabus – Study Material IELTS Essay Writing Topics – Speech topics – English Proverbs – Short Stories Visit @ www.newspeechtopics.com 2. Advantage of communication. 3. Understanding the physical and human environments. 4. Consultation with other experts in preparing the information. 5. Discussion on important aspects of communication 6. The values of the receiver. 7. Importance of the Communication. 8. Follow-up action 9. Completing the job as per the communication. 10.Possessing good listening skills. Ten Commandments of Good communication: 1. Seek to clarify your ideas before communicating. 2. Examine the true purpose of each communication. 3. Consider the total physical and human setting whenever you communicate. 4. Consult with others, where appropriate, in planning communication. 5. Be mindful, while you communicate of the over tones as well as the basic content of your message. 6. Take the opportunity, When in arises to convey something of helper value to he receiver 7. Follow-up your communication. 8. Communicate for tomorrow as well as today 9. Be sure your actions support your communication. 10.Seek not only to be understood but to understand; be a good listener. Motivation : Principles of Management – Anna university Engineering syllabus – Study Material IELTS Essay Writing Topics – Speech topics – English Proverbs – Short Stories Visit @ www.newspeechtopics.com A Worker is basically a human being. He is a person first and then only a worker. A worker has to be inspired and actuated to accomplish the objectives of an organization. To accept an order and to execute it with interest and vigor requires an element of actuating or motivating. To Motivate means to provide a motivate to impel people to action and to create incentives to work. Motivation inspires people to work efficiently and effectively. Motivation is an energizer of human behavior. It is a special urge to move in a particular direction. Motives are also the expression of the needs of a person with motivation, a person can be make to work willing with zeal and enthusiasm. Definitions: Michael , J,Julius: “ Motivation is the act of stimulating someone or oneself to get the desired course of action. Koontz And Odonnell: Motivation is a general terms applying to the entire class of divers, desires, needs, wishes, and similar forces. Importance of Motivation: 1. Motivation results in creating a favorable work environment within an organization. 2. It adds the will to work along with the ability to work for a worker. 3. Understanding of motives and motivation theories pro9vides a great deal of insight into the reasons why different individuals exhibit different behavioral patterns. 4. Motivation helps in securing voluntary co-operation from workers. 5. It creates the will to work, and confidence in the work force. 6. Motivated people are the most satisfied people. Principles of Management – Anna university Engineering syllabus – Study Material IELTS Essay Writing Topics – Speech topics – English Proverbs – Short Stories Visit @ www.newspeechtopics.com 7. A properly motivated team will not have unnecessary friction with the management and with its follow workers. Process of Motivation: a) In management Parlance, motive and need are used interchangeably. b) B) Need is a good point to begin discussion on motivation, when an individual c) Experiences lack or deficit of something he looks around his work environment to see if there are any incentives or reward for performance of a task which would lead to satisfaction of need. With the satisfaction of his need, or achievement of what he is lacking the mechanism of motivation is complete. Elements of motivation are three namely (a) the individual who is being motivated (b) the job and (c) the work situation. Nature or characteristics of Motivation:1. 2. 3. 4. 5. A psychological concept. Motivation is total not piecemeal Motivation is determined by human needs. Motivation may be financial or Motivation is a non-financial constant process. Theories of Motivation: Workers should be persuaded, inspired and motivated for contributing their best efforts in achieving the objectives of the organization to motivate people managers should prepare certain plans. There are various plans, strategies or theories of motivation. All of them are grouped under two categories Principles of Management – Anna university Engineering syllabus – Study Material IELTS Essay Writing Topics – Speech topics – English Proverbs – Short Stories Visit @ www.newspeechtopics.com Modern theories of motivation. (a) Tradition of theories of motivation. (b) Efforts and Rewards theory. (c) Monastic theory. (d) Carrot and stick theory. (e) Be good or paternalistic theory Modern Theories: Megregor’s theory – Theory X and Theory Y Ovchi’s Theory z Maslow’s theory Herzberg’s hygiene – Motivation theory MC. Clellond’s three need theory Vroom’s expectancy theory Leadership Leadership is too complex a term to be defined in a simple and straight manner. The presence of successful leadership can only be felt in terms of the results of group working i.e., profits, quality of output employee morale, consumer satisfaction, enterprises image and so on. Definitions: Chester Barnavd: Leadership is “the ability of a superior to influence the behavior of his subordinates and persuade them to follow a particular of action. Koontz and O’Donnel: Leadership is “the ability of a manager to induce sub-ordinates to work with confidence and zeal”. Principles of Management – Anna university Engineering syllabus – Study Material IELTS Essay Writing Topics – Speech topics – English Proverbs – Short Stories Visit @ www.newspeechtopics.com Allen: “ Leader is one who guides and directs other people, He must give direction and purpose”. George R. Terry: “ leadership is the activity of influencing people to strive willingly for mutual objectives. Nature of Leadership: Leadership may be viewed variously as (a) a status group (b) a Focal person (c) a functions (d) Process. Leadership as a status group. Leadership as a Focal person Leadership as a function Leadership as a process Need for Leadership: The following reasons highlight the need for relationship: (a) Imperfect organization structure. (b) Technological, economic and social changes. (c) Internal imbalance inspired by growth. (d) Nature of human memberships. An effective leadership can create a suitable motivational framework, which provides for satisfaction of different needs and motives of the organization members as also resolution of individual group conflicts leadership is essentially an influence process. Leadership Theories: Each theory has its own contributions, limitations, assumptions, and frame work of analysis. The understanding of the various theories of leadership will provide a guideline to judge as how a leader emerges. (1) Trait approach Principles of Management – Anna university Engineering syllabus – Study Material IELTS Essay Writing Topics – Speech topics – English Proverbs – Short Stories Visit @ www.newspeechtopics.com (2) Behavioral approach (3) Situational approach Importance of Leadership in Management : (a) Motivate power to group efforts. (b) Aid to authority (c) Emphasis on human performance. (d) Integration of formal with in formal organization. (e) Basis for co-operation. Functions of Leadership: (a) (b) (c) (d) Motivating and guiding personal Influencing and shaping the social system Understanding followers and securing their co-operation. Creating a climate for performance. Types of Leaders: Leadership cannot exits without followers. The characteristics of the followers and the conditions, under which they follow are materials to the exercise of leadership. Based on the types of leader behavior, leaders may be classified and follows: (a) Autocratic leader. (b) Laissez Faire or Free rein leader (c) Democratic leader. (d) Intellectual of functional leader (e) Institutional leader. (f) Paternalistic leader. Qualifies of leadership: (a) Health and physical fitness. Principles of Management – Anna university Engineering syllabus – Study Material IELTS Essay Writing Topics – Speech topics – English Proverbs – Short Stories Visit @ www.newspeechtopics.com (b) Mental vigor and energy (c) Courage to accept responsibility (d) Steady, persistent, thoughtful determination sound general education (e) Management ability embracing foresight and the art of handling men. The More important of qualities of a leader. 1. Physical mental vigor 2. Emotional stability 3. Sense of judgments. 4. Balance 5. Understanding empathy 6. Motivation 7. Communicational skills, 8. Ability to guide 9. Sociability 10. Technical competence 11.Other personal abilities Optimistic and cheerful look, youthful vigor, vitality endurance, creativity honest & sincere. 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