Planning , Organizing , Staffing , Directing and Controlling. For theoretical purposes, it may be convenient to separate the function of management but practically these functions are overlapping in nature i. It is the basic function of management. A plan is a future course of actions. Planning is determination of courses of action to achieve desired goals. It is all pervasive, it is an intellectual activity and it also helps in avoiding confusion, uncertainties, risks, wastages etc.
It is the process of bringing together physical, financial and human resources and developing productive relationship amongst them for achievement of organizational goals. Organizing as a process involves:. It is the function of manning the organization structure and keeping it manned. Staffing has assumed greater importance in the recent years due to advancement of technology, increase in size of business, complexity of human behavior etc.
The main purpose o staffing is to put right man on right job i. Staffing involves:. By organizing the resources, you ensure operational efficiency and structure. Organizing puts the plan in action. While you might have the team still doing tasks, the tasks might not be the correct ones for the situation. When you organize the team to perform the tasks required to boost coffee sales, you have each person working towards the goal.
Jerry might be greeting customers and telling them about the new coffee flavour, while Dina and Jack are working to make the sale and the coffee as quickly as possible. The staffing function is an increasingly important function of management, although it is sometimes left out when the core functions are discussed. It can be seen closely related to organizing, with both focused on ensuring the resources are directed to the right processes and tasks. For staffing, the focus is on people and their labor in relation to the organizational objectives.
You would essentially be looking at the tasks ahead of you and determining who should do what and if you have the right manpower to achieve the objectives you want. In terms of hitting your sales targets, you would need to analyze if the current staff is capable of performing the tasks and whether you have enough employees to ensure the integrity of the organization.
You might find the marketing team to be too small and consider hiring a temporary or even full-time worker. Technology has also had a huge impact on company structures, requiring new positions and destroying others. Whereas your car sales company might have mainly relied on face-to-face sales in the past, today you might also do business online, which would mean you need people for IT-specific roles and perhaps fewer salespersons. Management has also become more focused on the human behavioral aspect of leadership.
Finding the right company fit, ensuring employees are satisfied, and guaranteeing emotional wellbeing as well as physical work safety have emphasized the importance of staffing as a function.
Staffing is essential to guarantee the operational functionality of the organization. On the other hand, you might be wasting resources by having too many employees with not enough tasks to perform. The numbers do matter. Staffing also guarantees the staff you have is qualified to perform the tasks and that they are adequately supported in those roles. This will further deepen the organizational efficiency, since people are motivated and qualified to work towards the common objective.
Furthermore, even the most qualified of employees need the occasional help and support. The staffing function helps create these development opportunities. It consists of a number of separate functions, which are:. The fourth function is known as directing , sometimes also referred to as the influencing or the leading function of management.
Directing is about the actuation of the methods to work efficiently to achieve the set organizational objectives. The function goes beyond organizing the employees to their specific roles and involves ensuring they are able to perform the tasks through a variety of means.
Directing in essence is looking after productivity and ensuring productivity is going up instead of decreasing. The function delves deeper inside human interaction, making the manager motivate, communicate and inspire his or her personnel. At this stage, you are meeting and connecting with your employees to find out how the tasks are going. You would talk to them about the new marketing program, get their feedback on the project and spend time inspiring them with new ideas.
The directing function is all about the day-to-day interaction between the management and the staff. The function of directing has strong links to things such as leadership.
A good manager will be able to inspire the workforce to work towards the goals not because they have to do it, but because they are driven to achieve these objectives. The manager wants to be someone who can encourage and motivate the personnel and not fear them into submission.
Directing has an important role in an organization as it helps strengthen the operational capability of the organization. It does so by ensuring the different parts of the organization are working better. Directing is a bridge between the operational needs and the human requirements of its employees.
You essentially create a link between the necessity of turning in a profit, with the need of keeping employees motivated and interested. Since directing aims to improve productivity, you are strengthening how well the organisation succeeds.
If you just throw a blank paper in front of them and tell them to write a story, they are less likely to remain interested. You can direct and lead your team by utilizing four key methods based on the findings of human behavioral studies. These are:. The function might seem rather complex and getting it right might be harder than any of the other functions of management. You should watch the video of Jim White, professor emeritus at North Lake College, explaining directing as a function and giving his take on what he thinks are the three key elements of directing: leading, motivating and communicating.
The final function of management is controlling. The function ensures the other four functions are followed correctly and the flow of work is moving the organization towards the objectives it has set itself. As Theo Haimann has put it , controlling is. In our example of having the objective to increase sales in a particular month, controlling would be the function that measures whether the sales are increasing and helps to correct the situation if the specified target is not getting closer.
As a manager, you would examine the processes you set forward and take note whether they are enhancing your sales records. If you find the price reductions being inefficient during the process, you might consider swapping the products on sale, reduce the reduction, or abort the discount campaign altogether as inefficient.
Controlling requires you to examine the objectives in a measurable manner. You essentially need to set standards, which guarantee you know exactly what you want to achieve and what counts as success or failure. But controlling is also a function that due to the set of standards will ensure you have the ability to correct behaviors when they deviate from the standards.
In essence, controlling is about quality monitoring. You are looking at the processes and ensuring they achieve the right things for the organization. If you notice the marketing campaign, for example, is not producing any new customers or leading to increased sales, you can re-tweak it to better attract customers. This could end up guaranteeing you meet the sales target at the end of the month.
With controlling, you are reducing the risk of failure and the impact of failing to meet your objectives. In the business world, measuring performance can be the difference between the successful and the failing companies. Think about a start-up. Without standards and proper control, after three months all they know is whether they earned it or not. Was the success down to the product?
Did the marketing help? How much did their social media strategy push sales? Was it all about the saving mechanisms they put in place? Selection process requires exactness. A well planned selection procedure is of utmost importance for the organization.
Placement and orientation —Once selection process is over, the selected candidates are appointed. After this, the placement of the appointed employees takes place by putting right man on the right job. It means putting the appointed employee on the job for which he is selected.
Orientation is the introduction of the appointed employee with the job. He is made familiar to the work units and work environment through the orientation programmes.
Training — After appointment of an employee, the most important and established part of the personnel programme is to impart training to the new comer. With the rapid technological changes, the need for training employees is being increasingly recognized so as to keep the employees in touch with the new developments.
Training is generally given according to the nature of activities and scope of expansion in it. It is given to acquaint the appointed employees with the processes and the procedures which they are required to follow for the job.
It provides the appointed employees benefits of in depth knowledge of their functional areas. It is necessary that the organization has a systematic training programme otherwise employees will try to learn the job by trial and error which can prove to be a very costly method. Development — A sound staffing policy in the organization calls for the process of the development of the employees so that they can take higher responsibilities.
The process of development is for preparing the employees for variety of jobs. It widens their outlook and enhances their conceptual ideas.
It opens promotional avenues for them and thus provides for their growth in the organization. With the avenues of growth available the employees do not get frustrated and remains motivated and this helps in getting enhanced output from him. Promotion — Promotion implies upgrading of an employee to a higher position involving increase in rank, prestige or status. It generally consists of shifting the employee to a higher job which requires bigger responsibilities. Generally increase in pay and enhancement of powers accompanies promotion but it is not essential ingredients.
Promotion can be given to the employees in the same department in which they are working or by transferring them to different department where similar job opportunities are available to them.
Transfer — It normally implies movement of the employees from one job to another without any increase in pay, status or responsibilities. Usually employees are transferred to different work units and branches of the organization. Normally transfer takes place between jobs paying approximately the same salaries but sometimes employees are also transferred during their promotion.
Employees of the organization who have been identified for taking up of higher positions in the organization are being transferred to different departments so that they can learn intricacies of the functioning of different departments. This helps them when they take up positions in the higher management. Appraisal — it is normally done in order to keep a track or record of the behaviour, attitudes as well as opinions of the employees towards their jobs.
Appraisal of employees reveals as to how efficiently the employee is performing in his job. Appraisal of the employees is also done to know their aptitudes and other qualities necessary for performing the job assigned to them. The main objective of performance appraisal is to improve the efficiency of the employees by mobilizing their best possible efforts and through them achievement of the objectives and the goals of the organization.
Remuneration- It is a kind of compensation provided monetarily to the employees for their work performances. This is given according to the nature of job- skilled or unskilled, physical or mental, etc. Remuneration forms an important monetary incentive for the employees. Fixation of remuneration is the most difficult and complex function of the management since there are no definite or exact means to determine the correct wages. Job evaluation is one of the systematic techniques to determine the worth of the job but much remains to be done in this regard.
Fig 1 Steps in the process of staffing function Benefits of staffing The benefits of an effective staffing function are as follows. Staffing helps in getting right people for the right job at the right time.
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