Functions of management
Yvonne Harvey, Contributor

It's good to be with you all again. Our lesson today looks at the fundamentals surrounding the functions of management. The follow-up lesson will cover the responsibilities of management to different groups. Let us start by considering the term, management.

The specific objectives related to these two topics are as follows:

1. Outline the functions of management

2. Outline the responsibilities of management

These topics are important whether you decide to own and manage your business or to employ a salaried manager.

Management is the art of combing human and non- human resources of an organisation and directing the activities of an organisation so that the goals of the organisation may be met.

Regardless the type of organisation being operated,, the management functions are the same, that is, management functions are universal in nature.

The task of the manager can be very varied and will involve the following main elements:

PLANNING

This is the first stage of the management process. It refers to the manager looking ahead and preparing for the future. The overall policy of the business should be planned. This is then broken down into short-term and long-term plans. This function also involves the formulation of an organisational structure, defining the duties and responsibilities of the personnel employed and the manner in which their activities are to be interrelated.

ORGANISING

This means the pulling together of all resources, for example, capital, labour and technology, so that the goals of the organisation may be met. In recent times, organising included the pooling of information. All resources must be in the right place, at the right time, so that plans can be put into action to enable the business to function efficiently.

DIRECTING

This function involves giving instructions or directions to subordinates an ensuring that they know how to do what they have been instructed to do. Instructions should be clear and complete and subordinates should carry these out to the best of their ability for the benefit of the organisation.

CONTROLLING

There is a need, at appropriate intervals, to see whether or not the objectives of the organisation are being met. Controlling involves supervising and checking to ensure that jobs are being done in accordance with the outlines, plans and directions. Various systems are established to detect problems, 'slackness' and dishonesty and to reveal if the original plans need changing. Controlling provides opportunity for subordinates to discuss problems with management and to suggest better working methods.

COORDINATING

This involves harmonising the different areas of the business so that all operations are integrated. Each of the departments in a business has a different job to do, but they must all work together within the overall plan of the organisation. Coordination means that the various departments must be made to complement one another and work in a united manner towards the success of the business. Coordination is perhaps the most important aspect of management. Lack of coordination leads to inefficiency and ultimate failure of the business.

DELEGATION

The manager must delegate, that is, assign specific tasks and duties to subordinates. Subordinates should be given the necessary authority so that the tasks and duties can be accomplished. This function reduces what the manager has to do directly and is a good means of training future managers and improving morale.

MOTIVATING

This is the process of encouraging, influencing or inducing workers to do the right thing and to increase their productivity. Motivation as a management function is extrinsic, that is, it comes from outside of the individual rather than within the individual. A person gets the urge or desire to do something because of the influence of something external to him or her, for example, wages, fringe benefits and good working conditions. If these are removed, the worker may become demotivated and the business will suffer. It is important, therefore, that managers be familiar with the theories of motivation and apply these to the ultimate advancement of the business.

EVALUATING

This is an essential management function. It is the process of assessing the work done to determine how well the tasks have been done and to see what steps can be taken to improve future performance. This function is not to be confused with controlling.

Controlling is an assessment that is undertaken as the various tasks and duties of subordinates are being carried out, while evaluation is done at the end of the required procedures.

Some writers consider communication to be a separate function of management. However, this writer incorporates communication under all the functions previously discussed, especially coordination. Effective communication will ensure that management functions are carried out efficiently.

Now for our assignment

1. a) Who is the manager? (2 marks)

b) Apply any four functions of managers to the principal of a school. (8 marks)

2. Research and write briefly on

(a) Maslow's Theory of Motivation.

(b) McGregory Theories X and Y of Motivation.

I will close our lesson today by giving you a guide of response 1 (b):

In relating or applying the four functions of management to the principal of a school, in addition to briefly outlining the functions in general terms, you should endeavour to answer the following in line with the particular functions you choose to apply:

PLANNING

What do principals plan?

What are some of their long-term plans?

What are some of their short-term plans?

ORGANISING

Who and what do principals organise?

DIRECTING

To whom do principals give instructions?

CONTROLLING

What methods does a principal employ to supervise and check that things are being done as directed?

COORDINATING

Which areas of the school organisation does the principal have to ensure that there is harmonious integration?

DELEGATING

To whom does the principal delegate duties?

What are some of the duties delegated?

MOTIVATING

Who do principals motivate?

What methods do they use to motivate these persons?

EVALUATING

How do principals assess performance?

We will continue next week. Bye for now.

Moya Moody appeals for peace as she recited a dub poetry during Peace Day activities at Penwood High School in St Andrew, on Tuesday, March 4. The peace concert went under theme Peace for Prosperity. -Anthony Minott/Freelance Photographer

Yvonne Harvey teaches at Glenmuir High School.