Introduction To Management

Introduction to manegement :
Management is what managers ‘do’, It is the process of coordinating work activities with and
Through other people so that work activities are completed efficiently and effectively. The Term
‘Management’ is used to refer the process of Managing the activities of Enterprise. In layman’s
Language Management refers to group of personnel of an enterprise who have supervisory Role
over others. Example Good quality of Management and Bad Quality of Management. In Simple
term Management the process of getting things done, effectively and efficiently, Through and
with other people.

According to Mary Parker Follet, “Management is the art of getting of things through people.”

According to Harold Koontz, “Management is art of getting things done through and with the
People in formally organised groups”.

In the words of Henry Fayol Management is “To manage is to forecast and to plan, to organise,
to command, to co-ordinate and to control.”

Management is defined in terms of functions undertaken by the manager to achieve

Organisational goals. Management is the systematic way of doing things. It is an art of Creating
an environment in which people can perform and an individual could co-operate Towards
attaining the group goals.

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 Introduction To Management

What is Management?
Management is a universal phenomenon. It is a very popular and widely used term. All
organizations - business, political, cultural or social are involved in management because it is the
management which helps and directs the various efforts towards a definite purpose.
According to Harold Koontz, “Management is an art of getting things done through and with the
people in formally organized groups. It is an art of creating an environment in which people can
perform and individuals and can co-operate towards attainment of group goals”.
According to F.W. Taylor, “Management is an art of knowing what to do, when to do and see
that it is done in the best and cheapest way”.
Management is a purposive activity. It is something that directs group efforts towards the
attainment of certain pre-determined goals.
“Management” is the process of working with and through others to effectively achieve the goals
of the organization, by efficiently using limited resources in the changing world. Of course, these
goals may vary from one enterprise to another. E.g.: For one enterprise it may be launching of
new products by conducting market surveys and for other it may be profit maximization by
minimizing cost.
Management involves creating an internal environment: - It is the management which puts
into use the various factors of production. Therefore, it is the responsibility of management to
create such conditions which are conducive to maximum efforts so that people are able to
perform their task efficiently and effectively.
It includes ensuring availability of raw materials, determination of wages and salaries,
formulation of rules & regulations etc.
Management can be defined in detail in following categories :

 Management as a Process

 Management as an Activity

 Management as a Discipline

 Management as a Group

 Management as a Science

 Management as an Art

 Management as a Profession

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Levels of Management
 Top level/Administrative level

 Middle level/Executory

 Low level/Supervisory/Operative/First-line managers

Managers at all these levels perform different functions. The role of managers at all the three
levels is discussed below:

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Top Level of Management

It consists of board of directors, chief executive or managing director. The top management is
the ultimate source of authority and it manages goals and policies for an enterprise. It devotes
more time on planning and coordinating functions.
The role of the top management can be summarized as follows -
 Top management lays down the objectives and broad policies of the enterprise.

 It issues necessary instructions for preparation of department budgets, procedures,

schedules etc.

 It prepares strategic plans & policies for the enterprise.

 It appoints the executive for middle level i.e. departmental managers.

 It controls & coordinates the activities of all the departments.

 It is also responsible for maintaining a contact with the outside world.

 It provides guidance and direction.

 The top management is also responsible towards the shareholders for the
performance of the enterprise.

Middle Level of Management

The branch managers and departmental managers constitute middle level. They are responsible
to the top management for the functioning of their department. They devote more time to
organizational and directional functions. In small organization, there is only one layer of middle
level of management but in big enterprises, there may be senior and junior middle level
management. Their role can be emphasized as -
 They execute the plans of the organization in accordance with the policies and
directives of the top management.

 They make plans for the sub-units of the organization.

 They participate in employment & training of lower level management.

 They interpret and explain policies from top level management to lower level.

 They are responsible for coordinating the activities within the division or department.

 It also sends important reports and other important data to top level management.

 They evaluate performance of junior managers.

 They are also responsible for inspiring lower level managers towards better
performance.

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Lower Level of Management

Lower level is also known as supervisory/operative level of management. It consists of
supervisors, foreman, section officers, superintendent etc. According to R.C. Davis,
“Supervisory management refers to those executives whose work has to be largely with personal
oversight and direction of operative employees”. In other words, they are concerned with
direction and controlling function of management. Their activities include -
o Assigning of jobs and tasks to various workers.
o They guide and instruct workers for day to day activities.
o They are responsible for the quality as well as quantity of production.
o They are also entrusted with the responsibility of maintaining good
relation in the organization.
o They communicate workers problems, suggestions, and
recommendatory appeals etc to the higher level and higher level goals
and objectives to the workers.
o They help to solve the grievances of the workers.
o They supervise & guide the sub-ordinates.
o They are responsible for providing training to the workers.
o They arrange necessary materials, machines, tools etc for getting the
things done.
o They prepare periodical reports about the performance of the workers.
o They ensure discipline in the enterprise.
o They motivate workers.
o They are the image builders of the enterprise because they are in direct
contact with the workers.

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Features of Management
 Management is Goal-Oriented: The success of any management activity is
assessed by its achievement of the predetermined goals or objective. Management is
a purposeful activity.

It is a tool which helps use of human & physical resources to fulfill the pre-
determined goals. For example, the goal of an enterprise is maximum consumer
satisfaction by producing quality goods and at reasonable prices. This can be
achieved by employing efficient persons and making better use of scarce resources.
 Management integrates Human, Physical and Financial Resources: In an
organization, human beings work with non-human resources like machines.
Materials, financial assets, buildings etc. Management integrates human efforts to
those resources. It brings harmony among the human, physical and financial
resources.

 Management is Continuous: Management is an ongoing process. It involves

continuous handling of problems and issues. It is concerned with identifying the
problem and taking appropriate steps to solve it. E.g. the target of a company is
maximum production. For achieving this target various policies have to be framed
but this is not the end. Marketing and Advertising is also to be done. For this policies
have to be again framed. Hence this is an ongoing process.

 Management is all Pervasive: Management is required in all types of organizations

whether it is political, social, cultural or business because it helps and directs various
efforts towards a definite purpose. Thus clubs, hospitals, political parties, colleges,
hospitals, business firms all require management. When ever more than one person
is engaged in working for a common goal, management is necessary.

Whether it is a small business firm which may be engaged in trading or a large firm
like Tata Iron & Steel, management is required everywhere irrespective of size or
type of activity.
 Management is a Group Activity: Management is very much less concerned with
individual’s efforts. It is more concerned with groups. It involves the use of group
effort to achieve predetermined goal of management of ABC & Co. is good refers to
a group of persons managing the enterprise.

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Objectives of Management
 Getting Maximum Results with Minimum Efforts - The main objective of
management is to secure maximum outputs with minimum efforts & resources.
Management is basically concerned with thinking & utilizing human, material &
financial resources in such a manner that would result in best combination. This
combination results in reduction of various costs.

 Increasing the Efficiency of factors of Production - Through proper utilization of

various factors of production, their efficiency can be increased to a great extent
which can be obtained by reducing spoilage, wastages and breakage of all kinds, this
in turn leads to saving of time, effort and money which is essential for the growth &
prosperity of the enterprise.

 Maximum Prosperity for Employer & Employees - Management ensures smooth

and coordinated functioning of the enterprise. This in turn helps in providing
maximum benefits to the employee in the shape of good working condition, suitable
wage system, incentive plans on the one hand and higher profits to the employer on
the other hand.

 Human betterment & Social Justice - Management serves as a tool for the
upliftment as well as betterment of the society. Through increased productivity &
employment, management ensures better standards of living for the society. It
provides justice through its uniform policies.

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Process of Management
Management is a unique and distinct process. Distinct in the sense that it is different from
allother activities. It is concerned with allocation utilisation and co-ordination of all human and
material resources.

According to Henry Fayol, “To manage is to forecast and plan, to organise, to command, toco-
ordinate and to control” thus Fayol viewed the process of management consisting of five
functions which will be planning organising commanding Co-ordinating and
controlling.Management is the process of effective utilization of human and material resources
toachieve enterprise objectives

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Introduction to Four main functions of management :

ing, leading, and controlling. These are “the how” a manager pursues organizational goals, and
are universally known as the four functions of management. They stem from the work of a
French mining administrator, Henri Fayol, who first identified management as a practice that
could be improved through the use of five functions – planning, organizing, commanding,
coordinating, and controlling. Since he published his work in 1916, we have decided that
leading people through motivation and incentivization works much better than telling them what
to do (e.g. commanding and coordinating). We use the term leading instead of these
practices. Chapter 2 on the history of management will provide some insights regarding this
change. Nonetheless, he gave us a place from which to start.

Even if you have never stepped foot in a corporate office, or held the title of manager at your
local Dairy Queen, you have no less used the functions of management in your personal
pursuits. A relevant example would be the process by which you manage your personal budget.

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Planning :
If we have an engineering team that is part of a company or industrial production group, we will
typically have a group of small projects or sub-projects to undertake in the year and for which
goals are established, either their completion and closure or achieve defined progress for the year
or period in question. The corporate organization establishes at a management level much higher
than the management group of the engineering executing group these projects and their goals for
the period that is normally the current year.
If we have an engineering team that is part of a consulting firm, the work planning is carried out
according to the contracts that the firm obtains in the period, but also to the technical works that
arise as a complement to the preparation of offers that it needs to be presented according to the
needs of customers.

Within the term “Planning” we include the activities for defining the general schedule to
undertake the execution of the projects. That is, define the durations of the different activities of
each project, their precedence and therefore the total duration of each project, work, assignment,
etc. This allows the organization to establish an action plan in order to provide the necessary
resources for the purpose, human resources, office infrastructure, hardware, software, reserve of
financial resources to undertake the planned operating expenses.

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To do the planning it is necessary to establish a "Work Breakdown Structure" known by its

acronym in English as WBS, which consists of classifying and ordering the activities and
deliverables (products) according to geographic areas, production units, engineering discipline
involved, areas established by the organization that owns the project, as well as any other
category that is needed for each particular project . This WBS establishes classifications by
levels, for example Level Zero corresponds to the Project Identification. Level One can refer, for
example, to production areas such as: (a) Electricity Generation; (b) Water Treatment Plant; (c)
Process plant X; (d) Auxiliary and service units; etc etc. Depending on the project, Level Two
may refer to the discipline or specialty to which the activity or deliverable belongs: (a) Process
engineering; (b) Mechanical engineering; (c) Electrical Engineering; (d) Control Engineering; (e)
Civil Engineering; etc etc.

Once the general schedule is set, still in draft, the measurement milestones are established with
which the monitoring and control will be carried out. These milestones will correspond to agreed
percentages of progress, which means that each milestone will represent a percentage of project
execution or completion. Meeting the milestones are the goals of the project.

The planning must be agreed by all the executing members of the work and of course, the
interested entities, internal and external clients.

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Organizing :
Organizing is the function of management which follows planning. It is a function in which the
synchronization and combination of human, physical and financial resources takes place. All the
three resources are important to get results. Therefore, organizational function helps in
achievement of results which in fact is important for the functioning of a concern. According
to Chester Barnard, “Organizing is a function by which the concern is able to define the role
positions, the jobs related and the co-ordination between authority and responsibility. Hence, a
manager always has to organize in order to get results.

 Identification of activities - All the activities which have to be performed in a

concern have to be identified first. For example, preparation of accounts, making
sales, record keeping, quality control, inventory control, etc. All these activities have
to be grouped and classified into units.

 Departmentally organizing the activities - In this step, the manager tries to

combine and group similar and related activities into units or departments. This
organization of dividing the whole concern into independent units and departments
is called departmentation.

 Classifying the authority - Once the departments are made, the manager likes to
classify the powers and its extent to the managers. This activity of giving a rank in
order to the managerial positions is called hierarchy. The top management is into
formulation of policies, the middle level management into departmental supervision
and lower level management into supervision of foremen. The clarification of
authority help in bringing efficiency in the running of a concern. This helps in
achieving efficiency in the running of a concern. This helps in avoiding wastage of
time, money, effort,

 Co-ordination between authority and responsibility - Relationships are

established among various groups to enable smooth interaction toward the
achievment of the organizational goal. Each individual is made aware of his
authority and he/she knows whom they have to take orders from and to whom they
are accountable and to whom they have to report. A clear organizational structure is
drawn and all the employees are made aware of it

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Directing
is said to be a process in which the managers instruct, guide and oversee the performance of the
workers to achieve predetermined goals. Directing is said to be the heart of management
process. Planning, organizing, staffing have got no importance if direction function does not take
place. Directing initiates action and it is from here actual work starts. Direction is said to be
consisting of human factors. In simple words, it can be described as providing guidance to
workers is doing work. In field of management, direction is said to be all those activities which
are designed to encourage the subordinates to work effectively and efficiently. According to
Human, “Directing consists of process or technique by which instruction can be issued and
operations can be carried out as originally planned” Therefore, Directing is the function of
guiding, inspiring, overseeing and instructing people towards accomplishment of organizational
goals.
Direction has got following characteristics:

 Continuous Activity - Direction is a continuous activity as it continuous throughout

the life of organization.

 Human Factor - Directing function is related to subordinates and therefore it is

related to human factor. Since human factor is complex and behaviour is
unpredictable, direction function becomes important.

 Creative Activity - Direction function helps in converting plans into performance.

Without this function, people become inactive and physical resources are
meaningless.

 Executive Function - Direction function is carried out by all managers and

executives at all levels throughout the working of an enterprise, a subordinate
receives instructions from his superior only.

 Delegate Function - Direction is supposed to be a function dealing with human

beings. Human behaviour is unpredictable by nature and conditioning the people’s
behaviour towards the goals of the enterprise is what the executive does in this
function. Therefore, it is termed as having delicacy in it to tackle human behaviour.

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Controlling :
Controlling ensures that there is effective and efficient utilization of organizational resources so
as to achieve the planned goals. Controlling measures the deviation of actual performance from
the standard performance, discovers the causes of such deviations and helps in taking corrective
actions.”
Controlling has got two basic purposes

 It facilitates co-ordination

 It helps in planning

Features of Controlling Function

Following are the characteristics of controlling function of management-
 Controlling is an end function- A function which comes once the performances are
made in confirmities with plans.

 Controlling is a pervasive function- which means it is performed by managers at

all levels and in all type of concerns.

 Controlling is forward looking- because effective control is not possible without

past being controlled. Controlling always look to future so that follow-up can be
made whenever required.

 Controlling is a dynamic process- since controlling requires taking reviewal

methods, changes have to be made wherever possible.

 Controlling is related with planning- Planning and Controlling are two inseperable
functions of management. Without planning, controlling is a meaningless exercise
and without controlling, planning is useless. Planning presupposes controlling and
controlling succeeds planning.

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Conclusion :
Management is creative problem solving. This creative problem solving is accomplished through
four functions of management: planning, organising, leading and controlling. The intended result
is the use of an organisation's resources in a way that accomplishes its mission and objectives.

The theory defines five functions of management—planning, organizing, staffing, directing and
controlling. Each of these functions plays a critical role in helping organizations achieve
efficiently and effectively.

Functions of Management – Planning, Organizing, Staffing, Directing & Controlling.

Management has been described as a social process involving responsibility for economical and
effective planning & regulation of operation of an enterprise in the fulfillment of given purposes.

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References :

 www.introductionManegement.com
 https://www.managementstudyguide.com/organizing_function.htm
 https://www.linkedin.com/pulse/functions-engineering-management-luis-nieto
 https://learnmech.com/function-of-management-planning-organizing-staffing-directing/
 Manegement study books

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