Directing

1. What do you mean by Directing ? What are the features of Directing ?

Ans- Directing refers to instructing , guiding , communicating , inspiring and motivating the employees to work harder for achieving organisational goals .

Features of Directing are as follows -

1. Directing initiates action - After placing persons at different positions , directing initiates organised and planned action and ensures effective performance by subordinates .

2. Continuing function - Directing is a continuing function . A manager has to continuously direct , guide , motivate and lead his subordinates .

3. Directing takes place at every level - Directing takes place at every level in all locations . Every manager has to supervise , guide , communicate and motivate the subordinates to get the things done .

4. Directing flows from top to bottom - Direction goes from top to bottom . Directions are given by senior to their subordinates .

5. Human Element - Directing function deals with relation between people working in an organisation . It creates cooperation and harmony among the members of the group .

6. Performance oriented - The main motive of directing is to improve performance of person in the organisation .

2. What are the principles of Directing ?

Ans - 1. Unity of Command - This principles states that one person should receive orders from only one superior . That means one person should be accountable to only one boss .

2. Unity of Direction - They have effective direction , there should be one head and one plan for a group of activities having the same objectives .

3. Direct supervision - The directing function of management becomes more effective if the superior maintains direct personal contact with his subordinates .

4. Effective Communication - To have effective direction , it is very essential to have an effective communication system which provides free flow of ideas, information , suggestions etc.

5. Harmony of Objectives - It is an essential function of management to make people realise the objectives of the group their efforts towards the achievement of their objectives .

3. What are the importance of Directing ?

Ans - 1. Direction is require to initiate action - Direction is necessary for making best use of various resources . various managerial functions like planning , organising , staffing etc. will be taken up only when directions are given for them .

2. Directing helps the organisation to stabilize - A balance is maintained in different segments of organisation . The organisation will be able to exist for longer periods.

3. A business operates in a changing environment - Everytime new situation develop which needs to be tackled . A proper system of direction will help in motivating employees to take up the challenges of new situations.

4. Balance in Organisation - Directing helps in balancing the attitudes of different employees since they may develop different attitudes while working at different positions .

5. Facilitates change - Employees may be adverse to accept new changes . Directing function instruct employees to adapt new changes for the good future of the organisation as well as the employees .

4. What are the elements of Directing ?

Ans - 1. Supervision 2. Motivation 3. Leadership 4. Communication .

5. What do you mean by Supervision ? What are the importance of Supervision ?

Ans- Supervision means overseeing the subordinates at work . Supervision is concerned with initiating action and checking the work while it is done . It involves implementation of the plans , policies and decisions in order to achieve the organisational goals ,

Some of its features are as follows -

1. It is concerned with initiating action and checking work while it is performed .

2. It is an essential part of directing function of managements.

3. It is an universal activity performed at all levels of management .

4. It is a continuous process .

5. It involves face to face contact between superior and subordinate .

Importance of Supervision -

1. Proper assignment of work - It is very essential to plan and organise the work effectively otherwise it may cause frustration among subordinates . Supervision ensures proper arrangement and assignment of work.

2. Feedback- It is very necessary to continuously inform workers of their performance i.e. feedback and it is easily possible through supervision .

3. Maintains interest in work - Proper supervision helps to sustain interest of subordinates in the work and maintain discipline among them .

4. Optimum utilisation of resources - When the workers are properly supervised than it ensures that all the resources are used in best possible way .

5. Improves communication - The superior issues instruction and order to all the subordinates which automatically improves the communication system .

6. Improves motivation - A supervisor makes the subordinates realise the importance of their work which highly helps to motivate them .

6. What are the functions of Supervisor ?

Ans - 1. Planning the work - A supervisor is concerned with the day to day planning of the work . He determines the production targets of workers and tells them of the way of undertaking the task.

2. Organising the activities - A supervisor organises the resources in a way that business targets are achieved . He defines duties and responsibilities of persons working under him .

3. Organising workforce - A supervisor helps to familiarises new employees with their jobs and work environment . He also arranges jobs and work environment . He also arranges job for the workers.

4. Enforcing safety measures - The maintaining of proper safety at work place is an important function of supervisor .

5. Maintaining discipline - A supervisor ensures implementation of various rules and regulations of the organisation and also ensures proper discipline at work place.

7. What do you mean by Motivation ? What are its features ?

Ans - Motivation is an important factors which encourages persons to give their best performance and help their best performance and help in reaching enterprise goals . A strong positive motivation will enable the increased output of employees but a negative motivation will reduce their performance .

Features - 1. Inner feeling - Motivation is an inner feeling such as needs, desires, aspirations etc , which influences a person to work more .

2. Motivation can be positive as well as negative - Positive motivation is based on incentives or rewards like promotion , cash incentives etc. Negative motivation is based on fear .

3. Continuous process - The persons working in an organisation have different needs . The same motivators may not motivate all the employees everytime , so it is an dynamic process .

4. Complex process - Motivation is a difficult and complex process. In order to motivate people one has to understand their feelings , needs ,etc.

5. Produces goal oriented behaviour - Motivation is a feeling which encourages people to work for achieving goal . Motivated persons do not need supervision or direction .

8. What are the importance of Motivation ?

Ans- 1. Higher Performance - Motivated employees will put maximum effort for achieving organisational goals . Better performance will also result in higher productivity .

2. Low Employees Absenteeism-When the employees are not satisfied with their jobs and then they will leave it and the employees satisfied with their jobs and they are well motivated then they will not leave the job even the rate of absenteeism will also be low .

3. Better organisational image - Those enterprises which offer better monetary and non monetary facilities to their employees having a better image among them .

4. Better industrial relations - Motivated employees will try to contribute their maximum and management will offer them better service conditions and incentives thus their will be an atmosphere of confidence among employers and employees .

5. Acceptability to change - The changing social and industrial situation will require changes in the working of organisation . Motivated employees an easily adapt the improvements and changes in that new situation .

9. What are the financial and non - financial incentives for motivation ?

Ans - 1. Financial Incentives -

(a) Bonus - Bonus is an extra payment met to the employees for sharing high performance . Some companies pay bonus at the time of festivals such as Diwali , Ganesh puja etc .

(b) Commission - Commission is generally offered to employees working in the sales department . The employees get sales department . The employees get salary as well as commission on sells orders procured by them .

(c) Retirement Benefits - Some organisations offer retirement benefits like pension , gratuity , etc. Those employees who prefer safety and security will be motivated by these benefits .

(d) Perks - These are the benefits such as medical facilities , free education to children , housing facility etc. These benefits are over and above the salary and it motivate employees to improve their performance .

(e) Pay and Allowance - It is the main financial incentive offer to the employees . Regular increments in salary every year acts as motivator .

(f) Profit Sharing - The employees may be offered share of profits as incentives for motivating them to increase their performance .

2. Non - Financial Incentives -

(a) Recognition - Every person wants his work to be recognised by his superiors . When he knows that his performance is known to his boss then he will try to improve it more and more .

(b) Status - It refers to a social status of a person and it satisfies egoistic needs. Management may create many status symbols in the organisation as motivator .

(c) Participation - Participation has been considered a good technique for motivation . It implies physical and mental involvement in people in decision making process .

(d) Job Enrichment - The job is made more important and challenging for the workers. Job Enrichment would provide an opportunity for employees psychological growth . The employee is given the details and quality standard he must need .

(e) Career Advancement - When employees know that they will get promotions if they perform well then it acts as a motivation .

10. What do you mean by Leadership ? What are the features of leadership ?

Ans - Leadership is an important element of the directing function of management . Wherever there is an organised group of people working towards a common goal , some type of leadership becomes essential . Leadership is the ability to build up confidence and zeal among people and to create an urge in them to be led .

Features - 1. Leadership is a personal quality .

2. It exists only with followers. If there are no followers , their is no leadership .

3. Leadership is a process of influence the behaviour , attitudes and believes of his subordinates .

4. It involves readiness to accept complete responsibility in all situations.

5. It exists only for the realisation of common goals .

6. It is the willingness of people to follow that makes a person a leader .

11. What are the importance of leadership ?

Ans - 1. Helps in guiding and inspiring employees - The leaders provide guidance to employees whenever they are in need of it and give them proper direction . The leader will motivate the employees for better results .

2. Helps in introducing changes - The business environment is changing rapidly . A leader can help and influence the attitude of employees in finding solutions to new changes .

3. Improves productivity - The productivity improves only when various resources are utilized properly . A leader helps in developing confidence and motivation among the employees which results in optimum utilisation of resources .

4. Improves Job Satisfaction - Their are a number of factors such as good behaviour of managers towards employees , good working conditions etc which help in creating job satisfaction .

5. Cooperation of employees - Leadership helps in bringing the employees together and extending cooperation for achieving business goals .

12. What are the essential qualities of a good leader ?

Ans - 1. Knowledge - A leader has to face different situations at work which requires a lot of knowledge . The leader should have superior judgement and ability to take right decisions .

2. Confidence - A leader should have confidence and faith in his abilities . Because a leader will develop confidence in subordinates only if he has confidence in himself .

3. Motivation skill - A leader is required to motivate the followers. He should have the ability to motivate others for improving their performance .

4. Initiative - A leader should have initiate in taking advantage of opportunities available. Initiative will bring risk taking ability also .

5. Decisiveness - A leader should have the ability to take decisions and implement them properly . Thus he must possess the qualities of foresight .

6. Integrity - Honesty and integrity are vital for a leader. He should follow ethics and values at work .

7. Physical Qualities - The physical features like height, weight , health , looks etc of a person make him an attractive individual . So , good health both physical and mental is essential for a leader .

8. Communication skill - A leader needs the skills of a good communicator because he is source of information for all the members of the group.

13. What are the different styles of Leadership ?

Ans - 1. Autocratic or Authoritarian style - An autocratic also known as authoratarian style of leadership implies yielding absolute power . Under this style , their is no participation by subordinates in decision making process . All the decisions are taken by leader . The leader expects completer obidience from his subordinates .

2. Laissez - Fare or Free - Rain Style - Under this style of leadership , maximum freedom is allowed to subordinates . They are given free hand in deciding their own policies and methods and take their own decisions. The leader provides help only when required by his subordinates otherwise he doesn't interfere their work . This style of leadership creates self confidence in the subordinates and develop their talents.

3. Democratic or Participative Style - This style of leadership implies compromise between the autocratic and Laissez - Fare - Style of leadership . Under this type the leader acts according to the mutual consent and the decisions are taken after consulting the subordinates . Subordinates are encouraged to make suggestion and take initiative .

4. Paternalistic Style - This style of leadership is based upon sentiments and emotions of people. A paternalistic leader is like a father to his subordinates . He looks after the subordinates like a father, looks after as his family . He helps, guides and protects all of his subordinates , thus the subordinates become depended upon the leader .

14. What do you mean by Communication ? What are its features ?

Ans - Communication means sharing of ideas in common . It can be defined as exchange of facts , ideas , opinions or emotions between two or more persons to create a common ground of understanding .

Features - 1. Communication involves at least two persons ,a sender and a receiver .

2. It may be verbal , written or gestural .

3. A communication must convey a message .

4. It may be formal and informal .

5. Communication is a continuous process.

6. Communication is two way process.

15. Describe the communication process ?

Ans- 1. Sender - The person who sends the message is known as sender or communicator . He may be a speaker , writer , actor etc.

2. Message - A message is the subject matter of communication . It may consist of facts , opinions or information he wants to convey.

3. Symbol - The sender translates the message into words , symbols, gestures, or some other form which he feels should be understood by the receiver .

4. Channel - The encoded message is to be communicated to the receiver . The media for transmission of message may be a letter , telephone , T.V. etc.

5. Receiver - The person who receives the message is known as receiver . The receiver may be a reader, listener , viewer etc.

6. Feedback - The effectiveness of communication is measured through feedback . The communication is complete when the receiver understand the message .

16. Discuss about formal and informal Communication ?

Ans- Formal Communication - Formal communication refers to which takes place through a chain of command . It implies the flow of information along the line of authority formally established in the enterprise . On the basis of direction of flow, formal communication may be divided into -

1. Downward Communication - It means the flow of communication from the top management downward to the operation level . It may also be called a communication from a superior to a subordinate .

2. Upward Communication - It means the flow of information from the lower levels of the organisation to the higher levels . It passes from subordinate to the superior .

3. Horizontal Communication- The transmission of information and understanding between people on the same level of organisation hierarchy is called horizontal communication .

4. Diagonal Communication - The transfer of communication between people who are neither in the same department nor on the same level of hierarchy is called diagonal communication .

2. Informal Communication - Communication arising out of all those channels of communication that fall outside the formal channels is known as informal communication . It doesn't follows the lines of authority as in the case of formal communication .It is build around the social relationship of members of the organisation .

Informal Communication is implicit , multi dimensional and varied . It operates with much greater speed than formal communication . Their is no fixed source of information and that is why this communication is also called Grape Vine .

17. What are the methods of Channels of Communication ?

Ans - 1. Oral Communication - Oral communication implies the conveying of messages through spoken words . It refers to verbal transmission of messages . It is the face to face communication between individuals and also includes communication through telephone , public speech etc.

2. Written Communication - Transmission of messages in written words is called written communication . It takes several forms such as letters, reports, handbooks , memos , etc. Written communication ensures that everyone concern has the same information . It provides a permanent record of communication for future reference .

3. Gestural or Non - Verbal Communication - Communication doesn't mean merely written or oral messages . It includes everything that may be used to convey meaning from one person to another . For eg. movement of lips , wink of eyes , the wave of hand , etc, may convey more meaning than written or oral words. Since it includes wink of an eye, movement of lips etc. thus it is also known as 'Gesticulation'.

18. Difference between Formal and Informal Communication ?

Ans - 1. Formal communication is based on formal organisational relationship .

Informal communication is not based on formal relationship .

2. Formal communication follows the prescribed chain of command .

Informal communication is independent of chain of command .

3. Formal communication is slow as it follows a planned path .

Informal communication is fast because it has no prescribed path .

4. The chances of distortion of information in formal communication are very low .

The chances of distortion is very easy in informal communication .

5. The status and position of the parties is very important in formal communication .

The status and position have no relevance in informal communication .

6. Formal communication is authentic .