Every organization, regardless of
size, has developed and implemented its own management concepts in order for it
to run smoothly and accomplish the vision, goals and objectives it has set forth.
As such, the basic functions of management, broken down into four different
areas, allow for it to handle the strategic, tactical and operational decisions
for the organization. The four functions of management
are: planning, organizing, directing, and controlling.
Planning
Planning is the core area of all the functions of management. It is the
foundation upon which the other three areas should be build. Planning requires
management to evaluate where the company is currently, and where it would like
to be in the future. From there an appropriate course of action to attain the
company's goals and objectives is determined and implemented.
The planning process is ongoing. There are uncontrollable, external factors
that constantly affect a company both positively and negatively. Depending on
the circumstances, these external factors may cause a company to adjust its
course of action in accomplishing certain goals. This is referred to as
strategic planning.
During strategic planning, management analyzes internal and external factors
that do and may affect the company, as well as the objectives and goals. From
there they determine the company's strengths, weaknesses, opportunities and
threats. In order for management to do this effectively, it has to be realistic
and comprehensive.
Organizing
Getting organized is the second function of management. Management must
organize all its resources in order to implement the course of action it
determined in the planning process. Through the process of getting organized,
management will determine the internal organizational structure; establish and
maintain relationships, as well as allocate necessary resources.
In determining the internal structure, management must look at the different
divisions or departments, the coordination of staff, and what is the best way
to handle the necessary tasks and disbursement of information within the
company. Management will then divide up the work that needs to be done,
determine appropriate departments, and delegate authority and responsibilities.
Directing
The third function of management is directing. Through directing, management
is able to influence and oversee the behavior of the staff in achieving the
company's goals, as well as assisting them in accomplishing their own personal
or career goals. This influence can be gained through motivation,
communication, department dynamics, and department leadership.
Employees that are highly motivated generally go above and beyond in their
job performance, thereby playing a vital role in the company achieving its
goals. For this reason, managers tend to put a lot of focus on motivating their
employees. They come up with reward and incentive programs based on job
performance and geared toward the employees' needs.
Effective communication is vital in maintaining a productive working
environment, building positive interpersonal relationships, and problem
solving. Understanding the communication process and working on areas that need
improvement help managers to become more effective communicators. The best way
to find areas that need improvement is to periodically ask themselves and others
how well they are doing.
Controlling
Controlling is the last of the four functions of management. It involves
establishing performance standards based on the company's objectives, and
evaluating and reporting actual job performance. Once management has done both
of these things, it should compare the two to determine any necessary
corrective or preventive action.
Management should not lower standards in an effort to solve performance
problems. Rather they should directly address the employee or department having
the problem. Conversely, if limited resources or other external factors
prohibit standards from being attained, management should lower standards as
needed.
The control process, as with the other three, is ongoing. Through
controlling, management is able to identify any potential problems and take the
necessary preventative measures. Management is also able to identify any
developing problems that need to be addressed through corrective action.
In order for management to be considered successful, it must attain the
goals and objectives of the organization. This requires creative problem
solving in each of the four functions of management. More so, success requires
that management be both effective and efficient. Therefore, it needs to not
only accomplish those goals and objectives, but do it in a way that the cost of
accomplishment is viable for the company.
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