Directing ppt Presentation Transcript

PRESENTED BY : - Saurav Saboo

The managerial function of directing is like the activitiesof a teacher in a classroom.

Inorder to teach, a teacherhas to guide his students, maintain discipline, inspirethemand

lead them to the desired goal. It is a veryimportant function in the management of any

enterprise.It helps the managers in ensuring quality performance ofjobs by the employees

and achievement of organisationalgoals. It involves supervision, communication

andproviding leadership to the subordinates and motivatingthem to contribute to their

best of capability.

• It guides and helps the subordinates to complete thegiven task properly and as

perschedule.• It provides the necessary motivation to subordinatesto complete the work

satisfactorily and strive to dothem best.• It helps in maintaining discipline and rewarding

thosewho do well.• Directing involves supervision, which is essential tomake sure that

work is performed according to theorders and instructions.

• Different people perform different activities in theorganisation. All the activities are

interrelated. Inorder to co-ordinate the activities carried out indifferent parts and to ensure

that they are performedwell, directing is important. It thus, helps to integratethe various

activities and so also the individual goalswith organisational goals.• Directing involves

leadership that essentially helps increating appropriate work environment and build

upteam spirit.

ELEMENTS• COMMUNICATION• SUPERVISION• MOTIVATION• LEADERSHIP

COMMUNICATIONCommunication is a basic organisationalfunction, which refers to

the process bywhich aperson (known as sender) transmitsinformation or messages to

another person(knownas receiver). The purpose ofcommunication in organisations is

toconvey orders,instructions, or informationso as to bring desired changes in

theperformance and or theattitude ofemployees.

In an organisation, supervisors transmitinformation to subordinates.Propercommunication

results in clarity andsecuring the cooperation of subordinates.Faulty communication may

create problemsdue to misunderstanding between thesuperior and subordinates.

Thesubordinates must correctly understand themessage conveyed to them.

• there are two parties, one is known as the sender andthe other is known as receiver;•

there is a message sent by the sender to the receiver;and• the receiver receives the

message and understands it.Communication does not always flow from supervisor

tosubordinate. It can also be from a subordinate to asupervisor. For example,

subordinates can passinformation to the supervisor about the faults/problemsat the

assembly line. Thus, it is a two way process.

IMPORTANCE• Communication helps employees to understand theirrole clearly and

perform effectively.• It helps in achieving co-ordination and mutualunderstanding which

in turn, leads to industrial harmonyand increased productivity.• Communication improves

managerial efficiency andensures cooperation of the staff.• Effective communication

helps in moulding attitudes andbuilding up employees’ morale.• Communication is the

means through which delegationand decentralisation of authorityis successfully

accomplished in an organisation.

Formal and Informal CommunicationThe path through which information flows is

calledchannel of communication. In every organisationwe have both formal and informal

channels. Thepaths of communication which are based onrelationship establish formally

by management arethe formal channels. For example, the GeneralManager communicates

a decision to theproduction manager who may then issue orders orinstructions to the

foremen. It may also be like aworker applying to his supervisor for a loan fromthe GPF

account.

He/she forwards it to the Manager Accounts who finallysends it to the General Manager

(Finance) for approval.Communication, which takes place on the basis ofinformal or

social relations among staff,is calledinformal communication.For example:Any sharing

of information between a productionsupervisor and an accountant, as they happen to

befriends or so. Mostly informal channels are used due tofriendly interaction of members

of an organisation.Infact, it may be purely personal or related toorganisational matters.

Upward, Downward, Horizontal and Diagonal Communication(On the basis of the flow

or direction of communicationin organisations, it can be classifiedas upward,downward,

horizontal or diagonal) When employeesmake any request, appeal,report, suggest

orcommunicate ideas to the superior, the flow ofcommunication is upward i.e., from

bottom to top. Forinstance, when a typist drops a suggestion in thesuggestion box, or a

foreman reports breakdown ofmachinery to the factory manager, the flow

ofcommunication is upward.

Upward communication encourages employees toparticipate actively in the operations of

theirdepartment. They get encouraged and their sense ofresponsibility increases when

they are heard by theirsupervisors about problems affecting the jobs.

Whencommunication is made from superiors down thehierarchy it is called a downward

communication. Forinstance, when superiors issue orders and instructions

tosubordinates,it is known as downward communication.When the General Manager

orders supervisors to workovertime, the flow of communication is downward i.e.,from

top to bottom.Similarly, communication of workassignments, notices, requests for

performance, etc.through bulletin boards, memos, reports, speeches,meetings, etc, are all

forms of downward.

communication.Communication can also be amongstmembers at the same level in the

organisation. Forinstance, production manager may communicate theproduction plan to

the sales manager. This is known ashorizontal flow of communication. Here,

thecommunication is among people of the same rank andstatus. Such communication

facilitates coordination ofactivities that are interdependent.When communication ismade

between people who are neither in the samedepartment nor at the same level of

organisationalhierarchy, it is called diagonal communication.For example,cost accountant

may request for reports from salesrepresentatives not the sales manager for the purpose

ofdistribution cost analysis. This type of communication doestake place under special

circumstances.

Verbal And Non – VerbalOn the basis of the mode used, communication may be verbal

ornon-verbal. Whilecommunicating, managers may talk to theirsubordinates either face

to face or on telephone or they may sendletters, issue notices, or memos. These are all

verbalcommunication.Thus, the verbal modes of communication may beoral and written.

Face to face communication, as in interviews,meetings and seminars, are examples of

oral communication.Issuing orders and instructions on telephone or through

anintercommunication system is also oral communication. Thewritten modes of

communication include letters, circulars, noticesand memos. Sometimes verbal

communication is supported bynon-verbal communication such as facial expressions and

bodygestures. For example– wave of hand, a smile or a frown etc. Thisis also termed as

the gestural communication.

SUPERVISIONAfter the employees have been instructedregarding what they have to do

and how todo, it is the duty of the manager to see thatthey perform the work as per

instructions. This is knownas supervision. Managers play the role of supervisors

andensure that the work is done as per the instructions andthe plans. Supervisors clarify

all instructions and guideemployees to work as a team in co-operation withothers.

Supervisors solve most of the routine job-relatedproblems of subordinates.

FUNCTIONS :• clarifies orders and instructions issued to subordinates andensures that

they have understand and follow these fully;• ensures that subordinates have the required

facilities to performtheir jobs;• keeps a watch and guides the activities of subordinates

inperforming their jobs;• broadens the horizon of his subordinates by making them

awareof the wider aspects of their day-to-day work;• coordinates the work of different

subordinates under him;• detects errors and omissions and ensures their rectification.

IMPORTANCESupervisors are the key people among managers atdifferent levels. They

are the link between the top andmiddle management and the workers. Take, for

example,the foreman of the factory or the office superintendent inthe office. Both of them

are members of the managementteam, and are in direct contact with operatives in

theworkshop and clerical staff in the office. They are themouthpiece of management for

communicating its ideas,plans and policies to the workers and employees.

At the same time, they have to play the role of principalspokesmen of their subordinates

to communicate theirfeelings and grievances to the management. Thus, it isonly the

supervisor who, as a member of themanagement team, is capable of developing links

toworkers. Supervisors are expected to maintain the bestand friendly relations with their

seniors as well as withthe workers and enjoy the trust and confidence of bothmanagement

and operatives.

MOTIVATIONMotivation is one of the important elements of directing.Issuance of

proper instructions or orders does notnecessarily ensure that they will be properly carried

out.It requires manager to inspire or induce the employees toact and get the expected

result. This is called motivation.It is a force that inspire a person at work to intensify

hiswillingness to use thebest of his capability forachievement of specify objectives. It

may be in the formof incentives like financial (such as bonus, commissionetc.) or, non-

financial (such as appreciation, growth etc.),or it could be positive or negative. Basically,

motivation isdirected towards goals and prompt people to act.

IMPORTANCE :• with proper motivation there can be maximum utilisation of thefactors

of production like men, money, material etc.;• if employees are motivated it will reduce

employee turnoverand absenteeism;• motivation fosters a sense of belongingness among

theemployees towards the organisation and also improves theirmorale;• motivation helps

in reducing the number of complaints andgrievances. The wastage and accident rate also

come down;• with proper motivational techniques management can attractcompetent and

best qualityemployees.

LEADERSHIPWhile motivation is the process through whichemployees are made to

contribute voluntarily towork, leadership is the ability to persuade andmotivate others to

work in a desired way forachieving the goal. Thus, a person who is able toinfluence

others and make them follow hisinstructions is called a leader. For example, in

anorganisation the management decides to installsome new machines to which the

workers areresisting.

However, one ofthe workers takes the initiative,explains the fellow workers the benefits

of working withthe new machines and moulds them to accept themanagement’s decision.

Now he is said to be leader ashe is able to influence a group of workers who

followedhim. In practice, the managers have to guide and leadtheir subordinates towards

the achievement of goals,and so, to be an effective, a manager has to be a

goodleader.Leadership is the process, which influences thepeople and inspires them to

willingly accomplish theorganisational objectives. The main purpose ofmanagerial

leadership is to get willing cooperation ofthe workgroup in pursuit of the goals.

IMPORTANCE :• leadership improves the performance of theemployees. Leaders can

motivate the followers to workand thereby increase their performance level.• with

continuous support and guidance, leaders areable to build confidence among the

followers, therebyincreasing speed and accuracy and decreasing wastage.• with friendly

and cooperative efforts the leader is ableto build employees’ morale which in turn

contribute tohigher productivity.