Basic Functions of Management
Four management functions
There are four basic functions that successful managers perform:
Planning
Managers must set objectives based on the requirements of their organization and the most effective means of achieving them. Before starting a project, planning makes sure that managers remain effective throughout the undertaking. Establishing goals should also lay the groundwork for upcoming company initiatives.
A manager should consider the following when planning:
A manager must plan the steps to accomplish a goal after coming up with one, beginning with prioritizing tasks. Making decisions about priorities involves determining which tasks need to be completed first and which will take the longest. By using the deadline as a guide, you can develop a timeline for each step. Next, the manager can delegate tasks to team members. A manager should think about each person’s skill set and how to use it when delegating tasks to them. Additionally, managers can designate tasks so that team members have the chance to develop new skills.
Organizing
Organizing the workplace is key to increasing productivity. It enables the manager to clearly communicate the tasks’ purposes to the team and guarantee that they feel at ease in their roles and surroundings.
A manager must do the following when organizing:
If necessary, creating a team can involve bringing together current members or hiring new ones. The team should comprehend the objective and receive any additional training necessary. In addition, a manager must give the team the equipment they need to do their jobs, such as computers or large machinery.
The team needs a workplace to complete their tasks. In an office setting, a manager must make sure there are enough desks available, whereas in a manufacturing setting, a manager must set up a secure work environment.
A manager must establish a transparent organizational structure so that each team member is aware of their respective responsibilities. Any specific tasks a manager gives an individual contributor should be included. A team can effectively carry out its duties when everyone on the team is aware of the structure and their roles.
The manager should establish the protocol for all forms of communication, such as email, online messaging, and face-to-face meetings. They should also decide whether regular meetings for progress updates will be held, as well as when and where they will be held. They should also note who employees can contact to discuss challenges.
It is likely that the team will encounter challenges as the project moves forward. Depending on the nature of the barrier, a manager might need to make adjustments to get things back to normal. For instance, the manager must reassign the tasks to an existing team member or bring on a new hire if a team member must take an unforeseen leave of absence.
Leading
A manager must guide the team, whether it be toward a daily task or an overall objective. One of a manager’s most crucial duties is to act as a leader because it inspires team members to give their all.
Leading a team includes:
A team’s manager is responsible for instilling in them a sense of purpose. They ought to be aware of the project’s goals and the purpose of their respective roles. Understanding these elements enables teams to maintain their attention on their work.
Motivating the team to work toward the goal includes inspiring and encouraging them to do so. A manager can inspire the team by supporting the mission, providing rewards, and praising hard work. Motivation is a large factor in keeping productivity high.
The manager should direct the team’s efforts and create efficient teams when working with them. Activities include individual and group tasks and team meetings. It will be simpler to form more compact, cohesive teams as the manager observes how the team members interact with one another.
A manager should exhibit the traits desired of the team members as a leader. For instance, if a manager wants the team to keep a positive attitude, they must model that behavior themselves.
Controlling
The manager’s ongoing responsibility to track progress toward the goal is known as controlling.
Controlling can include:
To make sure the team is performing to expectations, the manager should conduct quality control on their work. By regularly requesting updates, holding meetings, or sampling the team’s work, they can assess the caliber of their work. Supervising work quality is essential to delivering an excellent product.
A project manager needs to adhere to the initially allocated budget in order for it to be successful. Making sure wages, supplies, and other costs are within the budget’s parameters involves monitoring these costs. Similar to this, a manager should monitor the length of each step and compare it to the original schedule.
A project manager should be able to recognize any changes that occur throughout the process and update the plan accordingly. For instance, a manager’s team may adjust the timeline for an earlier completion date if a step is completed much more quickly than anticipated.
Management tips
You can acquire specific abilities to become a better manager. Take into account the following advice as you lay the groundwork for completing the four management functions successfully:
Foster open communication
Communication is necessary to convey information to your team. Additionally, by keeping lines of communication open, your team will feel more at ease asking for assistance. Make sure you keep the team informed as you and your team work toward your next objective so they can complete their tasks.
Provide and accept feedback
Giving your team constructive criticism will help them recognize their strengths and areas for improvement. Additionally, you can request feedback on how you are doing as a manager. Use the data your team provides as direction on what functions well and what doesn’t.
Organize your own workspace and time
While planning makes your team’s workspace more productive, it’s also crucial to maintain order in your own time and space. Keeping yourself organized will aid in maintaining focus on the objective and serving as an example for your team.
Keep records
Keep track of your project’s successes and failures by keeping a journal. Note the steps you took to achieve something and the challenges you faced. In order to remember what you should do again and what to avoid in future projects, you can refer back to these specifics.
Be flexible
During the planning stage, you create a goal and the supporting structures to achieve it. However, you might come across unforeseen difficulties that force you to make adjustments. You can overcome these difficulties and adjust to change by being aware that you might need to adjust the budget or a method.
Be decisive
Make an informed decision by gathering and weighing all available information. Even if your plan does not go as you had hoped, you can still use it as a chance to grow and learn.
FAQ
Why are the 4 functions of management important?
Planning, organizing, staffing, leading, and controlling are the five general functions that make up management at its most basic level. These five responsibilities are a part of a body of best practices and management theories.
What are the 4 functions of management and give an example of each?
These four responsibilities are, in essence, to organize plans while managing employees in their respective roles, to plan and carry out strategies to accomplish the organization’s objectives, and to control the strategy in order to manage effectively.
What is the most effective function of management?
They include: planning, organizing, leading, and controlling. Consider the four functions as a series of steps, where each one builds on the previous one. Managers must first plan, then organize in accordance with that plan, inspire others to cooperate with the plan, and assess the plan’s effectiveness.
