Free Business Studies - Class 12th (CBSE) - Revision Notes - N7 - Directing
Directing
Directing function of management is
concerned with instructing, guiding,
inspiring, coaching, leading and
motivating the employees in the
organization so that their efforts
result in the achievement of
organizational goals.
Directing is telling people what to do and seeing that they do
it to the best of their ability.
Features / Characteristics of Directing ( C.L.I.P/F )
- Directing is a Continuous Function
- Directing takes place at every Level of Management
- Directing Initiates Actions
- Directing is Performance Oriented
- Directing Flows from Top to Bottom
Directing is a Continuous Function
Directing is a continuous process. A manager cannot just rest after issuing orders and instructions. He has to continuously guide, supervise and motivate his subordinates. He must continuously take steps to make sure that orders and instructions are carried out properly.
Directing takes place at every Level of Management
Directing is a pervasive function as it is performed by managers at all levels and in all locations. The directing takes place wherever superior-subordinate relation exists. Every manager has to supervise, guide, motivate and communicate with his subordinate to get things done.
Directing Initiates Actions
Other functions prepare a base or setting of action, i.e., how action has to be carried on , the directing initiate or start action. By giving directions or instructions the managers get the work started in the organization.
Directing is Performance Oriented
Directing is a performance-oriented function. The main motive of directing is bringing efficiency in performance. Directing function direct the performance of individuals towards the achievement of organizational goal.
Directing Flows from Top to Bottom
Directing is first initiated at the top level and flows to the bottom through organizational hierarchy. Every manager can direct his immediate subordinate and take directions from immediate boss. Directing starts from the top level and flows to lower level.
Importance of Directing Function ( Directing is heart of management process )
1)
To Initiate Action : The employees in the organization start working only when they get instructions and directions from their superiors. For example : If a supervisor guides his subordinates and clarifies their doubts while performing a task, it will help the worker to achieve the work
targets given to him.
2) To Integrate Employees' Efforts : Directing integrates employees' efforts in the organization in such a way that every individual effort contributes to organizational performance. Thus, it ensures that the individuals work for organizational goals. For example : A manager with good leadership abilities will be in a position to convince the employees working
under him that individual efforts and team effort will lead to the achievement of organizational goals.
3) Means of Motivation / Guides Employees : Directing function does not mean giving orders only but through directions and instructions the superiors try
to motivate the employees to perform to their best ability. Directing guides employees to fully realize their potential and capabilities by motivating and providing effective leadership. A good leader can always identify the potential of his employees and motivate them to extract work up to their full potential.
4) To Facilitate Change : Directing facilitates the introduction of needed changes in the organization. Generally, people have a tendency to resist changes in the organization. Directing through motivation, communication and leadership helps to reduce such resistance and develop the required cooperation in
introducing changes in the organization. For example : If a manager wants to introduce a new system of accounting, there may be initial resistance from the
accounting staff. But, if manager explains the purpose, provides training and motivates them with additional
rewards, the employees may accept change and cooperate with the manager.
5) Bring Stability and Balance in the Organization : Effective directing helps to bring stability and balance in the organization since it fosters cooperation and commitment among the people. It helps to achieve balance among various groups, activities and the departments.
Elements of Directing
1. Supervision
Supervision means instructing, guiding,
monitoring and observing the employees
while they are performing jobs in the
organization. It is the process of guiding the efforts of
employees and other resources to
accomplish the desired objectives. It means
overseeing what is being done by
subordinates and giving instructions to
ensure the optimum utilization of resources
and achievement of work targets. It is a managerial position in the
organization hierarchy at the operative
level i.e., immediately above the worker.
2. Motivation (Will to Work)
Motivation can be defined as stimulating, inspiring and inducing employees to perform to their best capacity. Motivation is a psychological term which means it cannot be forced on employees. It comes automatically from inside the employees as it is a willingness to do work.
3. Communication
Communication can be defined as the
transmission or exchange of ideas,
views, messages, information, facts,
feelings etc. between two or more
persons by different means to create a
common understanding. Communication is a two-way process
as it begins with the sender and ends
when the feedback comes from the
receiver to the sender. A minimum of two parties are involved
in the process of communication, i.e.,
the sender and the receiver.
4. Leadership
Leadership is the art or process of
influencing the behavior of
people so that they will strive
willingly and enthusiastically
towards the achievement of group
goals.
Communication
Steps in the Process of Communication
The communication process begins when the sender thinks of an idea or
message to be conveyed to the other person.
Message : The content of ideas or message suggestions that the sender wants to share with the receiver is called a
message.
Encoding : The receiver cannot read the mind of the sender. So, the receiver converted the idea into language or other
communication symbols such as pictures, gestures, etc. This is known as encoding.
Media : It is the way or means through which an encoded message is transmitted to the receiver. The common ways of
transmission are phone, letter, internet, etc.
Decoding : It refers to converting the encoded message into language and understanding the message.
Receiver : A receiver is a person who receives the communication and understands the message.
Feedback : After understanding the message the receiver sends his response to that idea or message to the sender.
When the response reaches the sender then only the communication process ends.
Noise : Noise means some obstruction or hindrance to communication. This hindrance
may be caused to the sender, message or receiver.
Some examples of noise are :
a) A poor telephone connection.
b) An inattentive receiver.
c) Faulty decoding (attaching wrong meaning to message).
Forms of Organizational Communication
Formal
Communication
Formal communication refers to official
communication taking place in the
organization. The exchange of views or messages or
information related to official matters
such as the assignment of tasks, fixing of
responsibilities, setting up of targets,
objectives, etc. is known as formal
communication. Under formal communication, verbal or
oral channels are avoided and
communication generally takes place in
written form such as the issue of notice,
letter, memo, and document.
Types of Formal Communication
Downward Communication - The flow of information from the top level or the superiors to the lower level or subordinates
is known as downward communication. It includes passing instructions from superiors to subordinates related to the organization.
Upward Communication - When subordinates pass any information to superiors then it is known as upward communication. Upward communication generally consists of work performance, opinions, grievances and problems with the employees.
Horizontal Communication - The communication between two or more persons working at the same level of authority. Generally different departmental heads discuss the policy of their department with each other.
Diagonal Communication - Diagonal communication is a flow of information between the persons working in different
departments and holding different levels of authority.
For example : The salesman may request the production manager to modify the product
design according to the requirement of the customer.
Common Networks of Formal Communication
Wheel Pattern
- It is the most centralized way of communication.
- Under this pattern, all the information flows from one person only who is generally the leader of the group.
- The other members have no communication link with each other.
- It is the common pattern of centralised organisation.
Chain Pattern
- Under the chain pattern, each person gets the information from one person that is their immediate boss and passes the information to one person who is their immediate subordinate.
- So, every member is attached to one person.
Circular Pattern
- In the circle pattern, each person communicates with two more people in a group.
- The person may receive or give information to two more people in the organization.
- Under this type of organization, every member participates equally in the flow of information which is why it is more decentralised.
All Sources (Channel)
Pattern / Free Flow
- Under this pattern, there is no fixed pattern of communication.
- All the members in the organization are linked to each other and information can flow from anywhere in the organization.
- It is the most decentralised organisation.
Inverted V
- Under this network, a subordinate is allowed to communicate with his immediate superior and also with the superior of his superior.
- However, in the latter case, only limited communication can take place.
