Four Basic Functions of Management
- 1. Four Basic Functions of Management What are the four basic functions of every manager in the organization? Review them now: planning, organizing, directing and controlling. All management functions take place within the framework of the organization's overall purpose and strategic plan. It doesn't matter how large her business unit is, no manager can plan and work alone. The following summary of the key functions of the basic management process will help a manager step back, think through her responsibilities, perhaps adjust her thinking and conduct and move forward. These management functions are planning, organizing, directing, and controlling. Planning as a Basic Management Function The manager must be aware of the overall objectives of the organization and how her work unit contributes to achieving those objectives. Planning includes these steps. Identify the goals for the work unit.Assess where the work unit is now in achieving those goals.Identify what is working well and what needs improvement.Assess the current situation, looking at what is happening and who is doing the work.Plan what steps need to be taken to move
- 2. from the current situation to reaching the goals. This includes reviewing various solutions and ways forward for any problem areas, analyzing each possibility and making a decision.Identify the performance indicators that will demonstrate that the goals have been met.Organizing as a Basic Management Function The plan has been made. Now, the staff and other resources have to be organized to get the work done in order to achieve the work has to be organized in order to achieve the goals. Identify each area of work and the specific tasks to be done. Assign staff to be accountable for each area. These might be supervisors, or just team leads.Divide the workload as equitably as possible, taking into account both the volume and the intensity of the work.Delegate any authority necessary to get the job done.Determine and assign staff and other resources such as equipment, space, travel allowances, or whatever else is needed for staff to function effectively.Identify benchmarks with timelines. For example, the first section of the work will be completed for review at the management meeting at the end of the month.Most managers realize the value of having staff involved in both planning and organizing the work. This encourages a commitment to getting it done. It is also a good idea to format the plan and the organization of the work on a work plan template. This can be distributed to everyone in the work unit so they all know who is doing what and by when. Directing as a Basic Management Function An effective manager understands the function of directing is not standing over someone or continually checking up on staff. There are better tools at her disposal. Communication. Two-way, open, honest communication goes a long way to ensuring that all staff understand the work being done. Listening to understand any comments, questions, or complaints they have will also help the manager prevent any mistake or conflict and adjust processes as the work is being done. Giving and gathering feedback, whether positive or negative, helps keeps the work on track. Motivation. Provide opportunities for staff to benefit from professional development, take on different kinds of work, and to be recognized publicly for a job well done.Coaching. When staff are have difficulty doing the job, the manager can take the time do provide one-on-one coaching. This might mean sitting in an office reviewing the situation with the staff person, encouraging him to think of options, and supporting him in decisions. Or, it might means actually being by his side while the work is being done and offering suggestions.Controlling as a Basic Management Function Control is just another word for evaluating or reviewing the work being done. The key point here is that the standards for evaluation are the performance indicators that were part of the planning function. Depending on the scope and kind of work, and the time available, the manager might lead the evaluation herself but gather input from the staff doing the work. These are the staff who were involved in setting the performance indicators in the first place so there should be no surprises
- 3. about expected outcomes. If the goals are not met, then it is time to identify the problems areas and everyone is back to the planning table. The basic management functions of planning, organizing, directing and controlling do not go in circles although it may appear like that. Each time the manager and her staff are back to the planning process, they have already succeeded in moving the work ahead and are trying to find a way to make it even better.