Basic Management Skills - Essay Example

Basic Management Skills and ID 11 December Management and Organization Management refers to the act of managing people and processes so that all goals and objectives set by the organization are achieved effectively and efficiently. In case of businesses, effective management is the key towards improved business efficiency. Proper management of people and processes leads to increased output and improved efficiency. Organization, on the other hand, is an organized and planned body of people having some common or specific purpose. All people within the organization are committed to fulfill the mission of the organization while working in association with the internal and external business environments. Theories of Management Managers make use of management theories to increase service quality and business efficiency while reducing the costs (Hawthorne, n.d.). Some of the main theories commonly used by managers for this purpose include contingency theory, systems theory, and theory x and theory y. Contingency Theory According to his theory, managers take decisions regarding business processes in accordance with the need of the situation instead of taking a ‘one size fits all’ type decision for all matters. This theory helps managers in doing things rationally instead of sticking to a common rule for all resolving all business issues. Systems Theory This theory is based on the understanding of how different parts of the system affect the working and performance of a worker and how workers affect different parts of the system. “Systems theory is a broad perspective that allows managers to examine patterns and events in the workplace” (Hawthorne, n.d.). This theory helps managers in working towards the accomplishment of organization’s mission instead of working for isolated departments. Theory X and Theory Y Theory X in management says that employees are motivated extrinsically by the management for the accomplishment of goals and objectives, whereas theory Y asserts that employees are intrinsically motivated to perform their job responsibilities properly. Management Functions: Planning Planning is one of the core functions of management. “Planning involves selecting company goals and department objectives, then finding ways of implementing them” (Hahn, 2011). Planning means to recognize organizational goals and developing proper strategies to meet those goals. Planning includes setting goals for the future, as well as developing strategies and using appropriate tactics to meet the goals. Proper planning by the managers provides a number of benefits to their organizations, such as, avoidance of confusions, improved production services, reduction of risks, completion of tasks within deadlines, and proper and efficient use of all available resources. Planning is done at every stage and by every department of an organization. For example, in an oil and gas company, production managers do proper planning to enhance production services, such as, well intervention services, pipeline process services, and oil and gas production services. Similarly, for project planning, managers plan for availability of the resources required to complete the project, due date of the project, and effective use of human resource and technology to meet the targets. “Like any type of business planning, project planning is about gaining the most benefit while making the wisest use of available resources” (Tatum, 2011). Reporting Reporting refers to the act of providing detailed routine information to the concerned departments. In every company, reporting is an activity that is essential for the progress of other activities. For example, reporting about customers’ response about a newly introduced product helps managers in taking further actions about the product, such as, whether to continue the product or to bring some changes in the product. Similarly, reporting about financial position of the company helps managers in selecting the most suitable and cost-effective methods for advertising and distribution of products. Staffing Staffing is the most important process that affects the overall working of any company or organization. Staffing means selection of people who are the main contributors in the success of a company. Without proper staffing, it is impossible for a company to achieve the desired set of goals in the way they should be because a skilled and trained workforce is essential to achieve organizational goals and objectives. Budgeting Budgeting is one of the most essential processes in the progress of any economy. In today’s world, every individual needs to plan his/her activities in accordance with his/her financial budget. Budgeting helps individuals and companies in carrying out day-to-day operations in accordance with their financial position. If an individual or a company does not pay attention towards proper management of financial resources and activities, problems can occur that may delay the planned activities (Lynch, 1991). Budgeting is a process that helps companies in planning their business activities according to their available financial resources. Therefore, it is very important for a company to develop a budget plan in order to achieve the desired goals and objectives, as well as to maintain the financial equilibrium. Organizing Organizing refers to the act of bringing synchronization in the efforts of all people and processes working for some particular goals and objectives. If things are organized in the way they should be, many problems can be eliminated, such as, wastage of time and improper use of resources. Summing it up, effective management and organization are essential for a company to achieve the desired set of goals effectively and efficiently. Directing Directing refers to the act of controlling the operations and working of people and processes. Directing means directions that are essential for the employees of a company to do their job tasks in accordance with the needs of the company. Without proper directions and guidance, it becomes difficult for the employees to put forward their efforts in the way they actually should for accomplishment of organizational goals and objectives. Evaluating Evaluating means assessing or appraising the performance of people and processes. Evaluation helps managers in selecting the future course of actions in accordance with the results of previous strategies and actions. Positive evaluation report leads to continuation of the plan of actions, whereas negative evaluation reports leads to changes in the planned course of actions. In case of employee evaluation, positive evaluation report about an employee leads to promotion and incentives for the employee. On the other hand, negative evaluation report may lead to termination of the term of employment for an employee. Theory of Situational Leadership The theory of situational leadership says that a leader may change his/her style of leadership in accordance with the demand of the situation. According to this theory, it is not necessary for a manager or a leader to stick to any particular leadership style, rather he/se should be able to adopt a different style according to the situation. Situational leadership supports rational decision-making that should be based on the present circumstances. The four main leadership styles defined by Hersey and Blanchard that leaders may use for hypothetical decision-making and problem-solving include telling (S1), selling (S2), participating (S3), and delegating (S4). Leaders adopting the styles ‘S1’ and ‘S2’ are focused on completing the tasks, whereas leaders adopting the styles ‘S3’ and ‘S4’ are focused more on developing the skills and abilities of the employees so that they can work independently (MindTools, 2014). My Leadership Style: Servant Leadership My style of leadership is ‘Servant leadership’ that I have always used in my professional career. In my view, servant leadership is a style of leadership that makes subordinates feel valued because a servant leader gives the top priority to their needs and concerns while setting up strategies. Some key aspects of servant leadership include dedication, addressing and analyzing crisis, taking care of individual concerns, life-long learning ability, giving priority to individual benefits, and showing enthusiasm towards goal achievement. As McCrimmon (n.d.) states, “Servant leadership also has paternalistic overtones as it suggests doing things for employees rather than helping them to think for themselves”. Servant leaders are the sources of inspiration for people. Leaders using the servant leadership style work for employees’ concerns and needs and make them creative by inculcating the sense of innovation and creativity in their minds. Scientific Management I have always used the scientific management approach to solve problems and make decisions at the workplace. Through my experience, I have understood that scientific training is essential in today’s professional environment for the employees to show increased efficiency and productivity. I have always focused on improving the task completion efficiency of my employees in a systematic manner by using scientific and mathematical analysis. My main goal had always been to increase the organizational efficiency while protecting the interests of employees, organization, and the society. Role of Computers in Management Today, computer systems have become an essential part of any company or organization. The role of computer systems in contemporary management is extremely important. Computers help managers in scheduling their activities in an organized manner. They help managers in coordinating the activities of their employees, as well as in improving the overall business efficiency. Computer systems help in collecting, storing, and retrieving business related information in a well-organized and timely manner. They also help in information sharing and quick information transfer from one business location to other both within and outside the organization. References Hahn, M. (2011). The Function of Planning in Management. Retrieved from http://ezinearticles.com/?The-Function-of-Planning-in-Management&id=5751611 Hawthorne, M. (n.d.). Management Theories & Concepts at the Workplace. Retrieved from http://smallbusiness.chron.com/management-theories-concepts-workplace-17693.html Lynch, D. (1991). Federal Budget and Financial Management Reform. Westport: Greenwood Publishing Group. McCrimmon, M. (n.d.). Servant Leadership. Retrieved from http://www.leadersdirect.com/servant-leadership MindTools. (2014). The Hersey-Blanchard Situational Leadership® Theory. Retrieved from http://www.mindtools.com/pages/article/newLDR_44.htm Tatum, M. (2011). What Is Project Planning?. Retrieved from http://www.wisegeek.com/what-is-project-planning.htm Read More