DIRECTING

One of the important principles of management

For direction one needs to be leader
TYPE OF LEADERS
Elected, Appointed or Self Assumed/Self appointed
Social , Political, Military etc.,
What is leadership?
ONE It is an activity of directing/influencing people in an
organisation to bringing together for accepted group
activities
TWO These activities are objectivities of an organisation.
Alternatively leadership can be defined as an
interpersonal influence exercised upon people in a
situation towards the attainment of specialized goals.

DIRECTING

This is done through the communication

process as per the directions of the leaders.

A supervisor is a leader of a group - he has to

achieve the target in given time frame.

All leaders are put to test when there is

problem in an organisation.

Success of the leader is determined on how

soon and correctly the decision is taken

SUPERVISION
o
o

Types of supervision
1. Close Supervision
It reduces the workers effectiveness.
Most workers want close 8 hours supervision by their
bosses.

They want this because they want to be sure they are

correctly doing their work.
It means that workers are incompetent and lack
morale.
Jobs which require high quality work and low time
limit need this type of supervision
New workers require close supervision than old
workers
This help to develop good working habits

General Supervision
This gives workers a chance to develop
their talents.
They will get chance to take decisions
on the spot in a particular situation.
This approach gives them opportunity
to feel proud about their work As a
result of this productivity increases and
absenteeism decreases.
Supervisor also gets more time to take
other decisions

LEADERSHIP

It is an interpersonal influence exercised in order to

guide people toward goal achievement.
Gandhis fund raising method 1 Rs / person rather than
10 lac from Birla.
Leaders derive their authority from the group rather than
imposing it upon them.
Leadership also gives him the power to act.
Authority is a right or privilege of directing workers to do
or not to do. It includes taking disciplinary action as well.
Power is the ability to achieve the expected results that
emerge from supervisory directives.
In other words, authority is the right to tell a subordinate
what to do, whereas power is the ability to get the
subordinate to do it.

ATTRIBUTES OF A LEADER

Leaders are self confident, well-integrated and

emotionally stable.
Willing to take leadership responsibility and
competent in handling new and challenging v
situations.
They identify with the goals and values of the
group/organisation
They are sensitive, sympathetic to other people and
give practical suggestions.
They are more intelligent in relation to other group
people.
Remember!
Leaders are not born but developed through
systematic training and applying mind.

CLASSIFICATION OF LEADERS

A leadership style depends on their styles, education,

experience and background.
Mainly three types of leaders
AUTOCRATIC LEADERS
Such leaders give order for everything and provide no
freedom of work for subordinates.
However their instructions are straightforward and they
clear the doubts of the workers easily.
Workers working under such leaders feel that they are not
given freedom to make decisions
This
one
way
communication
might
lead
to
misunderstandings and subsequent errors/conflicts.
It may result in poor decisions.
Such leadership styles are needed during crises/wars etc.,
Stalin- a Soviet World War II Hero is one such example.

PARTICIPATIVE /DEMOCRATIC LEADERS

Such
leaders
invite
participation
from
subordinates to exercise their responsibility and
freedom.
They are concerned about their relations with
other employees.
Democratic leaders confer final authority on the
group- collective decisions.
Such leaders require a great deal of involvement
but final decisions is with them only.
Democratic leaders expect and require constant
feedback.
This style of functioning consumes a lot timedrawback

FREE-REIGN LEADERS
Having made clear the goals and guidelines
to achieve it, such leaders give the group
complete freedom to decide.
This offers the greatest use of time and
resources.
This kind of leadership motivates people to
initiate and carry out complex work plans
efficiently and responsibly.
This type works better among educated and
self-motivated and learned group like
engineers, teachers and scientists etc.,

MORALE

Morale is the attitude of each individual in

a group towards the groups purpose and
goals.
Some are good thinkers and well
organised but slow in decision making.
Some others are adventurous and are
involved with people and their problems.
Employee morale are the best indicators
of an organisation.

INDICATORS OF A MORALE:
Labour turnover, production records, wastage and
spillage , absenteeism, tardiness , pilferage and safety
records, suggestion boxes etc.,

Various motivating factors for morale are power, affiliation,

achievement, status and security.

Young workers look for praise and recognition.

Senior workers need the sense of belongingness.

An effective supervisor is a listening supervisor.

Listening is an active not a passive action

IMPROVING MORALE
To improve the morale of an employee following
actions are required
Delegating power to an employee to carry out
the task without interference from top-level
management
Group decision in all activities
Flexibility in working hours can contribute to
improving morale of employers.
Job rotation and job enrichment to relieve from
monotony makes the person to work hard.
Over specializing leads to boredom.

MANAGERIAL GRID

This grid helps

leadership style.

supervisors

asses

their

This grid was developed by Blake and Mouton.

The variables are concern for people in the y
axis and concern for production in x- axis
This helps to determine which of the 5 styles
of
leadership
best
characterizes
the
supervisor.

MANAGERIAL GRID

MANAGERIAL GRID

Analysis

Style (1, 1) this type show low concern for employees and the
job.
Maximum production is not possi9ble because employees are
lazy and indifferent.
Style- ( 1,9) In this style high concern for employees and low
concern for job.
Style (9,1) in this style there is high concern for the job and
low concern for the employees. In this employees are treated as
machines.
Style ( 9,9) In this style high concern for employees and high
concern for job as well. This is the best style and desirable. In
this supervisor blends job interests and people interests.
Style-(5,5) In this some concern for employees and some
concern for job. This is the middle path- a compromise deal and
practically workable formula.

COMMUNICATION

This is one of the most important facilitators of

managerial activities.
This is essential to understand facts, ideas and
experiences.
Success of communication lies in effective understanding.
Communication is essentially an human transaction and
indication of a civilized human being.
Sensitivity to the other needs and feelings is an important
part of communication.
Excellent communication is an important subset of good
management.
One might be an excellent communicator but poor
manager.
A good manager must be a good communicator.


TYPES OF COMMUNICATION

Depending on many factors communication is

classified as;
On the basis of relationships formal and informal
Formal communication follows the chain of command
In this path is prescribed, form is designated and
official sanction is taken
Formal communication does not include executive
order like bonus system or stock option plans,
technical information for decision making purposes
Informal communication
This has no provision in the organisation
Because this may be used to spread false or
distorted messages etc.,

TYPES OF COMMUNICATION

Verbal or oral when messages have to be

communicated
instantaneously

situation
demands
this
kind
of
communication.
Speed and perfection
tuned
with
situation
are
its
characteristics
Written Communication is needed to pass
the message with accuracy and intended
for large number of people

PURPOSE OF COMMUNICATION

To increase the acceptance of organisational rules by

subordinates
This type of communication helps to exchange views
among employees, to resolve ambiguities about their
jobs, and settle conflicts among groups and individuals
To gain greater commitment to organisational
objectives
This helps to motivate workers, controlling their
activities
and
evaluating
their
performance
assignment of tasks and order issuing are few such
examples
To provide necessary date for decisions making
Communication the correct data is vital in decisions

PURPOSE OF COMMUNICATION

Such type of communication helping to

take right decisions positively influence
organizational performance
To clarify task responsibilities, authority
Such type of communication facilitates
accountability for performance.
Organizational
charts,
information
programs and standard operating
procedures are few such examples

COMMUNICATION PROCESS

There are good number of theories which express the

communication process
There are five important components in communication
process:
1.Who Source or originator of the message
2.Subject this is includes verbal and non-verbal form
3. Mode or media mode of information transmission
written or verbal/spoken
4. Target group - for whom the communication is meant for
5. Effect - How the message is interpreted and responded

GENERAL MODEL OF COMMUNICATION

PROCESS

GENERAL MODEL OF COMMUNICATION

This includes following elements

Communicator,
Sender should conceptualize the massage before
it is coded
This is the planning of the communication process
encoding,
In this selection of medium is important
depending on the form of the communication
speaking, signaling etc.,
Message or medium of transmission

GENERAL MODEL OF
COMMUNICATION

In this physical transmission of the message takes place

Nonverbal transmission facial expression, eye contact,
strength of grip in a handshake provides powerful
meanings to the intended message
Receiving - It involves the physical reception of the
message, hearing, seeing feeling and sensing etc.,
Decoding decoding is the receiver's interpretation of
the message
In human communication this means that what is
meaning of this and what should I do etc., are required
to answered

GENERAL MODEL OF
COMMUNICATION

The meaning of such communication depends

on many factors like- perception of the
sender,
past
experience
with
similar
communication,
interpretation
of
body
language and personal desire etc.,
Feedback- The receivers reaction to the
message
is
a
form
of
feedback
communication
Feedback can be written, spoken, signalled or
given through other means

BARRIERS TO EFFECTIVE COMMUNICATION

There are several barriers to effective communication. They

are:
Lack of openness: Communication takes place between two
individuals or between an individual and group of persons or
between two groups. Lack of trust itself is a main barrier ie,
if someone is not trusting or respecting view point then
such communications may not end with a positive note. In
such circumstances that person tends not hear, read or
believe anything you communicate. Honesty is vital in any
communication activity. Further disclosure of personal
feelings willingness and opportunity to express contrary
opinions, frankness are equally significant.
Filtering: When openness does not exist a person may filter
communication which is harmful to development. In practice
communication issued by the top management may be
considered altered by the time it reaches the bottom level.

BARRIERS TO EFFECTIVE COMMUNICATION

Degree of motivation: When communicating people have different

motives- to persuade, to tell, to entertain and to enforce ideas.
Assumptions: Normally people make assumptions about working
environment and people in it. High or low level assumptions are
made without checking the facts in that communication
breakdown can occur. Mutual understanding should not be taken
for granted. Assumptions are one of the biggest causes of
communication failure.
Temperament of people involved: When the receiver feels that
little will be gained by listening or reading- communication is
almost ineffective. If one of the persons is short tempered
aggressive or assertive communication is bound to fail.
Fear: Fear plays an important role in communication. If the words
like failure, death, strike, liar and defeat are used listener may not
listen attentively. If communication is expressed under tension or
nervousness its effectiveness will be substantially low.

BARRIERS TO EFFECTIVE COMMUNICATION

Language: The meaning of words is influenced by its association. For

e.g. Pay gives different meaning to different people. For one set of
people it means check or bills or account verification. For some others it
is promotion job evaluation increase in salary etc. Language includes
body language too. It includes facial expressions gestures tone voice
modulation etc. For e.g. A word expressed in anger can have entirely
different meaning if the same word is spoken in a friendlier tone.
Time constraints: If the manager or employee under severe time
constraint situation may not express the concepts which he meant for,
such communication can yield poor results.
Perception: It is that what we get from our past experiences and
education. They affect our perceptions and cause bad results. Such
perceptional factors restrict our accuracy, effectiveness and efficiency.
Stereotyping: Stereotyping is about generalizing about a class of
people, objects or their works that are widely held by a given culture. In
such circumstances an opinion is already formed by receptors, therefore
communication will be ineffective. E.g. All road side vendors cheat
customers in weight, quality and price.

MEANS OF EFFECTIVE COMMUNICATION

Communication is an inseparable part of management. It facilitates
other basic managerial functions. Following measures are required for
better results.
Improving perception:
a) Recognize the role of the receiver as active
The active receiver should seek as much as information as possible
about the subject to improve the accuracy of the perception
b) Develop a close relationship with the subject being assessed. Peoples
perception of each other significantly changes after they work together
c) Create a climate that is favorable to the free flow of information I all
directions
Considerate and sympathetic attitude and trust nourish accurate
perception
d) Realize that each one of us view the things in our own way and
everyone else will not have our level of concern excitement or
disturbance

2 . RECOGNIZING ESSENTIALITY OF
COMMUNICATION

A major step in improving communication is to believe in

its essentiality in management
Each manageis obligated to communicate clearly, listen
sympathetically, respond considerately and act promptly.
Using Human Relation Tool
The most effective communication takes place among
people with common points of view
The manager who fosters good relationship with group
members will have less difficulty in communicating
Following actions will help in effective communication
Plan Take time to plan for effective communication

2 . RECOGNIZING ESSENTIALITY OF COMMUNICATION

This will helps in expressing the message clearly for this you
should inculcate good habits of listener and good
speaker/reader
What to communicate is vital but how and when to
communicate is also essential
Create positive climate
Establish a work environment that encourages upward
communication
Manager can encourage this by showing more interest in the
problems and views expressed by his subordinates and by not
snubbing and suppressing their views
A good atmosphere can be created if discrimination and
punishment is shown by the authority for expressing the views
and criticizing.

USE THE GRAPEVINE

Grapevine is an informal means of circulating information

or gossip or even a baseless rumour
Learn from politicians sending informal messages
through their chelas
This channel can be used to propogate official policies
and procedures among the members
This is really more effective than offican channels of
communication
Emphathise
Share such views and information like industry outlook,
expansion plans, labour policies, personnel changes,
company finances , research activities and taxations etc.,
Use pictures

USE THE GRAPEVINE

use illustrations and charts ,caricatures, cartoons etc.,

One picture is work a thousand words
If necessary and possible add glamour to the
communication
Be Open to feedback
Use of feedback channel
can tell whether the
communication if effective or not and if not why as well.
This helps to take corrective measures
Make it short and sweet
Avoid communicating too much or overcommunicating
Too
much communication is as bad as too little
communication

MOTIVATION

Pedagogical and work related triangular theory on motivation

Motivation, Dedication and Compulsion
Price/Cost, Quality and Time in work domain
The extent of motivation drive depends on the level of
satisfaction that can be achieved by the goal.
If workers like/enjoy their work and find it challenging then they
put their best efforts and perform their tasks enthusiastically
Motivation also depends on education, position, job , aim and
level their involvement
Traditional approach to motivation is Carrot and stick method
Here carrot is money and stick is physical, financial or social
punishment
At lower level worker works hard if monetary incentive and other
incentives are given or if they
are threatened with
dismissal/embarrassment or physical punishment

NEED THEORIES

These theories focus on the importance of

analyzing and understanding the psychological
factors of individuals
They try to understand why group of people in
an organisation behave in certain ways
Following
theories have significantly
contributed to this understanding/study

MASLOWS NEED HIERARCHY THEORY

This theory gives more importance to hierarchy

MASLOWS NEED HIERARCHY THEORY

Level -1
The lowest in the pyramidal structure is psychological needs like
food, air, water, sleep , shelter etc.,
These are most basic needs
But drawback is that once they are satisfied the needs cease to
operate as a prime motivator of behaviour
Level -2
Security or safety needs
These are
shelter and environment related with job security ,
pension and insurance etc

Level- 3
Affiliation or acceptance needs
People need to be liked by other and they feel satisfied if they
feel they are most wanted and indispensable for the organisation

MASLOWS NEED HIERARCHY THEORY

Level -4
Esteem Needs
Self respect , sense of achievement and recognition
from
others and awards for their work
Desire and prestige if important for people
Self-esteem leads to self-confidence, strength, capability and
being useful to others etc.,
Level -5
Need for self-actualization
In this a person feels that he is capable of doing everything
and anything
Nothing is difficult and nothing is impossible
Daring investor in a firm, ideal father/mother etc., are
examples of such type of people

MASLOWS NEED HIERARCHY THEORY

New employees have social needs of being accepted

into the work group
In modern day work atmosphere lower level needs in
hierarchy are generally fulfilled- like physiological and
safety needs
Needs are depends on the level of management
The hierarchy of needs are not always followed in a
rigid pattern
Some persons concentrate on esteem needs and some
other on acquiring wealth
Needs are relative in their strength and individualistic
Lower level needs need not be necessarily have to be
fulfilled completely before the emergence of higher
level needs

HERZBERGS MOTIVATION - HYGIENE THEORY

Herzerg developed this theory after surveying hundreds of different specialists

like accountants, engineers
His research categorized needs of individuals into two groups
Hygiene factors or dissatisfiers
This group of people are having practical approach
Motivation factors for such people are :
Money and compensation
Personal life
Working conditions
Working relationships
Status
Job security
Company policy and administration
Quality of supervision
If the needs are adequately met with in the work situation people will not be
dissatisfied
If any of the hygiene factors is not attended to properly in a job , dissatisfaction
can occur
Lower pay , bad supervision
or uncomfortable workplace
can create
dissatisfaction among employees

HERZBERGS MOTIVATION - HYGIENE

THEORY

HERZBERGS MOTIVATION

FACTORS

Motivation factors or Satisfiers

People belonging to this group are idealistic in nature
Their characteristics may be categorized as
Challenging work
Added responsibility
Advancement
Recognition of their good work
Personal growth
These factors are aspects of the task or work itself
Challenge , opportunity for personal growth and performance
, organised feedback system are motivating factors
Such factors contribute heavily to the satisfaction of the
employees and have positive impact on their performance

MCCLELLANDSS THREE NEEDS THEORY

This theory is based on three types of needs

Need for achievement
Need for power
Need for affiliation
According to this theory all possesses these needs in
varying degrees
People with high need for achievement thrive on jobs
Such people can be categorized as goal-oriented
Individuals
with
high
affiliation
needs
value
interpersonal relationships
They attach and exhibit
lot of sensitivity towards
others feelings

People with high power needs seek to dominate,

influence with would like to control other people

VROOMS VALNCE-EXPECTANCY THEORY

In this theory persons motivation towards any work is
determined by his perception that
Certain work will lead to certain specific outcome
Three variable have high positive values

Motivation = Valence ( Strength of an individual) x Expectancy x

Instrumentality

In this if any one of the variable approaches then

motivation will be zero
This explains how an individuals goals influence his
efforts