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Class 12 Business Study Chapter 7 Directing
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Directing
Chapter: 7
PART – A
VERY SHORT TYPE QUESTIONS ANSWERS (1 MARK EACH)
1. Give two examples of ‘financial incentives.”
Ans: (i) Pay and allowances
(ii) Bonus
2. Grapevine is associated with which form of communication’ ?
Ans: Informal Communication.
3. Supervisors are part of which level of management ?
Ans: First line or supervisory management.
4. Who evolved the Need Hierarchy theory of motivation ?
Ans: A. H. Maslow
5. Give two examples of ‘non-financial incentives’.
Ans: (i) Recognition
(ii) Opportunity for growth
6. Give two qualities of a good leader.
Ans:(i) Vast knowledge and intelligence
(ii) Communication skills.
7. Give two examples of positive motivation.
Ans: (i) Increase in pay
(ii) Promotion
8. What is upward communication ?
Ans: Upward communication travels from the subordinate to superior. It consists of reports on performance, problems relating to work, opinion, suggestion, grievances etc.
9. Give an example of semantic barrier in communication.
Ans: Inadequate vocabulary or terms with multiple meanings.
10. What is the highest level of need in Maslow’s need hierarchy theory ?
Ans: Self actualisation needs.
11. To which factor of production directing is related ?
Ans: Pay and allowances.
12. Name the need which is satisfied first of all.
Ans: Physiological need.
13. In which type of formal communication are ‘orders’ included!
Ans: Downward Communication.
14. What is autocratic leadership style ?
Ans: Autocratic leaders keep the decision making authority and control in their own hands and assume full responsibility for all actions.
15. Which author is associated with the hierarchy of needs ?
Ans: A. H. Maslow.
16. What is downward communication ?
Ans: It involves flow of information from higher level to lower levels. The purpose of downward communication is to communicate policies, procedures, orders etc. through the lower levels.
17. State the meaning of leadership.
Ans: Same as Q.No 31.
B. SHORT TYPE QUESTIONS ANSWERS TYPE-1 (3 MARKS EACH)
18. Give three disadvantages of informal communication.
Ans: The three disadvantages of informal communication are:
(i) Informal communication is not authentic. The message may be distorted because of involvement of different persons.
(ii) It may lead to generation of rumours in the organisation.
(iii) Informal channels may not always be active. So informal communication is not dependable.
19. Give three distinctions between ‘monetary’ and ‘non – monetary incentives.
Ans:
| Monetary Incentives | Non-Monetary Incentives |
| 1. Monetary or financial incentives are paid in terms of money. | 1. Non-monetary benefits don’t involve any economic gain to employees. |
| 2. Monetary incentives include wages, allowance, bonus, etc. | 2. Non-monetary incentives involve job enrichment, greater authority, advancement, recognition, etc. |
| 3. Monetary incentives are visible and measurable as they can be expressed in terms of money. | 3. Non-Monetary incentives may not be visible and measurable. |
20. Give the meaning and definition of directing.
Ans: Direction involves issuing instructions to subordinates. Directing involves communicating, providing leadership to the subordinates and motivating them to contribute to the best of their ability for the achievement of organisational objectives.
According to Koontz and O’Donnell, “Direction is a complex function that includes all those activities which are designed to encourage subordinates to work effectively and efficiently.”
21. Explain three importance of directing.
Ans: Three importance of directing are given below:
(i) Facilitates Coordination: The people working in the enterprise have to be told what, how and when they should do their work This will coordinate their energies towards the goals of the organisation.
(ii) Balancing of goals: By performing the direction function, the manager can achieve integration and between the individuals A organisational goals, this would bring about balance of goals by reducing goal conflicts.
(iii) Initiation of action: All the activities of any enterprise are initiated when the direction function is performed. Planning and organising are preparatory functions. It is the direction function that initiated action. Directing has been rightly called the life spark of the enterprise.
22. Distinguish between direction and supervision.
Ans: Direction differs from the supervision on account of the following:
(i) Direction is a wider term than supervision. Direction includes all functions that are necessary to initiate action on the part of subordinates. It includes supervision which is one of the important elements of direction. Besides supervision, the process of direction includes motivation, communication and leadership.
(ii) Supervision refers to direct and immediate control and guidance that involves face to face contact between the superior and the subordinates. But direction does not involve such face to face contact.
(iii) While direction is an important function at all levels of management, i.e. top, middle, and bottom level, supervision is more important an activity at the operating level of management and its importance increases as one descends the chain of command.
13. Explain the term motivation.
Ans: Motivation is a psychological phenomenon which generates within an individual. It encourages a person to give his best efforts, helps in reaching enterprise goals. A strong positive motivation will enable to have increased output of employers but a negative motivation will reduce their performance.
In Dubin’s word, “Motivation is the complex of force starting and keeping a person at work in an organisation.”
24. What do you understand by communication ?
Ans: The word communication has been derived from the Latin word, ‘communism’ which means common. Thus communication means sharing of ideas in common. It can be defined as exchange of facts, ideas, opinions or emotions between two or more persons to create a common ground to understanding.
In the words of Keith Davis, “communication is the process of passing information and understanding from one person to another.”
25. What is formal communication ?
Ans: Formal communication refers to the official communication which follows the chain of command. The paths of communication which are institutionally determined by the organisation are called formal channels of communication. They are associated with the status or position of the communicator and the receiver. Formal communication enforces a relationship between different positions. It can generally adopt three directions:
(i) downward.
(ii) upward.and
(iii) horizontal.
26. What is informal communication ?
Ans: Informal communication represents communication among people through informal contracts. It co-exists with the formal communication system in the organisation. Workers resort informal communication when there are barriers in the formal channels. Managers also use informal communication when they find it difficult to collect information from the workers. The network of informal communication is also known as ‘grapevine”. Such communication is usually oral and may be conveyed even by simple glance, gesture, smile or silence.
27. Briefly explain the importance of supervision.
Ans: The importance of supervision can be explained as follows:
(i) Preparation of work schedules: Scheduling involves laying down the time and starting and completion of various activities. The supervisor determines the schedules of work for every individual in his unit or section.
(ii) Improving communication: The supervisor maintains direct contact with the subordinates which leads to effective communication. He also provides leadership to the workers of his department.
(iii) Motivation: The supervisor motivates his subordinates by providing financial and non-financial incentives. He inspire them for higher quality and productivity.
28. Write three importance of leadership.
Ans: The importance of leadership are given below:
(i) Determination of goals: A leader determines the goals and policies for the subordinates. He also acts as a guide in interpreting the goals and policies.
(ii) Organisation of Activities: A good leader divides organisational activities among the employees in a systematic manner. The relationships between them are clearly laid down. This reduces the chances of conflict between them.
(iii) Providing guidance: A leader guides the subordinates towards the achievement of organisational objectives. He is available for advice whenever a subordinate faces any problem.
29. Explain three qualities of a successful leader.
Ans: The three qualities of a good leader are given below:
(i) Intelligence: A leader should be intelligent enough to analysis the things properly and take action at appropriate times.
(ii) Knowledge of work: If a leader has full knowledge of the work undertaken then he can point out and can suggest steps for improvement.
(iii) Vision and foresight: A leader should be able to visualise events well in advance. He should have a high degree of imagination, breadth and determination.
30. Write three importance of communication in modern business.
Ans: The three importance of communication in modern business are as follows:
(i) Basis of sound management: Effective communication is an essential requirement of sound management. It helps in the performance of planning, organising, directing and controlling functions.
(ii) Effective leadership: Communication is the basis of leadership. Effective communication helps to influence the attitudes and behaviour of subordinates.
(iii) Facilitates control: Communication helps in control by transmitting information about the performance of the subordinates to the manager. If the information received by the manager reveals that the performance of the subordinates is not up to the mark, he can take corrective action immediately.
31. Give the meaning and definition of leadership.
Ans: Leadership may be defined as a practice of influence that stimulates subordinates or followers to do their best towards the achievements of desired goals. It is also the capacity of an individual to influence and direct the group efforts towards the achievement of organisational goals.
According to Koontz and O’Donnell, “Leadership is the ability of a manager to induce subordinate to work with confidence and zeal.”
32. Explain any three features of directing.
Ans: The following are the features of directing function of management:
(i) It is a dynamic function: Directing is a dynamic continuing function. A manager has to continuously direct, guide, motivate and lead his subordinates to attain the goal of the enterprise.
(ii) It initiates action: Directing organised and plan action and ensures effective performance by subordinates towards the accomplishment of group activities.
(iii) It is universal function: Directing is an universal function that is performed in all the organisation and at all levels of management. All managers have to guide, motive, lead and communicate with their subordinates, of course higher level of management requires less direction.
33. Explain the term ‘needs’ and ‘incentives’ with examples.
Ans: Needs: Needs are the starting point in motivation. If the needs of the workers are identified and satisfied, they will feel happy and show higher productivity. The workers contribute their maximum to the organisational goals if their needs are satisfied. It is not easy to satisfy all the needs but it is not difficult for the management to satisfy the basic needs of workers such as food, clothing and shelter. Incentives: An incentive is something that stimulates a person towards some goal. An incentive is a means to motivation. It induce individuals to respond in a desired manner i.e. give better performance. Incentive may be financial or non-financial. For e.g. -financial incentives such as-profit sharing, commission, insurance etc. and non-financial such as-praise, recognition, job security etc.
34. Explain any three barriers of effective communication.
Ans: Some of the important barriers to effective communication have been discussed below:
(i) Physical barriers: A communication is a two way process, distance between the sender and the receiver of the message is an important barrier to communication. Noise and environmental factors also block communication.
(ii) Personal Barriers: Personal factors like difference in judgement, social values, inferiority complex, bias, attitude etc. widen the psychological distance between the communicator and the communicate. Credibility gap i.e. inconsistency between what one says and what one does, also acts as a barrier to communication.
(iii) Semantic or language barriers: Difficulties in communication arise when the sender and the receiver of the message use words or symbols in different senses. The meaning intended by the sender may be quite different from the meaning followed by the receiver.
C. SHORT TYPE QUESTIONS ANSWERS TYPE II (4 MARKS EACH)
35. “Motivation plays an important role in the success of management”. Explain any four points of important in the light of the statement.
Ans: The points of important in the light of the statement are:
(i) Willingness to Work: Motivation creates will to work among the workers. The workers would cooperate with the management and contribute their maximum towards the goals of the enterprise.
(ii) Reduced Turnover: Motivated workers have less number of grievances against the management. They are contended with their working conditions and are loyal and committed to the organisation. As a result, the rates of absenteeism and labour turnover among the workers get reduced.
(iii) Better Utilisation of Resources: Motivated workers would handle machines and materials properly. This would ensure their better utilisation and reduction of wastage and scrap.
(iv) Good Human Relations: There will be good human relations in the organisation. Friction among the workers themselves and between the workers and the management will be reduced if the workers are offered adequate incentives to work.
36. Enumerate any four functions of a supervisor.
Ans: The important functions of supervision are given below:
(i) Preparation of work schedules: Scheduling involves laying down the time and starting and completion of various activities. The supervisor determines the schedules of work for every individual in his unit or section.
(ii) Improving communication: The supervisor maintains direct contact with the subordinates which leads to effective communication. He also provides leadership to the workers of his department.
(iii) Motivation: The supervisor motivates his subordinates by providing financial and non-financial incentives. He inspire them for higher quality and productivity.
(iv) Grievance handling: A supervisor is in direct touch with the workers, so he can handle their grievances effectively. When a grievance is reported, he listens to the worker’s viewpoint and tries to remove the causes of grievance.
37. State any four qualities of a good leader.
Ans: The four qualities of good leader are described below:
(i) Intelligence: A leader should be intelligent enough to analysis the things properly and take action at appropriate times.
(ii) Knowledge of work: If a leader has full knowledge of the work undertaken then he can point out and can suggest steps for improvement.
(iii) Vision and foresight: A leader should be able to visualizer events well in advance. He should have a high degree of imagination, breadth and determination..
(iv) Integrity and honestly: A leader must possess high level of integrity and honesty. He must follow ethical values if he wants the subordinates to be ethical and honest.
38. Briefly explain any four common barriers to effective communication.
Ans: The four important common barriers to effective communication are given below:
(i) Physical barriers: A communication is a two way process, distance between the sender and the receiver of the message is an important barrier to communication. Noise and environmental factors also block communication.
(ii) Personal Barriers: Personal factors like difference in judgement, social values, inferiority complex, bias, attitude etc. widen the psychological distance between the communicator and the communicate. Credibility gap i.e. inconsistency between what one says and what one does, also acts as a barrier to communication.
(iii) Semantic or language barriers: Difficulties in communication arise when the sender and the receiver of the message use words or symbols in different senses. The meaning intended by the sender may be quite different from the meaning followed by the receiver.
(iv) Status Barriers: Status or position in the hierarchy of an organisation is one of the fundamental barriers that obstructs free flow of information. A superior may give only selected information to his subordinates so as to maintain status differences. Subordinates, usually, tend to convey only those things which the superiors would appreciate. This creates distortion in communication.
39. Explain in brief any four advantages of formal communication.
Ans: The four advantages of formal communication are given below:
(i) Formal communication ensures orderly flow of information throughout the enterprise.
(ii) It follows the official chain of command. It provides support to the authority of superior over the subordinates.
(iii) It facilitates control by the superiors.
(iv) Responsibility for actions can be fixed.
40. State any four disadvantages of formal communication.
Ans: The four disadvantages of formal communication are given below:
(i) Formal communication is generally slow as it follows the official chain of authority. It delays decision-making particularly when a number of layers are involved.
(ii) It is usually conveyed in an impersonal manner. Personal touch is missing.
(iii) Any inaccurate information may cause serious damage to the organisation.
(iv) It is rigid and rule bound.
41. “Leadership is an essential element of directing”. Do you agree ? State any four reasons in support of your answer.
Ans: Leadership is an important element of the directing function management. Whenever, there is an organised group of people working towards a common goal, some type of leadership become essential.
Leadership is essential for the following reasons:
(i) It improve motivation and morale: Though dynamic leadership managers can improve motivation and morale of their subordinate. A good leader influences the behaviour of an individual in such way that he voluntarily works towards the achievement of enterprise goals.
(ii) It acts as an aid to authority: The use of authority alone cannot always bring the desired results. Leadership acts as an aid authority by influencing, inspiring and initiating action.
(iii) It provides the basis for cooperation: Effective leadership increases the understanding between the subordinates and the management and promotes cooperation among them.
(iv) It is needed at all levels of management: Leadership plays vital role at all levels of management because in the absence effective leadership no management can achieve the desired result.
42. Distinguish between formal and informal communication.
Ans: The distinction between formal and informal communication are given below:
| Formal Communication | Informal Communication |
| 1. It follows the official chain of command. | It is based on personal relationships and does not follow fixe pattern. |
| 2. It is slow as it has to follow the path laid down by the management. | It is very fast as it is not supposed to follow a particular path. |
| 3. It is rigid as deviations are allowed. | It is flexible as it moves freely. |
| 4. Chances of wrong information are very few. | Chances of distribution of infor mation are very high. |
43. Distinguish between written and verbal communication.
Ans: The distinction between written and verbal communication are listed below:
| Written Communication | Verbal Communication |
| 1. Communication is expressed in writing. | Communication is expressed through spoken or words. |
| 2. It takes more time. | It takes less time. |
| 3. It can be very precise. | It may not be precise. |
| 4. Written message is verifiable from the records. fiable. | Oral message may not be veri. |
| 5. It is generally formal in nature. | It is generally informal in nature. |
44. Discuss the different elements in directing.
Ans: The main aspects or elements of direction are as follows:
(i) Issuing orders and instructions
(ii) Leadership
(iii) Communication
(iv) Motivation
(v) Supervision
(vi) Coordination
(i) Issuing orders and instructions: A manager is required to issue a number of orders to its subordinate to initiate, modify or halt any action. He is also required to guide and instruct workers in performance of their task towards the achievement of desired goals.
(ii) Leadership: To be a successful leader a manager must possess the qualities of foresight, drive, initiative, self-confidence etc. Leadership is the ability to build up zeal among the people. It is an important element of directing function.
(iii) Communication: Communicate constitutes a very important element of direction. It is the means by which the behaviour of the subordinates is modified and change in effective in their action.
(iv) Motivation: Motivation is an important factor which encourage enterprise goals. A motivation is a key element in personnel management.
(v) Supervision: Supervision element is most important to make the directing function of management effective. It means overseeing the subordinates at work, instructing the subordinates, providing them direction and immediate guidance and checking the work while it is done.
45. Distinguish between leadership and management.
Ans: The difference between the leadership and management are listed below:
| Basis | Leadership | Management |
| 1. Scope | Leadership is a part of management and not all of it. | Management is a wider term. “Leadership is only a part of the manager’s jobs. Thus, a manager is more than a leader. |
| 2. Function | A leader is concerned with influencing the behaviour of subor dinates to contribute towards group goals. | A manager has to plan, organise, direct and control the various organisational activities for the accomplishment of organisational goals. |
| 3. Structure | Leadership operates in both organised and unorganised groups. | It operates in a formal structure of organisation. |
| 4. Authority | A leader exercises his influence over the followers through the use of informal autho rity or power | A manager makes use of formal authority to direct the subordinates. |
46. Suggest four measures to make communication effective.
Ans: An effective communication system is one that ensures smooth flow of information in the organisation and overcomes barriers to communication.
Such a system has the following characteristics:
(i) Clarity of Message: The message must be as clear as possible. No ambiguity should creep into it. The message can be conveyed properly only if it is clearly formulated in the mind of the communicator.
(ii) Needs of Receiver: The level of understanding of the receivers should be crystal clear to the communicator. A manager should adjust his communication according to the education and understanding level of his subordinates.
(iii) Open Mind: The parties to communication must have open mind. They should not react before receiving and understanding the full message.
(iv) Effective Listening: The sender must listen to the receiver’s words attentively. So that the receiver may also listen to the sender at the same time. It is also necessary for every employee to update his knowledge by reading company notices, bulletins, reports etc.
47. “Direction is the essence of management.” Discuss.
Ans: Directing is telling people what to do and seeing that they do it to the best of their ability. Directing is an important function of management. If the things are not carried out as per plans, the business goals will not be reached. Directing is the essence of management. In the absence of directing, management will not be result oriented.
Directing helps in the following ways:
(i) Provides direction to employees where to move.
(ii) Helps to adapt to changes.
(iii) Motivates employees to improve their efficiency.
(iv) Helps in achieving organisational objectives.
(v) A sense of belongingness is created.
D. LONG TYPE QUESTIONS ANSWERS TYPE-1
48. Discuss five important barriers to effective communication.
Ans: The five important barriers to effective communicative art discussed below:
(i) Physical Barriers: A communication is a two way process, distance between the sender and the receiver of the message is an important barrier to communication. Noise and environmental factors also block communication.
(ii) Personal Barriers: Personal factors like difference in judgement. social values, inferiority complex, bias, attitude etc. widen the psychological distance between the communicator and the communicate. Credibility gap i.e. in consistency between what one says and what one does, also acts as a barrier to communication.
(iii) Semantic or Language Barriers: Difficulties in communication arise when the sender and the receiver of the message use words or symbols in different senses. The meaning intended by the sender may be quite different from the meaning followed by the receiver.
(iv) Status Barriers: Status or position in the hierarchy of an organisation is one of the fundamental barriers that obstructs free flow of information. A superior may give only selected information to his subordinates so as to maintain status differences. Subordinates, usually, tend to convey only those things which the superiors would appreciate. This creates distortion in communication.
(v) Organisational Structure Barriers: Effective communication largely depends upon sound organisational structure. If the structure is complex involving several layers of management, the breakdown or distortion in communication will arise. Lack of instructions for further conveying information to the subordinates and heavy pressure of work at certain levels of authority also acts as a barriers to effective communication.
49. What are the human needs according to Maslow’s need hierarchy theory of motivation ?
Ans: Maslow’s need hierarchy theory of motivation is based on five needs such as―
(i) Basic physiological needs: These needs are most essential for the survival and maintenance of all human body. These needs are clothing, food, drinking, shelter, rest etc. A man will try to satisfy these needs first.
(ii) Safety needs: After fulfilment of basic physiological needs, safety needs are occurred. These needs provide security and protection from physical and emotional harm. Such job security, stability of income, pension plans, insurance etc.
(iii) Social or affiliation or belonging needs: After completion of safety needs, the social needs are arised. These needs refer affection, sense of belongingness, acceptance and friendship.
(iv) Esteem or ego needs: These needs are concerned with self respect, self-confidence, recognition etc. The satisfaction of these needs bring confidence, power, control and prestige.
(v) Self actualisation needs: This is the highest level of need in the hierarchy. This refers to the needs which help an individual to develop his potentialities. He tries to do whatever he can and has a sort of self- development.
Maslow’s need hierarchy theory of motivation can be depicted
as follows:
50. What are the different types of communication ?
Ans: Channels of communication may be classified under two categories as follows:
(i) Formal communication.
(ii) Informal communication.
(i) Formal communication: Formal communication refers to the official communication which follows the chain of command. The paths of communication which are institutionally determined by the organisation are called formal channels of communication. They are associated with the status or position of the communicator and the receiver. Formal communication enforces a relationship between different positions.
It can generally adopt three directions:
(a) downward.
(b) upward.and
(c) horizontal.
(ii) Informal communication: Informal communication represents communication among people through informal contracts. It co exists with the formal communication system in the organisation Workers resort to informal communication when there are barriers in the formal channels. Managers also use informal communication when they find it difficult to collect information from the workers The network of informal communication is also known as “grapevine’. Such communication is usually oral and may be conveyed even by simple glance, gesture, smile or silence.
51. Discuss five important barriers to communication.
Ans: See Answer to Question No. 48.
52. “To be a successful leader, one must possess some qualities.” State any five such qualities of a leader.
Ans: To be a successful leader, one must possess some qualities.
Some of the qualities are given below:
(i) Intelligence: A leader should be intelligent enough to analysis the things properly and take action at appropriate times.
(ii) Knowledge of work: If a leader has full knowledge of the work undertaken then he can point out and can suggest steps for improvement.
(iii) Vision and foresight: A leader should be able to visualise events well in advance. He should have a high degree of imagination,breadth and determination.
(iv) Integrity and honestly: A leader must possess high level of integrity and honesty. He must follow ethical values if he wants the subordinates to be ethical and honest.
(v) Communication skills: A leader should have good communication. skills. He should not only be a good speaker but also a good listener, counsellor and persuader.
53. Explain briefly the various functions of a supervisor.
Ans: The important functions performed by supervisors are briefly discussed below:
(i) Human Relations: A supervisor tends to achieve good human relation in his unit. He mixes up with the workers and share their joys and sorrows. He also settles conflict between workers or group of workers.
(ii) Preparation of work schedules: Scheduling involves laying down the time and starting and completion of various activities. The supervisor determines the schedules of work for every individual in his unit or section.”
(iii) Improving communication: The supervisor maintains direct contact with the subordinates which leads to effective communication. He also provides leadership to the workers of his department.
(iv) Motivation: The supervisor motivates his subordinates by providing financial and non-financial incentives. He inspire them for higher quality and productivity.
(v) Grievance handling: A supervisor is in direct touch with the workers, so he can handle their grievances effectively. When grievance is reported, he listens to the worker’s viewpoint and tries to remove the causes of grievance.
54. “Good leadership is an integral part of effective direction.” Discuss.
Ans: Leadership is an important element of the directing function of management. Whenever, there is an organised group of people working towards a common goal, some type of leadership becomes essential.
Leadership is essential for the following reasons:
(i) It improve motivation and morale: Though dynamic leadership managers can improve motivation and morale of their subordinates. A good leader influences the behaviour of an individual in such a way that he voluntarily works towards the achievement of enterprise goals.
(ii) It acts as an aid to authority: The use of authority alone cannot always bring the desired results. Leadership acts as an aid to authority by influencing, inspiring and initiating action.
(iii) It provides the basis for cooperation: Effective leadership increases the understanding between the subordinates and the management and promotes cooperation among them.
(iv) It is needed at all levels of management: Leadership plays a vital role at all levels of management because in the absence of effective leadership no management can achieve the desired results.
55. “Good and effective directing should be based on certain principles.” Explain any five principles of directing.
Ans: The following are the basic principles of effective direction:
(i) Harmony of objectives: It is an essential function of management to make the people realise the objectives of the group and direct their efforts towards the achievement of their objectives. This principle implies harmony of personal interest and common interest.
(ii) Unity of command: The underlying idea of this principle is that one person should receive orders from only one superior, in other words, one person should be accountable to only one boss. If one person is under more than one boss then there can be contradictory orders and the subordinates become confused whose order received first.
(iii) Unity of direction: To have an effective direction there should one head and one plan for a group of activities having the same objectives and must be under the control of one supervisor.
(iv) Direct supervision: The directing functions of management will be more effective if the superior maintains direct personal relation with the subordinates. Direct supervision encourages the subordinates to put their best effort to achieve the organisational goals..
(v) Effective communication: To have effective direction, it is very essential to have an effective communication system, which provides for free flow of leas, information’s, suggestions, complaints and grievances.
56. Discuss the importance of effective supervision.
Ans: See Answer to Question No. 60.
57. Discuss the importance of direction in managing a business.
Ans: The importance of direction in managing a business are given below:
(i) Facilitates Coordination: The people working in the enterprise have to be told what, how and when they should do their work. This will coordinate their energies towards the goals of the organisation.
(ii) Balancing of goals: By performing the direction function, the manager can achieve integration between the individuals and organisational goals, this would bring about balance of goals by reducing goal conflicts.
(iii) Initiation of action: All the activities of any enterprise are initiated when the direction function is performed. Planning and organising are preparatory functions. It is the direction function that initiate action. Directing has been rightly called the life spark of the enterprise.
(iv) Enhancement of efficiency: The direction function involves training and guiding of the subordinates and also their supervision. This enhances their efficiency.
E. LONG TYPE QUESTIONS ANSWERS TYPE-11 (6/8 MARKS EACH)
58. “Leadership is considered as the most important element of directing function of management”. In the light of this statement, explain the important of Leadership.
Ans: Same as Q.No 62, Page No 248
59. What is meant by direction ? Discuss the salient features of direction.
Ans: Direction involves issuing instructions to subordinates. Directing involves communicating, providing leadership to the subordinates and motivating them to contribute to the best of their ability for the achievement of organisational objectives.
According to Koontz and O’Donnell. “Direction is a complex function that includes all those activities which are designed to encourage subordinates to work effectively and efficiently.”
The salient features of direction are discussed below:
(i) It is a dynamic function: Directing is a dynamic continuing function. A manager has to continuously direct, guide, motivate and lead his subordinates to attain the goal of the enterprise.
(ii) It initiates action: Directing organised and plan action and ensures effective performance by subordinates towards the accomplishment of group activities.
(iii) It is universal function: Directing is an universal function that is performed in all the organisation and at all levels of management. All managers have to guide, motive, lead and communicate with their subordinates, of course higher level of management requires less direction.
(iv) It is concerned with human relationships: Directing creates co-operation and harmony among the members of the group. It seeks to achieve orderly arrangement of group effort to provide unity of action in the pursuit of common objectives.
(v) It provides necessary link between various managerial functions: Directing links the various managerial functions of planning, organising, staffing and controlling. Without directing the function of controlling will never arise and other preparatory functions of management will be meaningless.
60. Define supervision. Discuss the importance of supervision in an industrial undertaking.
Ans: According to G. R. Terry, “Supervision is the task of achieving the desired results by means of intelligent utilisation of human talents and utilising resources in a manner that provide a challenge to human talent. It is concerned with initiating action, putting into effect the plan and decisions by stimulation of the human resources of the enterprise.”
The importance of supervision in an industrial undertaking are given below:
(i) Human Relations: A supervisor tends to achieve good human elation in his unit. He mixes up with the workers and share their joys and sorrows. He also settles conflict between workers or group of workers.
(ii) Preparation of work schedules: Scheduling involves laying down the time and starting and completion of various activities. The supervisor determines the schedules of work for every individual in his unit or section.
(iii) Improving communication: The supervisor maintains direct contact with the subordinates which leads to effective communication. He also provides leadership to the workers of his department.
(iv) Motivation: The supervisor motivates his subordinates by providing financial and non-financial incentives. He inspire them for higher quality and productivity.
(v) Grievance handling: A supervisor is in direct touch with the workers, so he can handle their grievances effectively. When a grievance is reported, he listens to the worker’s viewpoint and tries to remove the causes of grievance.
61. What is motivation ? Explain its importance in a modern enterprise.
Ans: Motivation is a psychological phenomenon which generates within an individual. It encourages a person to give his best efforts, helps in reaching enterprise goals. A strong positive motivation will to have increased output of employers but a negative motivation will enable reduce their performance.
In Dubin’s word, “Motivation is the complex of force starting and keeping a person at work in an organisation.”
The following are the importance of motivation:
(i) High performance: Good motivation in the organisation helps to achieve higher level of performance as motivated employees contribute their maximum efforts for organisational goals.
(ii) Better utilisation of resources: Motivated workers would handle machines and materials properly. This would ensure their better utilisation and reduction of wastage and scrap.
(iii) Good human relations: Friction among the workers themselves and between the workers and the management will be reduce in the workers are offered adequate incentives to work.
(iv) Willingness to work: Motivation creates will to work among the workers. The workers would operate with the management and contribute their maximum towards goal of the enterprise.
62. Define leadership and bring out its importance to an organisation.
Ans: Leadership may be defined as a practice of influence that stimulates subordinates or followers to do their best towards the achievements of desired goals. It is also the capacity of an individual to influence and direct the group efforts towards the achievement of organisational goals.
According to Koontz and O’Donnell, “Leadership is the ability to a manager to induce subordinate to work with confidence and zeal.”
The importance of leadership to an organisation are given below:
(i) Determination of goals: A leader determines the goals a policies for the subordinates. He also acts as a guide in interpreting the goals and policies.
(ii) Organisation of Activities: A good leader divides organisational activities among the employees in a systematic manner. The relationships between them are clearly laid down. This reduces the chances of conflict between them.
(iii) Providing guidance: A leader guides the subordinates towards the achievement of organisational objectives. He is available for advice whenever a subordinate faces any problem.
(iv) Achieving coordination: A leader integrates the goals of the individuals with the organisational goals and creates a community of interests.
(v) Inspiring employees: A good leader inspire the subordinates for better performance. The leader motivates the employees by providing them economic and non-economic rewards.
63. What is meant by communication ? Explain its importance.
Ans: The word communication has been derived from the Latin word ‘communis’ which means common Thus communication means sharing of ideas in common. It can be defined as exchange of facts, ideas, opinions or emotions between two or more persons to create a common ground to understanding.
In the words of Keith Davis, “communication is the process of passing information and understanding from one person to another.”
The importance of communication in modern business are discussed below:
(i) Basis of sound management: Effective communication is an essential requirement of sound management. It helps in the performance of planning, organising, directing and controlling functions.
(ii) Effective leadership: Communication is the basis of leadership. Effective communication helps to influence the attitudes and behaviour of subordinates.
(iii) Facilitates decision-making: Communication facilitates decision making by providing right type of information at the right time to the decision maker.
(iv) Increased managerial efficiency: Communication is essential for quick and effective performance of managerial function Communication lubricants the entire organisation and enhances efficiency.
64. “All managers are leaders but all leaders are not manager Do you agree with this statement ? Give any three reason in support of your answer.
Ans: Yes, a manager is a leader of his unit as he performs leadership functions for his unit. But this does not mean that leadership and managership are synonymous. A person who is a leader may not be manager. For example, a trade union leader is not a manager.
Management can be differentiate by leadership as follows:
(i) Management is a wider term. Leadership is only a part of the manager’s job. Manager is more than a leader.
(ii) Manager has to plan, organise, direct (lead) and control the various organisational activities. A leader is concerned with influencing the behaviour of subordinates to contribute towards group goals.
(iii) A manager makes use of formal authority to direct the subordinates A leader exercises his influence through informal authority or powers.
65. “A good system of communication makes use of both oral as well as written messages.” Explain.
Ans: A good system of communication allows the use of both oral and written communication.
These are discussed below:
Oral Communication: It involves exchange of message with the
help of spoken words. Oral communication may take place (i) by face to face contracts, and (ii) mechanical devices hold an important place in the communication system of any organisation. Face to face conversation occurs in meetings, conference, lectures, etc. It is the most natural way of creating natural understanding.
Written Communication: Written communication is transmitted by written words in the form of letters, memos, circular, bulletins, magazines etc. It generally moves downward. Upward communication in the written form is generally discouraged, or the workers are reluctant to use it. Written communication ensures that everyone concerned has the same information.
66. “Human being are motivated only through the satisfaction of their needs.” Comment.
Ans: Maslow’s need hierarchy theory of motivation is based on five needs such as:
(i) Basic physiological needs: These needs are most essential for the survival and maintenance of all human body. These needs are clothing, food, drinking, shelter, rest etc. A man will try to satisfy.These needs first.
(ii) Safety needs: After fulfilment of basic physiological needs, safety needs are occurred. These needs provide security and protection from physical and emotional harm. Such job security, stability of income, pension plans, insurance etc.
(iii) Social or affiliation or belonging needs: After completion of safety needs, the social needs are arised. These needs refer affection, sense of belongingness, acceptance and friendship.
(iv) Self actualisation needs: This is the highest level of need in the hierarchy. This refers to the needs which help an individual to develop his potentialities. He tries to do whatever he can and has a sort of self-development.
Maslow’s need hierarchy theory of motivation can be depicted as follows:
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