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NIOS Class 12 Business Studies Chapter 13 Directing
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Directing
Chapter: 13
Module – 5 : FUNCTION OF MANAGEMENT
INTEXT QUESTIONS 13.1
Q. I. Define the term ‘Directing’.
Ans: Directing is concerned with instructing, guiding, supervising and inspiring people in the organisation to achieve its objectives. It is the process of telling people what to do and seeing that they do it in the best possible manner.
Q. 2. Complete the following incomplete words by taking clues from the statements given for each. Every blank represents one letter only.
(a) D _______ E ________T ________G
Ans: DIRECTING.
(b) _______ EA ________ R ________ IP
Ans: LEADERSHIP.
(c) M _____T_______V ______ IO _______
Ans: MOTIVATION.
(d) SU ______ R ______ S ______ O ______
Ans: SUPERVISION.
Clues:
(a) It guides and helps the subordinates to complete the given task properly and as per schedule.
(b) It helps in creating appropriate work environment and build up team spirit.
(c) It makes sure that work is performed according to the orders and instructions.
(d) It ensures that work is done according to orders and instructions.
INTEXT QUESTIONS 13.2
Q. 1. Name the parties involved in the process of communication.
Ans: (a) Sender. and
(b) Receiver.
Q.2. Classify the following into various types of communication on the basis of channel, direction and mode of communication.
(a) The General Manager seeking explanation from a supervisor for poor performance in his department.
Ans: Formal, Downward, Verbal.
(b) The supervisor sending an explanation to the General Manager stating the performance of his department.
Ans: Formal, Upward, Verbal.
(c) The sales assistants discussing with his friend regarding customers’ behaviour.
Ans: Informal, Horizontal, Verbal.
(d) A typist informs his fellow typist during the lunch-break about the rude behaviour of her supervisor.
Ans: Informal, Horizontal, Verbal.
(e) A boss frowning at his subordinate for a job done wrongly.
Ans: Informal, Downward, Non-verbal.
INTEXT QUESTIONS 13.3
Q. 1. List any four activities that your friend is expected to do as a supervisor of a publishing house.
Ans. (a) Clarify orders and instructions issued to subordinates.
(b) Ensure required facilities for the subordinates.
(c) Keep a watch and guides the activities of subordinates.
(d) Coordinate the work of different subordinates under him.
Q. 2. Answer the following questions:
(a) Who puts plans of the management into action?
Ans: Supervisor.
(b) Who clarifies the instructions and guide employees in their work?
Ans: Supervisor.
(c) The importance of supervision is very much felt at which levels of management.
Ans: Operational Level.
(d) Who provides the necessary linkage between management and workers?
Ans: Supervisor.
Q. 3. Give any three functions to be performed by Supervisor.
Ans. (a) Guiding the workers.
(b) Provides feedback.
(c) Suggest Training Programmes.
INTEXT QUESTIONS 13.4
Q. 1. Mention any five benefits the management will get if the employees are properly motivated.
Ans. (a) Maximum utilisation of factors of production.
(b) Employee turnover and absenteeism will reduce.
(c) Develop the sense of belongingness.
(d) Less complaint and grievances.
(e) Attract competent and quality staff.
Q. 2. Match the expressions in Column (I) with those in Column (II):
| Column (I) | Column (II) |
| (a) Employee’s needs for food, clothing and shelter | (i) Self-actualisation need |
| (b) The desire for protection against accident sickness and other future uncertainties | (ii) Ego needs |
| (c) The need for belonging and acceptance by | (iii) Physiological needs fellow workers |
| (d) People’s desire to be considered important | (iv) Safety and security needs |
| (e) Employees wish to realise their ambition fully | (v) Social needs |
Ans:
| Column (I) | Column (II) |
| (a) Employee’s needs for food, clothing and shelter | (iii) Physiological needs fellow workers |
| (b) The desire for protection against accident sickness and other future uncertainties | (iv) Safety and security needs |
| (c) The need for belonging and acceptance by | (v) Social needs |
| (d) People’s desire to be considered important | (ii) Ego needs |
| (e) Employees wish to realise their ambition fully | (i) Self-actualisation need |
Q. 3. Complete the paragraph given below selecting the appropriate words given here. (Physiological, security, appreciation, food, friends, recognition)
Govinda is without a job and without a source of income. He is without food. He is starving. In such circumstances, he wants nothing but some
(a) _______________________ .His other
Ans: Food.
(b) __________________ needs are air, water and sleep. Govinda is fortunate and finds a job. He gets his bread, but his work is dangerous and the job is temporary. He now seeks.
Ans: Physiological.
(c) ________________. His management is sympathetic and assures him of permanent employment. But he is not happy for he feels lonely. Now he begins look around for
Ans: Security.
(d) __________________. Even if surrounded by loving friends, he is unhappy from within. He now requires some measure of self-confidence and self-respect. He wants to assure himself that he can do difficult jobs and work independently. He now seeks.
Ans: love & affection.
(e) ___________________________ and
Ans: Appreciation.
(f) ____________________ without which he feels uneasy. He now has much self-confidence and self-respect.
Ans: Recognition.
INTEXT QUESTIONS 13.5
Q. 1. List at least five important qualities of a good leader.
Ans: (a) Competent.
(b) Intelligent.
(c) Integrity.
(d) Initiative.
(e) Perseverance.
Q. 2. Following are certain statements about a good leader. Rectify if any statement is found to be wrong.
(a) He is empathetic and listens to others.
Ans: Correct.
(b) He is competent thus, does everything alone.
Ans: He is competent but can not do things alone.
(c) He has to be very good looking else people will not like him.
Ans: Need not necessarily be good looking
(d) He likes to generate team spirit and works with the people as a team.
Ans: Correct.
Q. 3. Multiple Choice Questions:
(i) Need for food can be included under which class for need?
(a) Physiological.
(b) Safety needs.
(c) Social needs.
(d) Ego needs.
Ans. (a)
(ii) Ram, a worker in a MNC wants promotion in his job. Which need he wants to satisfy?
(a) Physiological needs.
(b) Safety needs.
(c) Self actualisation.
(d) Ego needs.
Ans. (d) Ego needs.
(iii) Balan is working in ‘Reliance Company Ltd.’ The company gave him and his family a free ticket to a resort in Thailand. State which of the following incentiveis used by the company to motivate its worker.
(a) Financial incentive.
(b) Non-financial incentive.
(c) Semantic incentive.
(d) None of the above.
Ans. (a) Financial incentive.
(iv) ‘Maruti Sazuki’ started training programme for all its officers. Identify the incentive through which the company tries to motivate the workers.
(a) Financial incentive.
(b) Non-financial incentive.
(c) Semantic incentive.
(d) None of the above.
Ans. (b) Non-financial incentive.
(v) A notice circulated in English was poorly translated in Tamil. Name the type of barrier relating to this:
(a) Semantic barrier.
(b) Psychological barrier.
(c) Organisational barrier.
(d) Personal barrier.
Ans. (a) Semantic barrier.
TERMINAL EXERCISE
Very Short Answer Type Questions:
Q. 1. What is meant by directing?
Ans. Directing is concerned with instructing, guiding, supervising and inspiring people in the organisation to achieve its objectives. It is the process of telling people what to do and seeing that they do it in the best possible manner.
The directing function thus, involves:
(i) telling people what is to be done and explaining to them how to do it.
(ii) issuing instructions and orders to subordinates to carry out their assignments as scheduled.
(iii) supervising their activities.
(iv) inspiring them to meet the mangers’ expectations and contribute towards the achievement of organisational objectives. and
(v) providing leadership.
Q. 2. Name the different elements of directing.
Ans. Communication, Supervision, Motivation and Leadership are the four essential elements of directing.
Q. 3. Define motivation.
Ans. Motivation is one of the important elements of directing. Issuance of proper instructions or orders does not necessarily ensure that they will be properly carried out. It requires manager to inspire or induce the employees to act and get the expected results. This is called motivation. It is a force that inspire a person at work to intensify his willingness to use the best of his capability for achievement of specified objectives. It may be in the form of incentives like financial (such as bonus, commission etc.) or, non-financial (such as appreciation, growth etc.), or it could be positive or negative. Basically, motivation is directed towards goals and prompt people to act.
Q. 4. Who is a leader?
Ans. A person who is able to influence others and make them follow his instructions is called a leader.
Q. 5. List any four qualities of a good leader.
Ans. To be a good leader, a person must posses certain qualities, like:
(i) professional competence.
(ii) intelligence.
(iii) ability to analyse.
(iv) honesty and sincerity.
Q. 6. State any two functions of a supervisor.
Ans. (i) Clarifies orders and instructions issued to subordinates and ensures that they have understand and follow these fully.
(ii) Ensures that subordinates have the required me facilities to perform their jobs.
Q. 7. What is meant by financial incentive? Give any two examples of financial incentives.
Ans. Financial incentives are directly related with money.
For Example:
1. Pay and Allowances: Salary is the basic monetary incentive of every employee. Salary includes basic pay, dearness allowance etc.
2. Bonus: Bonus means the payment to employees in addition to their regular remuneration. Bonus is provided in the form of cash, free trips to resorts or foreign countries etc.
Q. 8. Enumerate any two types of non-financial incentives.
Ans. Besides the financial incentives there are certain non financial incentive that motivate the employees.
The important non-financial incentive are given below:
1. Career Advancement Opportunity: Appropriate skill development programmes will encourage employees to show improved performance.
2. Status: Status means the rank of a person in a organisation. The rank is linked with authority, responsibility and other extra benefits. Everybody has a wish to bein high rank. Therefore an employee can be motivated by placing him in higher rank.
3. Employee Recognition Programmes: Every employee wants to be considered as an important part of the organisation. Work of an organisation should be distributed in such a way that every employee feels that his work is yield and he is capable to do that work. This motivates the worker and he works hard and in are sponsible manner.
Short Answer Type Questions:
Q. 9. Explain in brief the importance of directing.
Ans. Importance of Directing: Plans remain mere plans unless they are put into action. In the absence of direction, subordinates will have no idea as to what to do. They will probably not be inspired to complete the job satisfactorily. Implementation of plans is, thus, largely the concern of directing function.
As a function of management, directing is useful in many ways:
(1) It guides and helps the subordinates to complete the given task properly and as per schedule.
(iii) It helps in maintaining discipline and rewarding those who do well.
(iv) Directing involves supervision, which is essential to make sure that work is performed according to the orders and instructions.
(v) Different people perform different activities in the organisation. All the activities are interrelated. In order to co-ordinate the activities carried out in different parts and to ensure that they are performed well, directing is important. It thus, helps to integrate the various activities and so also the individual goals with organisational goals.
(vi) Directing involves leadership that essentially helps in creating appropriate work environment and build up team spirit.
Q. 10. State the different types of communication on the basis of direction.
Ans: On the basis of the flow or direction of communication in organisations, it can be classified as:
(i) Upward communication.
(ii) downward communication.
(iii) horizontal communication.
(iv) diagonal communication.
(i) Upward communication: When employees make any request, appeal, report, suggest of communicate ideas to the superior, the flow of communication is upward i.e., from bottom to top. For instance, when a typist drops a suggestion in the suggestion box, or a foreman reports breakdown of machinery to the factory manager, the flow of communication is upward. Upward communication encourages employees to participate actively in the operations of their department.
(ii) Downward Communication: communication is made from superiors down the hierarchy it is called a downward communication. For When instance, when superiors issue orders and instructions to subordinates, it is known as downward communication. When the General Manager orders supervisors to work overtime, the flow of communication is downward i.e., from top to bottom.
(iii) Horizontal Communication: Communication can also be amongst members at the same level in the organisation. For instance, production manager may communicate the production plan to the sales manager. This is known as horizontal flow of communication.
(iv) Diagonal Communication: When communication is made between people who are neither in the same departmentn or at the same level of organisational hierarchy, it is called diagonal communication. For example, cost accountant may request for reports from sales representatives not the sales manager for the purpose of distribution cost analysis. This type of communication does take place under special circumstances.
Q. 11. Explain the functions of a supervisor.
Ans. Following are the functions of a supervisor:
1. Link Between Top Management and Workers: A supervisor works as a link between managers working at higher levels and workers. He conveys the decision of the higher level managers to the workers and also communicates the performance of the workers to the higher level management through different performance reports. He also communicates the grivances, feelings of demands etc. of the workers to the higher level management.
2. Creating Ideal Atmosphere: Being an important link between the operatives and the management a supervisor is expected to create an ideal atmosphere for work in the organisation by correctly communicating the ideas, wishes and decisions of the higher level management to the workers.
3. Guiding the Workers: For obtaining best results the supervisor assigns jobs to the workers keeping in mind their ability and aptitude for work. He makes them available the necessary tools and equipments, raw materials etc. for proper execution of the jobs. He also guides the worker properly to ensure that the job is done with perfection and accuracy.
4. Quality Output: A supervisor has to ensure quality output through constant watch on the performance of workers. He ensures that the performance of the worker takes place as per the plans. This results into study flow of output.
5. Feedback: A supervisor keeps on watching the performance of his subordinates and identifies their strengths and weaknesses. He gives the feedback about this to the workers with the object to further improve the performance of the workers in future.
6. Suggest Training Programmes: A supervisor identifies the areas in which the workers require training and accordingly suggests training programmes that should be organised for them.
Q. 12. Describe the importance of motivation.
Ans: Importance of Motivation: While performing a job, two things are required. The ability to work and the willingness to work. Without willingness to work, ability to work can not produce results. The importance of motivation lies in converting this ability to work into willingness to work. Performance depends on ability as well as willingness; and willingness depends on motivation. Thus, motivation is a key element in directing people to do the job.
Some of the other benefits or importance of motivation are:
(i) with proper motivation there can be maximum utilisation of the factors of production like men, money, material etc.
(ii) if employees are motivated it will reduce employee turnover and absenteeism.
(iii) motivation fosters a sense of belong ingness among the employees towards the organisation and also improves their morale.
(iv) motivation helps in reducing the number of complaints and grievances. The wastage and accident rate also come down. and
(v) with proper motivational techniques, management can attract competent and best skilled employees.
Q. 13. State the hierarchy of needs concept of motivation as developed by Maslow.
Ans: Maslow’s Hierarchy of Needs: According to Maslow, an individual has many needs and their order can be determined. If a person satisfies his first need, then he thinks about his next need. After satisfying the second need, he tries to satisfy third need and so on. So needs are the motivators.
Maslow has given hierarchy of needs in the following ways:
1. Physiological Needs: These needs include need for food, shelter and clothing.
2. Safety and Security Needs: Once physiological needs are fulfilled then the people start thinking about their safety. Safety needs include need for physical safety and economic safety. Physical safety means safety from accidents, disease etc. Economic safety refers to safety of livelihood.
3. Social Needs: Man is a social animal. He wants to live in the society honourably. Therefore, he wants friends and relatives with whom he can share his joys and sorrows. Social needs include need for love, affection, friendship etc.
4. Esteem Needs: These are the need for respect and recognition. Esteem needs are also known as Ego needs.
5. Self Actualisation Needs: Self actualisation needs are concerned with becoming what a person is capable of becoming. These needs include need for growth, self fulfillment etc.
Assumptions of Maslow’s Need Hierarchy Theory:
1. Behaviour of people depends upon their needs. Human behaviour can be changed by fulfilling their needs.
2. Generally the needs follow the hierarchy starting them physiological needs.
Q. 14. Enumerate any five barriers to effective communication.
Ans: Barriers to Effective Communication: Barrier means the hindrance that adversely affect communication.
These barriers have been discussed under the following categories:
(A) Semantic Barriers: These barriers take place when the sender and the receiver of the message interpret the words, sentences, symbols etc. differently.
These are:
1. Symbols with different meanings: A word may have different meanings. For example, minute (time & small).
2. Badly Expressed Message: Same time manager may use wrong words. Manager may omit needed words.
3. Faulty translation: A manager receives information from his superior and transfers it to its subordinates. Manager translates it for all the employees according to their levels of understanding. If the receiver of information makes a faulty translation, it can be a barrier in the communication.
4. Unclarified Assumptions: Same times a sender takes it for granted that the receiver knows same basic things. So sender may communicate him only about the major subject matter. This may be a barrier in effective communication.
(B) Psychological Barriers: Psychological barriers appear because of the state of mind. Tese are:
1. Lack of Attention: When the receiver is engaged in some important work he does not listen to the message attentively. This lack of attention will be barriers to effective communication.
2. Loss by Transmission and Poor Retention: When communication passes through various levels, successive transmissions of the message may result in loss of information.
3. Premature Evaluation: Sometimes the receiver of information makes a judgment before listening to the entire message. This is a hindrance in the exchange of information.
4. Distrust: If the receiver and sender of information do not trust each other, they cannot understand each other’s message in its original sense.
Q. 15. What are semantic barriers of communication.
Ans: Semantic Barriers: These barriers take place when the sender and the receiver of the message interpret the words, sentences, symbols etc. differently.
1. Symbols with different meanings: A word may have different meanings. For example, minute (time & small).
2. Badly Expressed Message: Same time manager may use wrong words. Manager may omit needed words.
3. Faulty translation: A manager receives information from his superior and transfers it to its subordinates. Manager translates it for all the employees according to their levels of understanding. If the receiver of information makes a faulty translation, it can be a barrier in the communication.
4. Unclarified Assumptions: Same times a sender takes it for granted that the receiver knows same basic things. So sender may communicate him only about the major subject matter. This may be a barrier in effective communication.
Q. 16. Explain in brief any three types of financial incentives.
Ans: Following are the financial incentives:
1. Pay and Allowances: Salary is the basic monetary incentive of every employee. Salary includes basic pay, dearness allowance etc.
2. Bonus: Bonus means the payment to employees in addition to their regular remuneration. Bonus is provided in the form of cash, free trips to resorts or foreign countries etc.
3. Commission: In sales department, sales persons get commission on the basis of their sales.
Long Answer Type Questions:
Q. 17. Describe the essential elements of the managerial function of directing.
Ans: Following are te essential elements of directing:
(i) Communication.
(ii) Supervision.
(iii) Motivation. and
(iv) Leadership.
(i) Communication: It is a basic organisational function, which refers to the process by which a person (known as sender) transmits information or messages to another person (known as receiver). The purpose of communication in organisations is to convey orders, instructions, or information so as to bring desired changes in the performance and or the attitude of employees. In an organisation, supervisors transmit information to subordinates. Proper communication results in clarity and securing the cooperation of subordinates. Faulty communication may create problems due to misunderstanding between the superior and subordinates. The subordinates must correctly understand the message conveyed to them.
Thus, in communication:
(a) There are two parties, one is known as the sender and the other is known as receiver.
(b) There is a message sent by the sender to the receiver. and
(c) The receiver receives the message and understands it.
(ii) Supervision: After the employees have been instructed regarding what they have to do and how to do, it is the duty of the manager to see that they perform the work as per instructions. This is known as supervision. Managers play the role of supervisors and ensure that the work is done as per the instructions and the plans. Supervisors clarify all instructions and guide employees to work as a team in co-operation with others.
(iii) Motivation: It is one of the important elements of directing. Issuance of proper instructions or orders does not necessarily ensure that they will be properly carried out. It requires manager to inspire or induce the employees to act and get the expected results. This is called motivation. It is a force that inspire a person at work to intensify his willingness to use the best of his capability for achievement of specified objectives. It may be in the form of incentives like financial (such as bonus, commission etc.) or, non-financial (such as appreciation, growth. etc.), or it could be positive or negative, Basically, motivation is directed towards goals and prompt people to act.
(iv) Leadership: Leadership is the process, which influences the people and inspires them to willingly accomplish the organisational objectives. The main purpose of managerial leadership is to get willing cooperation of the workgroup to achieve the goals.
Q. 18. What is communication? Explain how communication is an important element of directing function of management?
Ans: Communication is a basic organisational function, which refers to the process by which a person (known as sender) transmits infórmation or messages to another person (known as receiver). The purpose of communication in organisations is to convey orders, instructions, or information so as to bring desired changes in the performance and or the attitude of employees.
Communication is an important element of directing function of management do to following reasons:
(i) Communication helps employees to understand their role clearly and perform effectively.
(ii) It helps in achieving co-ordination and mutual understanding which in turn, leads to industrial harmony and increased productivity.
(iii) Communication improves managerial efficiency and ensures cooperation of the staff.
(iv) Effective communication helps in moulding attitudes and building up employees morale.
(v) Communication is the means through which delegation and decentralisation of authority is successfully accomplished in an organisation.
