NIOS Class 12 Business Studies Chapter 8 Staffing and Directing

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NIOS Class 12 Business Studies Chapter 8 Staffing and Directing

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Also, you can read the NIOS book online in these sections Solutions by Expert Teachers as per National Institute of Open Schooling (NIOS) Book guidelines. These solutions are part of NIOS All Subject Solutions. Here we have given NIOS Class 12 Business Studies Chapter 8 Staffing and Directing, NIOS Senior Secondary Course Data Business Studies for All Chapter, You can practice these here.

Staffing and Directing

Chapter: 8

Module – 2 Business Management and its Functions

INTEXT QUESTIONS 8.1 

1. Write true/false against each of the following: 

(a) Staffing is just determining the number of people required in the organisation.

Ans: False. 

(b) Determining the size and categories of personnel required is called human resource planning.

Ans: True. 

(c) Staffing is a one-time process as people have to be appointed only once.

Ans: False. 

(d) Staffing includes human resources management.

Ans: False. 

(e) The management function which helps in getting the right persons for the organisation and ensuring that they stick to the organisation is called staffing.

Ans: True.

2. Match the following: 

Ans:

INTEXT QUESTIONS 8.2 

1. Which one of the following is an internal source of recruitment? 

(a) Media advertising. 

(b) Promotion.

(c) Campus interview. 

(d) Reference. 

Ans: (b) Promotion. 

2. ‘Reference’ in recruitment refers to: 

(a) Using influence to get the job. 

(b) Referring to the newspaper to find a vacancy. 

(c) Recommendations from different sources. 

(d) Asking for an inter-departmental transfer of an employee.

Ans: (c) Recommendations from different sources.  

3. Identify the method of recruitment in which the companies recruit candidates directly from professional or technical institutions. 

(a) Employment exchanges.

(b) Factory gate. 

(c) Media advertising. 

(d) Campus interview.

Ans: (d) Campus interview.

INTEXT QUESTIONS 8.3 1. 

Arrange the following as the right steps in recruitment and selection: 

(a) The process of choosing the most suitable person from among a list of interested candidates. [ ] 

Ans: Selection. 

(b) Letter issued to the selected candidate. [ ] 

Ans: Appointment letter.

(c) Tests organised for industrial/technical workers. [ ]

Ans: Performance tests. 

(d) Face to face interaction of the candidate with the employer or his representatives. [ ] 

Ans: Interview. 

(e) The examination which the candidates finally selected for the job are asked to undergo. [ ]

Ans: Medical examination. 

(f) The period of service for which the candidates are not appointed on a permanent basis but tried for a few months on the job. [ ] 

Ans: Period of probation.

(g) The process of familiarising the new employees with the job. [ ]

Ans: Induction/orientation. 

2. Fill in the blanks with the words ‘selection’ or ‘recruitment’. 

(a) _______________ is the process of attracting applicants for the job while _____________ starts only after applications have been received. 

Ans: Recruitment and selection.

(b) __________________  helps the managers to attract good candidates while ____________ requires making the right choice.

Ans: Recruitment and selection. 

(c) ________________ is made through different steps in the procedure adopted.

Ans: selection. 

INTEXT QUESTIONS 8.4 

1. Identify the learning opportunity designed to improve skills and abilities of employees. 

(a) Training. 

(b) Development. 

(c) Recruitment. 

(d) Selection. 

Ans: (a) Training. 

2. Some learning opportunity in X Ltd. helps in the growth of individuals in all respects. Identify it. 

(a) Training. 

(b) Development.

(c) Selection.

(d) Recruitment.

Ans: (b) Development.

INTEXT QUESTIONS 8.5 

1. Rewrite the following sentences, if found incorrect. 

(a) Training is necessary only for the new employees. …………………………………………………………………………………… 

Ans: Training is necessary for new employees as well as existing employees.

(b) Promotion makes an employee eligible for training. …………………………………………………………………………………… 

Ans: Training makes an employee eligible for promotion.

(c) Off the job methods encourage self-learning through practice. …………………………………………………………………………………… 

Ans: On the job methods encourage self-learning through practice.

(d) Training of employees away from the place of work is called ‘on the job’ training methods. …………………………………………………………………………………….. 

Ans: Methods of training of employees away from the place of work are called off-the-job training methods. 

(e) Transfer refers to a type of job change with higher pay. …………………………………………………………………………………….

Ans: Transfer refers to a type of job change with same rank.

INTEXT QUESTIONS 8.6 

1. 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 ensuring that they do it in the best possible manner. 

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) __ E A __ __ R __ __ I P. 

Ans: LEADERSHIP. 

(c) M __ T __ V __ __ I O __.

Ans: MOTIVATION.

(d) S U __ __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 8.7 

1. Name the parties involved in the process of communication.

Ans: (a) Sender. 

(b) Receiver. 

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 assistant is 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 up his subordinate for a job done wrongly.

Ans: Informal, Downward, Non-verbal.

INTEXT QUESTIONS 8.8 

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) Keeps a watch and guides the activities of subordinates. 

(d) Coordinate the work of different subordinates under him.    

2. Answer the following questions. 

(a) Who puts plans of the management into action?

Ans: Supervisor. 

(b) Who clarifies the instructions and guides employees in their work?

Ans: Supervisor. 

(c) At which levels is the importance of supervision most felt?

Ans: Operational Level.  

(d) Who provides the necessary linkage between management and workers?

Ans: Supervisor. 

3. Give any three functions performed by Supervisor.

Ans: (a) Guiding the workers. 

(b) Provides feedback. 

(c) Suggest Training Programmes.

INTEXT QUESTIONS 8.9 

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.

2. Match the expressions in Column (I) with those in Column (II): 

Ans:

3. Complete the paragraph given below by selecting the appropriate words given here.

Ans: (a) Food. 

(b) Physiological.

(c) Security.

(d) love & affection.

(e) Appreciation.

(f) Recognition.  

INTEXT QUESTIONS 8.10 

1. List at least five important qualities of a good leader.

Ans: (a) Competent.

(b) Intelligent.

(c) Integrity.

(d) Initiative.

(e) Perseverance.  

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 cannot 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.

3. Choose the correct option:

(a) Need for food can be included under which class for need? 

(i) Physiological needs. 

(ii) Safety needs. 

(iii) Social needs. 

(iv) Ego needs.

Ans: (i) Physiological needs.  

(b) Ram, a worker in a MNC wants promotion in his job. Which need he wants to satisfy? 

(i) Physiological needs. 

(ii) Safety needs. 

(iii) Self actualisation. 

(iv) Ego needs.

Ans: (ii) Safety needs.  

(c) 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 incentive is used by the company to motivate its worker.  

(i) Financial incentive. 

(ii) Non-financial incentive. 

(iii) Semantic incentive. 

(iv) None of the above. 

Ans: (i) Financial incentive.

(d) ‘Maruti Sazuki’ started training programme for all its officers. Identify the incentive through which the company tries to motivate the workers. 

(i) Financial incentive. 

(ii) Non-financial incentive. 

(iii) Semantic incentive. 

(iv) None of the above. 

Ans: (iv) None of the above. 

(e) A notice circulated in English was poorly translated in Tamil. Name the type of barrier relating to this: 

(i) Semantic barrier. 

(ii) Psychological barrier. 

(iii) Organisational barrier. 

(iv) Personal barrier.

Ans: (i) Semantic barrier. 

Very Short Answer Questions: 

1. What is meant by manpower planning? 

Ans: The process of staffing starts with ascertaining the required number of various categories of employees for the organisation. This is known as manpower planning. It decides the kinds of staff and the number of staff required for the organisation.

2. Distinguish between job description and job specification. 

Ans:

3. What is meant by ‘Induction’.

Ans: Induction is the process of introducing new employees to the organisation. The new employees should know under whom and with whom he/she is to work, get acquainted and adjusted to the work environment, get a general idea about the rules and regulations, working conditions etc. of the organisation. Usually the immediate supervisor of the new employee introduces him to his work environment.

4. List any four sources of external recruitment. 

Ans: The various external sources of recruitment are as follows: 

(i) Media Advertisements: You must have seen advertisements in newspapers about vacancies in organisations.

(ii) Employment Exchanges: In India, employment exchanges have been set up by the government for bringing together job-seekers and employers who are looking for employees.

(iii) Educational Institutions: Now-a-days, companies/big organisations maintain a close liaison with the universities, vocational institutes and management institutes for recruitment of their staff.

(iv) Unsolicited Application: Those looking for jobs often apply on their own initiative. 

5. State the meaning of selection. 

Ans: Selection refers to the process of choosing the most suitable person from among the list of interested candidates. It involves going through the qualification and experience of all candidates and matching them with the expectation for the job so as to decide on the most suitable ones for the job.

6. What is meant by Promotion? 

Ans: When an employee is assigned a job involving greater responsibilities, more pay, higher status and prestige than his/her present job, it is known as promotion. Thus, promotion refers to the advancement of an employee to a higher level or position. 

7. Name the term used for equipping the workers with the required skill to perform the job. 

Ans: The term used for equipping workers with the required skills to perform their job is “training.”

8. What is meant by directing? Name its different elements. 

Ans: The office manager can plan, organise and appoint people, but he cannot get things done, unless he assigns specific duties to his subordinates and motivates them to perform well. All these activities of a manager constitute the directing function. Thus, directing is concerned with instructing, guiding, supervising and inspiring people in the organisation to achieve its objectives.

Elements of directing:

(i) Communication.

(ii) Supervision.

(iii) Motivation.

(iv) Leadership. 

9. Who is a leader? List any four qualities of a good leader. 

Ans: While motivation is the process through which employees are made to contribute voluntarily to work, leadership is the ability to persuade and motivate others to work in a desired way for achieving the goals. Thus, a person who is able to influence others and make them follow his instructions is called a leader.

The good qualities of leaders:

(i) A good leader should be professionally competent, intelligent, analytical and he/ she should have a sense of fair play, including honesty, sincerity, integrity, and sense of responsibility. 

(ii) He must possess initiative, perseverance, be diligent and realistic in his outlook. 

(iii) He must also be able to communicate with his subordinates effectively. Human relation skills area must for any leader. 

(iv) To get things done, managers have to influence their subordinates and seek their voluntary co-operation. If their leadership is not based on suitable behaviour or style, they will not be successful.

10. What is meant by financial incentive? Give any two examples each of financial and non-financial incentives. 

Ans: Supplementary compensation refers to the compensation paid to the employees to motivate them to work more efficiently. It is also known as incentive compensation.

Financial incentives include monetary rewards like bonuses and salaries. Non-financial incentives include non-monetary rewards like recognition and job satisfaction.

1. Define the term ‘Recruitment’. State the various advantages of internal recruitment. 

Ans: The term recruitment is often used to signify employment. It is true that normally when we say we have recruited such and such person, it signifies that we have employed them. But as a part of staffing function, the term recruitment has limited scope. It just refers to one of the initial steps in employment of people i.e., searching for suitable candidates for the various job positions to be filled up from time to time in the organisation. Thus, recruitment is the process of finding and attracting suitable applicants for employment.

The advantage of internal recruitment is that: 

(i) It is easier for managers to fill vacancies as they are conversant with the abilities and skills of their subordinates and have records of their performances. 

(ii) Employees also feel happy as their work performance is recognised by the management through promotion. 

2. What is meant by development? Differentiate between training and development. 

Ans: The term ‘development’ refers to the process of not only building up the skill and abilities for a specific purpose but also the overall competence of employees to undertake more difficult and challenging tasks. It is generally used with reference to the training of managers and executives.

3. Training is beneficial to the organisation’. Comment.

Ans: Training involves growth of an individual in all areas. Development helps the workforce to improve technical skills, problem-solving skills and decision-making skills. Training is necessary for new employees as well as the existing employees for improving their performance at work. For new employees, training is necessary to help them get acquainted with the method of operations and skill requirements of the job. For existing employees, training at periodical intervals is helpful for learning better ways of doing the work, and also as and when they have to undertake new jobs. It also helps them in promotion and improves their attitudes and confidence levels.

4. Explain in brief the importance of directing. 

Ans: Implementation of plans is, thus, largely the concern of directing function. 

As a function of management, directing is useful in many ways:

(i) It guides and helps the subordinates to complete the given task properly and as per schedule. 

(ii) It provides the necessary motivation to subordinates to complete the work satisfactorily and strive to do them best. 

(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 It helps to integrate the various activities and also the individual goals with organisational goals. 

(v) Directing involves leadership that essentially helps in creating appropriate work environment and build up team spirit. 

5. State the different types of communication on the basis of direction. 

Ans: Upward, Downward, Horizontal and Diagonal Communication: On the basis of the flow or direction of communication in organisations, communication can be classified as upward, downward, horizontal or diagonal.

When employees make any request, appeal, report, suggest or 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.

When communication is made from superiors down the hierarchy it is called a downward communication. For 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. Similarly, communication of work assignments, notices, requests for performance, etc. through bulletin boards, memos, reports, speeches, meetings, etc, are all forms of downward 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 Here, the communication is among people of the same rank and status. Such communication facilitates coordination of activities that are interdependent.

When communication is made between people who are neither in the same department nor 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 takes place under special circumstances.   

6. Explain the functions of a supervisor. 

Ans: Besides, he performs certain special functions which have been described below: 

(i) 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.

(ii) Creating Ideal Atmosphere: Being an important link between the operations 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. 

(iii) 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.

(iv) 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 steady flow of output. 

(v) 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 objective to further improve their performance in the future.   

7. Describe the importance of motivation. 

Ans: 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, materials etc.

(ii) If employees are motivated it will reduce employee turnover and absenteeism.

(iii) Motivation fosters a sense of belongingness 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. 

8. Distinguish between selection and recruitment. 

Ans:

9. What are semantic barriers to communication? 

Ans: These barriers take place when the sender and the receiver of the message interpret the words, sentences, symbols etc. differently. 

(i) Symbols with Different Meanings: A word may have different meanings. For example minute (time and small). 

(ii) Badly Expressed Message: Same times the manager may use wrong words.The manager may omit needed words unintentionally. 

(iii) Faulty Translation: A manager receives information from his superior and transfers it to his subordinates. A 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.

(iv) Unclarified Assumptions: Sometimes a sender takes it for granted that the receiver knows same basic things. So the sender may communicate only about the major subject matter. This may be a barrier in effective communication. 

10. Explain in brief any three types of financial incentives. 

Ans: Financial incentives can be in the following forms: 

(i) Pay and allowances: Salary is the basic monetary incentive of every employee. Salary includes basic pay, dearness allowance etc. 

(ii) 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. 

(iii) Commission: In sales department, sales persons get commission on the basis of their sales. 

1. Explain the role of Employment Exchange as source of external recruitment. 

Ans: In India, employment exchanges have been set up by the government for bringing together job-seekers and employers who are looking for employees. Those who are in search of employment get themselves registered with the local Employment Exchanges which keep a record of all such persons in detail who require help in finding jobs. The employer informs about the vacancies to the nearest Employment Exchange. The Employment Exchange, in turn, identifies the names of the qualified employment seekers already registered with it, and forwards their details to the employer for consideration. External recruitment provides a wide choice from among a large number of external candidates from which employees may be recruited. The workers and office employees at the lower level are often recruited from outside the organisation. 

2. Briefly describe the various steps involved in the selection process. 

Ans: The entire process goes through a number of steps which may be called as selection procedure. 

These steps are as follows: 

(a) Screening or Applications: After receiving the applications from the candidates through recruitment process, the same must be examined to decide which ones deserve to be considered and followed up. Normally, the candidates are asked to apply in their own handwriting on a plain paper. Sometimes the job advertisement mentions the particulars to be given in the application. In many cases the candidates are required to apply in the prescribed form of the company, containing particulars of name, address, nationality, religion, mother tongue, date and place of birth, marital status, education and training, employment history, references etc. Screening exercise involves checking the contents of the applications so as to ascertain whether or not the minimum eligibility conditions in respect of age, experience, qualifications and skills are fulfilled by the candidates. 

(b) Holding Selections Tests: After screening the applications, eligible candidates are asked to appear for selection tests. These tests are made to discover and measure the skill and abilities of the candidates in terms of the requirements of the job. For instance, if the job of a typist requires a minimum typing speed of 40 words per minute, a test is given to see whether the candidates applying for the job have the required typing speed. Passing the test by a candidate does not mean that he will be employed. It implies that all those who have passed the test are qualified for further processing and those who have failed are not to be considered. The nature of test depends upon the nature of the job involved. For clerical jobs, for example, an intelligence and aptitude test may be arranged which may include test of general knowledge, test of quantitative problems, and test of reasoning power and vocabulary. For industrial workers and technical hands, performance tests may be organised. Similarly, candidates for an auto mechanic job may be asked to replace a piston. This is known as Skill or Trade test. For supervisory and managerial jobs, tests are given to find out the candidate’s personality, decision-making abilities, etc. 

(c) Conducting Selection Interview: Interview is the most important part of the selection procedure. It serves as a means of checking the information given in the application form and making an overall assessment of the candidate’s suitability for the job. In the interview, the candidate has a face-to-face interaction with the employer or representatives of the employer, where they try to judge the ability of the candidates. They also get an opportunity to go into the details of the candidate’s background which helps a lot in assessing the candidate’s suitability. 

(d) Checking of References: In addition to the requisite educational qualification, skill and experience, it is expected that the candidates who are to be considered for employment must have other qualities like balanced temperament, honesty, loyalty, etc. These qualities cannot be judged on the basis of any test. Therefore, information is obtained and verified from the heads of educational institutions where the candidates have studied, or from the persons whose names are given by the candidates as referee, or from their previous employers. For certain jobs, like the job of a cashier or a security guard, reliability is a very important job requirement. Therefore, references are required to be contacted to ensure that persons can be relied upon. In case of experienced employees their previous employers can also be contacted for this purpose. 

(e) Medical Examination: Candidates finally selected for the job are asked to undergo medical examination to see whether the selected candidates are physically fit for the job or not. A proper medical examination ensures higher standard of health of the employees and their physical fitness which, in turn, reduces the labour turnover, absenteeism and accidents. The medical examination would also reveal whether the candidate suffers from any illness which can be cured e.g., poor eyesight etc. Medical test is essential for certain types of jobs as in the case of police and army, where physical fitness is very important. For certain categories of jobs like the job of driver, proper eyesight is very much essential.

(f) Issue of Appointment Letter: Candidates finally selected are offered to join the organisation for which a formal appointment letter is issued containing the nature of the job, the remuneration, pay scale, and other terms and conditions relating to employment. Usually a reasonable time is given to the candidates to join the organization.  

3. Distinguish between selection and recruitment. 

Ans:

4. What is meant by training? Explain the different methods of training. 

Ans: Helping the employees to improve their knowledge and skill so as to be able to perform their tasks more efficiently is known as training. It is an organised activity for increasing the knowledge and skills of people for a specific purpose. The term ‘development’ refers to the process of not only building up the skill and abilities for a specific purpose but also the overall competence of employees to undertake more difficult and challenging tasks. It is generally used with reference to the training of managers and executives.

There are different methods of giving training to the employees which can be divided into two broad categories: 

(i) On-the-Job Methods: In these methods, the employees learn about their jobs while doing the work duly assisted by their supervisors or seniors. These methods encourage self-learning through practice. Job instruction or coaching, and job rotation, learning while working as an assistant to a senior, under study positions, temporary promotions are some of the common methods of on-the-job training.

(ii) Off-the-Job Methods: These methods involve training employees away from the work place so that experts may conduct the training and employees are free from the immediate pressure of completing the jobs at hand. Lectures with demonstration, conferences, case discussions, video shows and films are some of the common methods used as off-the-job training methods. Then, there is another off-the-job method of training called vestibule training. The vestibule training refers to the training in specially designed workshops in which an attempt is made to duplicate as closely as possible the actual conditions of the work place. In such workshops a large number of employees can be trained.  

5. Describe the essential elements of the managerial function of directing. 

Ans: The essential elements of the managerial function of directing are: 

(i) Communication: Communication 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). It is the process of exchange of ideas, opinions, facts, views and information. 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.

(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. Supervisors solve most of the routine job-related problems of subordinates. 

(iii) Motivation: 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 inspires 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.

(iv) Leadership: While motivation is the process through which employees are made to contribute voluntarily to work, leadership is the ability to persuade and motivate others to work in a desired way for achieving the goals. Thus, a person who is able to influence others and make them follow his instructions is called a leader. For example, in an organisation the management decides to install some new machines to which the workers are resisting. However, one of the workers takes the initiative, explains to the fellow workers the benefits of working with the new machines and moulds them to accept the management’s decision. Now she is said to be the leader as she is able to influence a group of workers who followed him. 

6. 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 information or messages to another person (known as receiver). It is the process of exchange of ideas, opinions, facts, views and information. 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. 

Communication in organisations is so important that it is said to be the lifeblood of the organisation. Success of direction largely depends on how effectively the manager can communicate with his subordinates. Proper communication in organisations at all levels and between all levels can improve both the quantity and quality of output. 

Some of the benefits of communication are as follows: 

(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.

7. What is meant by the term supervision in management? Explain briefly the functions of a supervisor. 

Ans: 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. Supervisors solve most of the routine job-related problems of subordinates.

A supervisor works at the lowest level of management. Like all other managers he performs the functions of planning, organising, directing and controlling with respect to his subordinates and department. A major part of his time is devoted in directing and controlling the activities of his subordinates.Besides, he performs certain special functions which have been described below: 

(i) 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 grievances, feelings, demands etc. of the workers to the higher level management. 

(ii) Creating Ideal Atmosphere: Being an important link between the operations 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. 

(iii) 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. 

(iv) 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 steady flow of output. 

(v) 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 objective to further improve their performance in the future. 

(v) 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. 

8. Explain the term leadership and state the qualities of a good leader. 

Ans: The objectives of any organisation can only be fulfilled if its employees are working towards accomplishment of such objectives. To make people work in the desired manner, proper instructions and guidance are necessary. And this direction process becomes effective when the persons who give such direction have leadership qualities. 

In order to be successful, a leader must possess certain qualities:

(i) A good leader should be professionally competent, intelligent, analytical and he/ she should have a sense of fair play, including honesty, sincerity, integrity, and sense of responsibility. 

(ii) He must possess initiative, perseverance, be diligent and realistic in his outlook. 

(iii) He must also be able to communicate with his subordinates effectively. Human relation skills area must for any leader. 

(iv) To get things done, managers have to influence their subordinates and seek their voluntary co-operation. If their leadership is not based on suitable behaviour or style, they will not be successful.  

9. “Leadership is considered as the most important element of the directing function of management”. In the light of this statement, explain the importance of leadership. 

Ans: In practice, the managers have to guide and lead their subordinates towards the achievement of goals, and so, to be effective, a manager has to be a good leader. 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. 

Thus leadership is important as it provides the following benefits:  

(i) Leadership influences the behaviour of people and thus makes them contribute towards the benefit of the organisation.  

(ii) With continuous support and guidance, leaders are able to build confidence among the followers, thereby increasing speed and accuracy and decreasing wastage.  

(iii) With friendly and cooperative efforts, the leader is able to build employees’ morale which in turn contribute to higher productivity.

10. What are the functions of a supervisor? Explain briefly. 

Ans: A major part of his time is devoted in directing and controlling the activities of his subordinates. 

Besides, he performs certain special functions which have been described below: 

(i) 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 grievances, feelings, demands etc. of the workers to the higher level management. 

(ii) Creating Ideal Atmosphere: Being an important link between the operations 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. 

(iii) 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. 

(iv) 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 steady flow of output. 

(v) 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 objective to further improve their performance in the future. 

(v) 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. 

11. Discuss in detail Maslow’s need hierarchy theory of motivation. 

Ans: 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 the third need and so on. So needs are the motivators. 

Maslow has given hierarchy of needs in the following ways: 

(i) Physiological needs: These needs include need for food, shelter and clothing. 

(ii) 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. 

(iii) 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. 

(iv) Esteem needs: These are the needs for respect and recognition. Esteem needs are also known as Ego needs.  

(v) Self actualisation needs: Self actualisation needs are concerned with becoming what a person is capable of becoming. These needs include need for growth, self fulfilment etc.

12. What is meant by ‘Monetary Incentives’? State any five types of monetary incentives. Which contributes to the performance of employees? 

Ans: The monetary incentives include bonus, commission on sales, or profit sharing plans. The non-monetary incentives, on the other hand, include cordial relations with the supervisor, assignment of challenging jobs, recognition etc. Such incentives help the employees to sustain interest in the job and motivate them to work hard.

(i) Bonus: A bonus is a financial compensation that is above and beyond the normal payment expectations of its recipient. Incentive bonuses are payments made to employees to reward them for good performance. The main objective of a bonus is to increase and maintain an employee’s productivity.

(ii) Commissions: Commission refers to the monetary incentives that business partners earn for selling your product or service. While often used interchangeably, the key is remembering that a commission is a type of incentive. Commissions are based on performance and follow a set structure.

(iii) Stock option: It is typically used to motivate employees beyond their regular cash-based compensation (salary and bonus) and to align their interests with those of the company’s shareholders. They are awarded by some fast-growing companies as an incentive for employees to work towards growing the value of the company’s shares.

(iv) Salary increase: Incentive pay is any additional pay awarded to a worker or team based on performance. Offering a pay raise increases productivity, worker retention and heightens worker morale. Salary increases are one of the most common financial incentives that encourage and support employees in their career advancement. 

(v) Profit – sharing: A profit-sharing plan gives employees a share in the profits of a company. Profit sharing is a compensation system or incentive program in which a company shares a portion of its profits with its employees.   

13. Explain briefly non-financial incentives used to motivate employees of a company. 

Ans: Non-financial Incentives can include the following: 

(i) Career Advancement Opportunity: Appropriate skill development programmes will encourage employees to show improved performance. 

(ii) Status: Status means the rank of a person in an organisation. The rank is linked with authority, responsibility and other extra benefits. Everybody has a wish to be in high rank. Therefore, an employee can be motivated by placing him at a higher rank. 

(iii) 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 a responsible manner 

(iv) Employee Participation: It means involving employee in decision making especially when decisions are related to workers. 

14. There are some barriers in communication which are concerned with organisational structure and rules and regulations. State any three such barriers. 

Ans: Some organisational or physical barriers put difficulties in smooth communication. 

These are: 

(i) Rules and Regulations: Rigid rules may lead to red tapism, delay in action and delay in movement of information. 

(ii) Status: Sometimes managers in the higher rank may not pass on all information to the managers of lower ranks. 

(iii) Organisational Policies: Organisational policies determine the relationship among all the persons working in the organisation. For example in centralized organisation, all important information is retained at the level of top officers only. 

(iv) Complexity in Organisational Structure: In an organisation where there are a number of managerial levels (complex structure), there will be delay in communication. Information gets distorted before it reaches the receiver. 

15. There are some barriers in communication which are concerned with the state of mind of both the sender and the receiver. State any four such barriers.

Ans: Psychological barriers appear because of the state of mind of the receiver or the sender.

(i) 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 a barrier to effective communication.

(ii) Loss by Transmission and Poor Retention: When communication passes through various levels, successive transmissions of the message may result in loss of information.

(iii) Premature Evaluation: Sometimes the receiver of information makes a judgement before listening to the entire message. This is a hindrance in the exchange of information.

(iv) Distrust: If the receiver and sender of information do not trust each other, they cannot understand each other’s message in its original sense.