Reading: Lesson 4 - Increasing Management Effectiveness

1.4.A - Increasing Management Effectiveness

1. MANAGEMENT ROLES

1. Managers are responsible for getting the work of an organization accomplished largely through the efforts of other people. Whether you are a club president, the captain of an athletic team, a parent, or a business manager, it is not easy to get other people to do what you want.
   
2. Some managers use threats and punishment to motivate workers. Although these tactics work in some situations and with some workers, they are not always effective. Even if the work is done, it might not be done properly or meet quality standards.
   
3. Think about your own experiences with chores, school assignments, and other activities. What motivates you to do your best? One of the main challenges you will face if you decide to become a manager is determining the best ways to work with employees so they will be prepared and motivated to do their jobs well.
   
4. Management scientists have studied successful managers to determine what makes them different from those who were not successful. By observing the daily work schedules of managers, the scientists were able to identify important activities of successful managers and group them within three management roles. A management role is a common set of activities that makes up an important part of a manager’s job. Successful managers are communicators, relationship builders, and decision makers.
   
5. As communicators, managers need to make sure important information is gathered, used appropriately, and shared with those who need it. Managers identify important information sources and maintain many communication channels. As spokespersons, they communicate frequently and clearly with individuals both inside and outside their organization.
   
6. As relationship builders, managers represent their organization and maintain effective relationships with others. Within the organization, they work to develop a positive, motivating environment. They interact effectively with other managers/teams, develop and support subordinates, and work to resolve conflicts.
   
7. In the role of decision maker, effective managers are constantly on the lookout for new opportunities and areas for improvement. They determine the best way to allocate resources to meet the needs of the organization. They solve problems and take corrective action but also promptly recognize and reward success.
   

2. GETTING WORK ACCOMPLISHED

1. Managers’ jobs are organized around five functions—planning, organizing, staffing, leading, and controlling. Every manager determines what needs to be done, who will do it, and what resources will be needed. Just as workers use tools and equipment to complete their jobs, managers have access to resources to get work accomplished. The resources of an organization include people, money, facilities, equipment, and materials.
   
2. The most important resource available to managers is the company’s employees. Managers determine the work that employees will do and then ensure employees have the other resources they need to complete that work. The Figure below shows that managers must carefully consider how each of the types of resources can be used most effectively as they plan, organize, staff, lead, and control the work of the organization. 
   
   

   

3. The first step for managers is to develop a plan. The plan shows how each of the types of resources will be used to accomplish the goals of the company. Once the plan is in place, the next management decision is how to organize each type of resource to make sure the plan can be accomplished. Each resource must be available where and when it will be needed. Managers then effectively staff the organization and lead the staff in using the company’s other resources to implement the plans. The last step is controlling. Here, managers check to see whether each of the resources was used effectively or whether changes need to be made.
   

4. As an example, consider how an organization manages its resources. The goal of a large pre­ school is to offer the best educational programs and care possible for the children it serves. The work is completed by teachers, aides, cooks, bus drivers, and maintenance workers, but the managers must make sure the right people are hired and that every employee has the resources they need to do their jobs. Managers are continually involved in planning, organizing, staffing, leading, and controlling activities.
   

5. As a part of planning, managers determine the type and number of people needed to operate the preschool. A budget is established as well as plans for facilities, equipment, and materials required for all parts of the operation.
   

6. In organizing, employees are divided into work teams based on the types of activities they will be completing. Indoor and outdoor space will be planned where children will study, play, eat, and rest. In addition, office space, an employee break room, and perhaps a parking lot will be needed. Money from the budget must be allocated for each of the major activities.
   

7. Managers then lead staff in the implementation of plans. In staffing, managers identify the knowledge, skills, and abilities needed for each position and then hire and train those employees. Without the proper employees, the leading function would be less effective, making it more difficult to meet the school’s goals.
   

8. As a part of the controlling function, managers monitor the work of employees and the use of all resources to make sure they are being used as planned. When necessary, changes and improvements will be made. Different menus may need to be developed to control costs while providing nutritious meals and snacks. The play area may need to be reorganized to reduce the chance of accidents.
   

9. As you can see, while other employees will complete most of the activities in the operation of the preschool, managers are responsible for their work and the success of the business. They must make sure the employees have the resources they need and that those resources are used as planned.
   

3. PRINCIPLES OF EFFECTIVE MANAGEMENT

1. Businesses today are quite different compared to those of one hundred, fifty, and even twenty years ago. As businesses change, what it takes to be an effective manager has changed as well. Along the way, scientists and business people have studied the changes and effective management practices. They have identified things effective managers do well and ways managers can develop and improve their management skills.
   
2. From the studies of effective organizations and managers, a number of management principles have been identified. Management principles are the fundamental guidelines for the decisions and actions of managers. The following six principles of management are well accepted as effective practices.
   
   • Effective managers demonstrate commitment to the continued success of the organization.
   
   • Effective managers take responsibility for developing and implementing plans to achieve the organization’s goals.
   
   • Effective managers identify the resources the organization needs and ensure they are available when and where needed.
   
   • Effective managers organize and coordinate the work of the organization in a way that achieves efficient and effective operations.
   
   • Effective managers recognize the importance of employees and balance employee needs with the goals and work processes of the organization.
   
   • Effective managers monitor activities and results to identify ways the organization can be improved.
   
   
3. Managers need to be consistent and objective in their work. They cannot rush to judgments, let biases affect their decisions, or act in their own self interests rather than those of the organization and its employees.
   
4. Effective managers prepare carefully for their work. They spend time gathering and reviewing information before they act. They consider the possible effects of their decisions on other parts of the organization as well as the area they manage. They think about the possible long-term effects of their actions as well as the immediate results. They consult with other managers and their employees to get additional views and ideas.
   
5. Managers want the very best for their organization and the people they work with. They know that, as managers, the decisions they make and the work they do affect not only themselves but also many other people and resources. They take their work seriously and find ways to improve their own effectiveness as well as the effectiveness of their employees.