CH – 6 DIRECTING

ELEMENTS OF DIRECTION

1. Supervision
2. Motivation
3. Leadership
4. Communication

Q – 1: Give the meaning of supervision and state functions of supervisor.

ANS: Meaning

1. In simple term – ‘Supervision means to supervise the function of employees.’

2. According to R.C. Davis, “Supervision is the function of assuring that the work is being done in
accordance with the plan and instructions.”
Functions of supervisor
1. To plan the functions & to remove the hurdles.
2. To provide necessary guidance and direction to complete the work in time.
3. To supervise the employees constantly, to save time and labour.
4. Supervisor does the function of integration of employees’ personal interest with the interest of
productivity of business.
5. To motivate and encourage the employees to increase their efficiency.
6. To maintain feeling of oneness among the employees.
7. To make communication work faster.
8. To give guidance regarding use of new technology introduced in the business.
9. To maintain discipline among employees.
10. Supervisor does not keep control but provides training.
11. Supervisor is friend, philosopher and guide for employees.

Q – 2: Explain hierarchy needs given by Abraham Maslow.

OR

Explain the order of hierarchy needs given by Abraham Maslow.

ANS. The humanist psychologist Abraham Maslow had presented hierarchy of needs in his article
‘Principle of Human Motivation’ in 1943.

The following figure shows hierarchy of needs

 HIERARCHY OF NEEDS

1. Physiological or primary needs

Physiological needs include basic needs like food, water, clothing, shelter, etc. Food is the
basic need to sustain the body. A man will satisfy his physiological needs then other needs.
2. Satisfy needs
It includes physical safety, job safety, safety against risk, regularity of wages, etc. Therefore,
man takes out his insurance, opens an account with the bank post office, etc. Such a safety
is necessary for mental peace.

3. Social needs
Man is a social animal. He always wants love & affection from his family, relatives & society
at large.
Such needs include, feeling of getting love & respect from the family members, friends, and
relatives as well as by his colleagues at work place & by others in society.

4. Esteem & status needs

Esteem & status needs are also known as position needs or high class needs.
It increases the longing to have the one’s self appraisal, the respect from colleagues or officers &
increase in reputation, his desire to get it increases.

5. Self esteem or self actualization needs

Now man tries to satisfy his self esteem or self actualization need. Each person wants to get the
top position by getting the achievement. One’s name is considered with pride & his skill is
considered his best in his work-field.
Above first three needs are low class needs & last two needs are higher needs.
E.G. - REFER TEXTBOOK.

Q-3 Give the meaning of motivation and explain its features/ characteristics.

ANS. Meaning

1. In general terms --- ‘Motivation means the process of stimulating people to perform action & to
make it possible to have maximum satisfaction.
2. According to Jucious,” Motivationis the act of stimulating someone or oneself to get the desired
course of action.”
3. According to Morgan,” Motivation is that state of mind that leads workers towards objective.”
4. Motivation is the process of inspiring people to get the expected result.
 Characteristics/ Features of motivation

1. Internal inspiration
Motivation is an internal feeling of an individual. Every person works to achieve that
something which is lacking in his life. Unsatisfied needs of human lead him to work in
definite direction.
2. Psychological concept
Motivation is the psychological concept. Mental status of every person is different.
Therefore the need of internal inspiration for every person is also different.
3. Increase efficiency of employees
Motivation boosts morale of the workers. Due to motivation workers’ efficiency
increases. Hence, profitability of business unit also increases.
4. Continuous process
Once the motivation process has started, it remains continuous till the end. Employees
should be constantly guided towards their work. Once they encouraged, motivation
cannot be stopped.
5. Reduction in labour turn-over rate
Motivation gives internal satisfaction to the employees & inspires them. Their social
status is enhanced by good remuneration and recognition includes them to continue in
the job and thus, the labour turnover rate reduces.
6. Achievement of goals

Motivation includes the workers to function effectively therefore achievement of

personal and business objectives become possible.

7. Wider scope

Motivation is a broad and a wider concept because it includes different terms like need,
motive, desire, emotion, aim, choice, will power, eagerness, temptation, etc.

8. Adapting changes in an organization

In modern times changes takes place very fast in industries and organization. These
changes constantly affect production, technology, raw material & other activities.
Generally, the workers are not prepared to accept these changes quickly. They
are reluctant towards new changes. If they are motivated well they will be able to adapt
changes faster and easily.
9. Tools to get co-operation
Motivation gives job satisfaction to the employees. As a result, they give co-operation to
their higher authorities.
10. Positive attitude
Motivation encourages positive attitude of the employees. When the problems of the
workers are solved, they experience a feeling of respect for the organization and work.
 Such a style of work makes possible dev. of employees and business unit, which is the
result of motivation.
11. One of the functions of management
Managers have to get the work done from the living resources like employees and not
from physical resources. Therefore, to motivate, is an imp. Function of management.

Q-4Give the meaning of incentive and explain financial/monetary incentives.

ANS. Meaning of incentives

1. Business inspires the workers to maintain their work aptitude and increase their efficiency
continuously, such inspiration is called incentive.
2. Incentives means which incites or has a tendency to incite action.
Meaning of financial incentive
The monetary benefit given to worker for their work is called financial incentive.

Types of financial incentives

1. Profit sharing
Surplus profit of the business is the result of joint efforts of the workers and the owners.
When the workers get a definite proportion of profit in form of money other than their
salary, it is called profit-sharing.
2. Co-partnership
When the employees or workers are taken as partners in ownership, management and
distribution of the profit is known as co-partnership.
As the employees or workers are taken as co-partner, it becomes easy for
owner to increase the production and to maintain the industrial peace.
3. Promotion

The process of placing the staff in a higher and beneficial position is known as
promotion. Hence, there is an increase in authority, responsibilities, duties and salary.
The efficiency of the staff is increased and its morale is boosted.

4. Bonus

The organization at the end of each year distributes certain percent of profit among the
workers the distributed amount is known as bonus.

5. Commission
In order to increase sales, business units decides sales target for the employees.
Employees related to sales are paid financial incentive as per their achievement in the
sales, as a part of encouragement is called Commission.
In reference to targets achieved, different rates are decided.
6. Prizes
 For outstanding performances or style of working, workers are given awards in the form
of cash prize, certificate and medal by the business owner. Such prizes are declared in
annual meeting; get together by or by arranging a special program by the business unit.
Such recognition in public boost encouragement, zeal and efficiency of workers.
7. Suggestions and advices
Worker are constantly engaged in production, they may give suggestions and advice to
management to improve the production process and make it more efficient. The
workers are paid monetary incentives for those suggestions and instructions that help in
reducing cost of production.

Q-5 Give the meaning of non-financial/non-monetary incentive and explain types of non-financial
incentives.

ANS. Meaning

Incentives not based on money are called non-financial incentives.

TYPES OF NON-FINANCIAL INCENTIVES

1. Security of employment
Over and above employment, security of employment is also equally important.
Lack of job security make one stressed whereas assurance of job security
inspires to work with enthusiasm. This increases the productivity and production.
2. Appreciation of work and reward
When employees over-exceed production targets within the given time, that too
economically and efficiently, they are honored publicly i.e.before other staff.
Such appreciation and reward system motivates the employees. This also
motivates other employees to work hard and earn such rewards.
3. Assigning of responsibility
To encourage the employees, officers assign special responsibility of giving tng. and
direction to subordinates or others.
Assignment of responsibility develops confidence of employees and they also
inspire others to work more.
4. Adviser
When a worker has been working efficiently for a quite long time in an organization his
rich experience and knowledge becomes invaluable.
The organization seeks his advice in policy formulation as well as other strategic
decisions. The worker feels encouraged, confident and proud that he is important part
of the company.
5. Welfare activities and amenities

To inspire workers to work more they are given welfare activities and amenities over
and wages like medical services, canteen facility, leave-with-pay, sports, entertainment
activities, tng. Facility and many more. Thus, due to these amenities, the worker will
work with perseverance, enthusiasm and efficiency.
 6. Other incentives

Other incentives like

1. Housing facility
2. Life insurance
3. Free education to children
4. Books
5. Transportation facility to pick up and drop from residence to place of work, etc. are
given to the workers.

Q—6 Give the meaning of leadership and explain its features/characteristics of leadership.

ANS. Meaning

1. Leadership is the quality which influences the people to do efforts willingly to achieve goals.
2. Leadership is an art and skill of creating the desire in others, for achieving objectives.
3. According to Dr. George R. Terry,” leadership is quality of influencing other to work willingly for
the realization of specified goals”.

From the above definition it is clear that, leader is an influential person of the group,
who without any pressure provides guidance and inspiration and thus gets the expected
work willingly don. This skill is known as leadership.

Characteristics of leadership
1. Existence of followers
A leader always provides leadership to followers. Therefore, existence of a follower is
must for implementation of leadership.
2. Continuous process
Leadership is a continuous process because as long as business unit exists, leader has to
provide leadership to the subordinates.
3. Acceptance of leadership
The leader must be accepted by subordinates. Leader directs them and subordinates
follow him.
4. Creates formal and effective relationship
Formally, leader is the head of specific groups. But informally the leader can influence
the person coming into his contact and can stimulate them for achievement of
objectives.
5. Ideal personality
A leader must be an ideal person. He influences his subordinates by his behavior and
nature. He is having in born qualities, while some qualities are cultivated.
6. Motivation
A successful leader is that who can get expected results from his subordinates even in
difficult situation by motivating them.
7. Harmony of interest
 Harmony of interest between the leader and the subordinates is necessary. Leadership
becomes inefficient and useless if leader and his subordinates’ interest are at variance.
8. Effect of situation
The success of a leader depends on certain circumstances. It is possible that a leader
may be successful in a particular situation while in some other situation he may not.

Q—7 Give the meaning of communication and explain its characteristics/features.

ANS. Meaning

1. One person passes clear information to another person so that, the latter understands the
objective of the communicator and act on it.
2. Communication is the process of exchange of words, letters, instructions and opinions.
3. According to New Mann and Summer, “communication is an exchange of facts, ideas, opinions
or emotions by two or more persons.”
Characteristics of motivation
1. Goal oriented process
The objective of communication is to achieve desired goals so special care is taken to
see that, whether or not the receiver of the information understands the information as
intended
2. Clear word and language
The word and language used in communication should be clear. It should not have
double meaning.
3. Two-way process
Communication is a two-way or bilateral process. Top managers send the necessary
information regarding objectives, policy, methods, procedures and rules to the middle
and bottom level management. While on the other hand, necessary information in the
form of report is received from middle and bottom level management.
4. Continuous process
Communication is a continuous and permanent process. It starts from the beginning of
the business and remains till its end.
5. Many equipments
To make communication effective many equipments like oral/ written messages/
correspondence, telephone, fax, internet, mobile phone, SMS, telex, etc. are used.
6. Many types of methods
There are many types and methods of communication such as internal communication,
external communication, written communication, oral communication, through signs,
etc.
7. Motivating activity
Due to communication, the understanding of officers and employees regarding job
increases. This increases their motivation to work.
8. Relations with administrative process
Communication is related with administration process as it is used for collecting
information to take right decisions and for solving the administrative problems and
difficulties.
 9. Human process
Without the existence of human skills, communication does not take place. Moreover,
at the time of communication fear, feelings, anger, etc. matters also affect the
communication. Hence, it is called a human process.

Q—8 Give the meaning of formal communication and state its characteristics/features.

ANS. MEANING

Any communication that depends on the structure of an organization and its rules and
regulations and is implemented for the accomplishment of business objectives is formal
communication.

E.G. 1. Notice or memo is given as warning to employees who are irregular and remaining absent
without prior permission.

2. A letter given by superior to subordinate for his transfer or promotion.

Characteristics of formal communication

1. In this communication system, superior and subordinates are formally linked.
2. It is clear objective is control and co-ordination.
3. Formal communication is generally in written form.
4. This type of communication is accepted as a policy of organization.
5. It is based on organizational structure. Here, who will send information to whom is decided
beforehand?
6. Formal organization is formed for the accomplishment of business objectives.
7. It is simple and clear to understand.

Q—9 Give the meaning of informal communication and state its characteristics/ features.

ANS. Meaning

Communication system which depends on human relation and friendship among employees of
an organization is known as informal communication.

E.G. 1. Industrial manager instructs the labourer to work.

2. Sales manager gives information and suggestions regarding presentation to the salesman in an
easy going manner/ informal manner.

Characteristics of informal communication

1. It depends on the human relations and friendship among the employees.
2. There is no need of control and order in it.
3. It can be explained orally or through symbolic language.
4. It is flexible and easy.
5. Process is not important in this communication.
6. It gives more co-ordination and credibility to the organization.
 7. Informal communication is not supplementary but complementary to the formal
communication.

Q—10 Distinguish between formal and informal communication.

ANS.

No. Points Formal communication Informal communication

1. Meaning REFER NOTES REFER NOTES
2. Purpose The purpose of formal The purpose of informal
communication is control and co- communication is to give
ordination. more co-ordination and
credibility to the organization.
3. Base Due to rules and regulations Due to personal and friendly
exchange of information between relations, exchange of
two people takes place. information between two
people takes place.
4. Control and It requires control and supervision. It does not require control
supervision and supervision.
5. Flexibility It is less flexible. It is more flexible.
6. Time It takes place at the work place It takes place at any place or
during working hours. during working hours.
7. Information in Here, sender and receiver of Form of communication and
advance information as well as form of procedure are not decided
communication are decided beforehand. It takes place as
beforehand. per time and situation.

Q—11 Explain barriers of effective communication.

OR

Explain obstacles of effective communication.

OR

Explain hindrances in effective communication.

ANS.

1. Lack of planning
If the order of information is not planned, sender will give wrong, unclear and
incomplete information.
2. Faulty translation
Sometimes the messages received from the top level by the employees working at
middle level may not be in mother tongue. These messages after analyzing are then sent
to the bottom level. There is a possibility of faulty translation.
3. Unclear messages
 At times, important matters may be presented in an unclear manner. Also, the words
and sentences in the message may be arranged improperly. There is no co-ordination in
messages. There are chances that these messages fail to give clarity to the receiver.
4. Unclear assumptions
Many messages depend upon guess work and assumptions. If these are not clarified
while transmitting messages, their meaning and importance might change when at the
receiver’s end.
5. Shortage of time
Many times decisions are taken on the basis of information. After getting information it
is to be implemented.
However, if information is not available on time, then the message loses its
importance and effectiveness.
6. Overburden in communication
In large scale industries, there is a constant and continuous exchange of communication.
Information is transmitted and received by someone who may be over-burdened.
So, the information may not transmitted and received in proper form or at proper place.
Thus it purpose fails.
7. Ignorance towards messages
Many times higher managers or bottom level employees remain inattentive and careless
regarding messages. Due to their carelessness the messages may not be transmitted or
understood properly.
8. Improper selection of media
Specific medium are selected to send and receive the information. If these mediums are
not selected properly, then barriers to communications are created.
9. Distrust and fear
In any organization where there is an atmosphere of distrust and fear, every message is
perceived with doubt. Correct information is concealed before the officer for the fear of
being fined and getting punishment or both as it must have happened in the past and
resulted in adverse consequences.

Q—12 State measures to overcome the barriers of communication.

ANS.

1. Communication system should be arranged as per organization structure and it should not
obstruct the information.
2. Information given by sender should be precise so that the receiver understands properly.
3. Various medium of communication have different effects. Therefore, an appropriate medium of
communication should be selected.
4. Communication is a two way process, it should be arranged in the manner as information must
flow in both the directions easily.
5. Feeling of mutual trust and co-operation is must between two parties.
6. Communication channel should be shorter as much as possible so that, the flow of information
will not stop and there will be no delay in communication.
 7. Communication system should be fast.
8. Communication system should be goal oriented.
9. Broadcasting unnecessary information increases the burden of communication. So the
broadcasting of information should be proper.
10. Time to tome evaluation of communication system should be done, so as per changing
situation, changes can be made.
11. During the entire process of communication, sender should not have any personal interest in it.

E.G. message sender hides few messages or purposefully gives incomplete information or presents it
eccentrically.

Q—13 Give the meaning of direction and explain its features/ characteristics.

ANS.

1. In general terms,” Direction is the executive function of guiding and observing subordinates.”
2. Guidance given to the workers for the accomplishment of objectives is direction.
3. According to Koontz & O’Donnell,” Direction is the executive function of guiding and observing
subordinates.”
4. Direction is that function which gives orders and supervises the sub-ordinates for the
accomplishment of pre-determined objectives.
Characteristics/ features of direction
1. Goal oriented activity
The purpose of direction is to guide and motivate the employees to achieve business
goals. Thus, direction is a goal oriented activity.
2. Function at every level of management
Direction is such a function which is used at every levels of management. The top level
managers direct departmental officers regarding target, policy and administrative
matters.
Similarly, at the bottom level the supervisor give orders and instructions to
foremen and jobbers. The jobbers and foremen direct the workers working under their
control.
Thus, direction moves from top level to the bottom level management.
3. Continuous process
Direction is a continuous process because as long as business activities will continue, the
function of direction will also continue. Direction is provided to the employees regarding
fns., procedures and interpretation of policy.
4. Observation of functions
Direction is not merely the process of guiding and giving orders, but it is a process of
observing whether work is done by the employees as per order or instruction or not.
5. Wider scope
Directing is not merely guiding and advising to the employees but also making them
understand the business decisions and encourage them to work for their
implementation.
6. Communication
Effective communication is a pre-condition to give orders and guidance to the
employees in direction.