Directing

Process of instructing, guiding,

counseling, motivating and

leading people in the organisation to

achieve

its organization objectives

 Characteristics of directing

I Initiate’s action

C
Continuous process

E
Essential at every level of
management
S

Starts from top to bottom

Initiate’s action
Other functions of management like
planning, organizing, staffing

prepare a setting for action,

directing start action in the

organisation
Continuous Process
It takes place the whole life

of the organisation

due to changes in the organization

needs and

structure
Essential at every level of management
Every manager, from

top executive to supervisor

performs the function of directing.

Giving orders , insturction , motivation

(pervasive function)
Starts from top to bottom
Directing function required and
recognized at all levels of management
hierarchy.

At lower level - most,

at the middle level -less

at the top level -least.

 Importance Of Directing

F Facilitates change

I
Initiate action

L
Leads employees

M
Means of motivation

S
Stability and balance
Facilitates change
All organization operates in a changing
environment.

Direction make easy organizational

adjustment to cope with the

changing condition through better

communication and leadership.
Leads to stability and balance
through interpersonal communication,

Effective leadership and motivation,

which help to maintain stability in the

organization
Initiate Action
Supervisor through proper guidance

and

clarifying workers doubts

help the worker to complete their work

properly
Means Of Motivation
Directing helps in motivating employees

to work willingly to contribute

their maximum efforts

towards the achievement of

organizational goals
Stability and balance
Through

Interpersonal communication,

Effective leadership and

Motivation, which

help to maintain stability in the

organization
 Principal Of Directing

R Required communication

U
Unity of Command

S
Suitable direction technique

H
Harmony of objectives

F
Follow through

O
Offers Leadership

A
Apply of informal organisation

M
Maximum individual contribution
Required communication
Managers should give clear instructions
through various channels,

Formal and informal

the and sure that subordinate

understands his instructions clearly
Unity of Command
subordinate should receive instructions
from

one superior only to

avoid confusion

(follow of unity of command)

Suitable direction technique
Motivational methods like

Higher salary , recognization ,

autonomy

be used based on peole

 Needs,

Levels and

Their attitudes
Harmony of objectives
Managers should convince the
employee

that rewards and hard work

are complimentary

by keeping in mind the objective of the

organization
Follow through
Managers should follow instruction
regularly

that his orders are

being implemented or not

Offer leadership
Managers should act like

a leader to

influence the subordinates positively

without disappointing them to work

willingly
Apply of informal organisation
Manager should often use

informal organizations for the

fast decision making

Maximum individual contribution
Directing methods must help

every individual in the organisation to

contribute to his

maximum for the organizational goals

Supervision
Overseeing the work of the
subordinates by the superiors.

observing the subordinates at work to

see that

work is according to the plan and

policies
 Function of supervision

Regular Feedback

Motivation booster

Optimal utilization of resources

Reduces labor problems

Control

Enforcing discipline

Reporting
Motivation booster
Inspires his subordinates towards

better work performance

through proper monetary and non-

monetary incentives.

.
Regular Feedback
Act as a link between management and
workers.

Implements plans and policies of the

management

Viewpoints, suggestions, grievances and

complaints of workes to higher level
Optimal utilization of resources
Plan the daily work schedule and

divides the work among the workers

according to their interests, aptitudes,

skills and interests thus reduces the
wastage
Reduces labor problems
Maintain close contacts with the
workers.

By winning the confidence of the

workers by solving their problems.

By taking worker problems on

humanitarian grounds
Control
Recording the actual performance

against the time schedule.

Checking of progress of work.

Finding deviations if any and making

solutions
Control
Take steps to maintain discipline

By regular checks and measures,

strictness in orders and instructions,

Implementing penalties and

punishments for the indiscipline workers
Reporting
Prepares report about the

Cost, quality

Which are responsible for increasing

productivity, on

Daily or weekly basis

Motivation
Process of influencing human behavior
to

work willingly for

achieving organizational goals by

satisfying their needs through

various monetary and non-monetary

Process Of Motivation

Steps
Unsatisfied need

Tension

Drive

Search behavior

Satisfied needs

Reduction of tension
Unsatisfied
need
Starting point of motivation. For example person
wants to increase salary to Rs 60000 p.m. from
the

present salary of Rs 40000

Tensio
n
Once need is recognized tension will be created

how to increase the salary

 Drive
Tensions force him to act to fulfill his need

Search
Behavior
Find different ways to satisfy need..
Option 1st:- Remains in the existing firm work
hard and get promotion.

Option 2nd :- Shift or join other organization

offering higher salary
Satisfied
Needs
Person chooses to shift to other firm and check
that

need has been satisfied or not.

Reduction Of
Tension
When successfully satisfied need he feel
motivated

and tension is reduced.

 Features of motivation

Internal feeling

Produces goal directed behavior

Positive or negative

Complex processes
Internal feeling
Motivation is desire of human being,

which are internal,

influence human behavior.

Produces goal directed behavior
Motivation helps employee to

improve performance and

get their dreams fulfills like promotion,

high salary,
Positive or negative
Provides positive rewards like

 Increase in pay,

 Promotion,

 Recognition etc.

Negative motivations
Negative means like

 Punishment,

 Stopping increments,

 Threatening etc.
Complex processes
Motivation methods depends upon

persons to persons and may

have different effects on different persons

 Importance of motivation

B
Brings peace and harmony:

I
Improves employee’s performance

H
Helps in organizational changes

A Alter negative attitudes of employee to

positive attitudes

R
Reduce employee turnover
Brings peace and harmony
By fulfilling

social need

tension and industrial disputes are

reduces.

Healthy and peaceful atmosphere brings

harmony

And
Improves employee’s performance
Through

Autonomy

Promotion,

Recognition of work,

management can get the cooperation of

subordinates to contribute their best

towards the organisational goal.

Helps in organizational changes
In the fast changing

Business environment,

Management convinces the employee to

Update their knowledge and skill

To meet the challenges

And employee are also ready to accept

the changes.
Alter negative attitudes of employee to positive attitudes
By suitable

Rewards,

Work recognition and

Positive organization climate

workers work with positive attitude and

forgot personal bitterness and disputes

Reduce Employee Turnover

By getting incentives like

Bonus ,

Employee stock option

Perquisite

employee work with the organization for

longer period and

has reduced employee turnover

Maslow’s Need Hierarchy Theory of Motivation

Self Actualization
Needs

Esteem Needs

Affiliation/Belonging
Needs

Safety/Security Needs

Basic Physiological
Needs
Basic Physiological Needs
These needs are most basic in the
hierarchy and refers as needs for
survival. Includes

Thirst

Shelter
Sleep

Hunger
 Safety/Security Needs

Physical security Economic security Social security

Includes Includes Includes need
protection having a for security in
against permanent old age,
accidents, job and illness,
disease, crime money on a disability, etc.
etc. continious
basis.
Affiliation/Belonging Needs
• Refer to affection, sense of
belongingness; acceptance and
friendship can be achieved through

Teamwork Social Interaction

Esteem Needs

Desires of having self-respect and

positive self-image and recognition,
respect from others etc. Through

Good Job Titles

President Challenging Job
Vice President

Separate Cabin
 Self Actualization Needs
Desire of being everything one is
capable of being can be achieve
through.

Encouraging
Creativity Risky Decision

Challenging Job
 Incentives

Monetary Incentives

Non Monetary
Incentives
 Non-Monetary - Incentives
They do not involve cash but

satisfy ego and self -esteem.

They are generally used to motivate

higher level of management

 Non-Monetary - Incentives

Employee Recognition programmes

Job Enrichment

Career Advancement Opportunity

Status

Job security

Employee Participation

Employee Empowerment
Employee Recognition programmes
Means praise for good work by

superiors to perform for future

performance. Example

For good
performance.

Certificate for
b e st Displaying
performance, name on the
mementos notice
board.
Job Enrichment
Making job more important by

Greater variety of work content,

Require higher level of knowledge and

skill

Opportunity for personal growth.

Career Advancement Opportunity
Persons wants to grow

to the higher level.

Provides training and development to

employees to improve their skills and
be

promoted to the higher level jobs.

Status
The authority, responsibility, prestige of
job show the status given to persion.

Fulfill Psychological, social and esteem

needs. Includes

President
Chairma
n
Chief Operating Officer
Job security
Employees want job security specially
in india.

Job security gives mental relief

and reduces future worries

Employee participation
Employees should be encouraged

to participate in management decisions.

if good suggestions comes employees

should be accepted and implemented

Great!!! . Your
suggestion has
reduces the cost of
productions
Employee Empowerment
•More autonomy and powers to
subordinates.

•Managers feel proud and becomes self

confident.

•Learn to takes risky decision within their

powers.
Organizational Climate
•Distinguish best organisation from
normal organization.

•Provides better working conditions like.

Green environment Consideration To Employees

Gym Canteen Facilities

 Monetary Incentives

Pay and allowances

Productivity linked wage incentives

Bonus:

Profit Sharing:

Co-partnership/ Stock option

Retirement Benefits

Perquisites (extra advantage.)

Pay and allowances
Salary is the major monetary
incentive

Includes basic pay, dearness

allowance and

also annual increment in basic salary

Productivity linked wage incentives
Salary/wages are based on the
performance to

increase productivity at individual or

group level. Example.
Bonus
Incentive offered in addition to the
wages/salary to the employees.

May be paid in cash or kind.

Like Diwali gift , holiday tour, cash

reward
Profit Sharing
Employees are responsible for higher
profits

Companies provide some shares in the

profits.

Motivates them for higher profits and

contribute to increase in profits.
 Co-partnership/ Stock option
Offered company shares at a price which
is lower than market price.

Creates a feeling of ownership and

encourages them for the growth of the

organisation
Retirement Benefits
Employee are worried about life

after retirement will there will be source

of income

Provident fund, pension, and gratuity

provide financial security to employees

after their retirement
Perquisites (other benefit)
Gets free from employee and reduces
employee turnover which

Includes allowances such as

Housing allowance Car allowance

Freee education
Medical aid to children.
Leadership
Ability of an individual to maintain good
interpersonal relations

with followers and

motivate them to contribute for

Achieving organizational objectives

 Importance of Leadership

C
Creates confidence

A Assigns tasks and provides psychological

support

N
Necessary guiding and inspiring employees

D
Developing team spirit

L
Link between management and workers

E Ensures required changes in the

organisation
Creates confidence
Creates confidence among individuals
by

appreciating their work

and

find their qualities and skills.

congratulations “Good job”

Assigns tasks and provides psychological support
Provides psychological support to his
subordinates

By ensuring that people have

Proper material support to accomplish

their jobs.
Necessary guidance
Creates needs in the employees to

Perform high and helps in the

Attainment of organizational goals.

Yess boss “For

promotion
you must
work hard”
Developing team spirit
People in organization are involved in

different activities.

Leadership combines individual goals

with group goals

Your goal is to
increase the
sales
Link between management and workers
Explains the

goals of the organization to the

workers

and

recommends their cases for reward,

promotion etc
Ensures required changes in the organisation
Persuades, clarifies and inspires people

to accept

changes willingly.

Yes boss
“Improve
your
communciati
on skills for
marketing”
 Qualities of good Leader

W Will power and Self-confidence

I
Initiative

D Decisive

E Empathy

S Sense of responsibility

O Other Communicative Skills

M Motivation skills

E Ensures Work knowledge

Will power and Self-confidence
Have self-confidence in his

Own ability and

Will power to face the challanging

situation
Initiative
Should not wait for opportunities to
come,

instead should grab the opportunity

And use it to the advantage of

organisation
Decisive
Once takes the decision

he should be firm and

should not change opinions frequently.

Empathy
Empathy is to look at things from
other's point of view

understand the

needs and problems of his

subordinates from their point of view
Sense of responsibility
Leader must have a take

responsibility for

any inappropriate results

Other Communicative Skills
Possess the skill

to communicate the goals and

procedures

to be followed clearly, precisely and

effectively
Motivation skills
Should understand the

needs of people and motivate them

through satisfying their needs

with organization goals

Ensures Work knowledge
Should have full knowledge of the
work

being performance

under his supervision.

 Leadership styles

Participat
Free rein
Autocrati ive
leadershi
c leadershi
p/
leadershi p
Laissez
p /Democra
Faire
tic
Autocratic Leadership……..
 Manager keeps maximum power and
decisions.

 Does not consult staff nor allowed to give

any suggestions

 Staff obeys orders without receiving any

explanations

” Do What I ” YESS BOSS”

Tell You”

Style
 Autocratic Leadership………….

When used….
 New untrained staff.

 Limited time to make a decision

When not used….

Χ When staff become tense, fearful.

Χ Staff expect their opinions heard

Χ Low staff morale, high turnover and

absenteeism.
Participative Leadership /Democratic
 Encourages staff to be a part of the decision
making.

 Keeps staff informed about everything and

shares decision making

” Lets work
” YESS BOSS”
together”

Style
 Participative Leadership /Democratic…….

When used….
 To keep staff informed about matters that
affect them.

 Wants staff to develop a high sense and job

satisfaction.

When not used….

Χ When not enough time to get everyone’s input
easier.

Χ Manager feels threatened by this type of

leadership.
Free Rein Leadership / Laissez Faire/delegative
 Leader gives complete freedom to the
subordinates and Avoids use of power.

 Depends mostly on the group to establish its

own goals and work out its own problems.

“Take care of
the problem ” Yess Boss”
yourself”

Style
 Free Rein Leadership / Laissez Faire/delegative

When used….
Employees are highly skilled, experienced,
and educated, trustworthy and experienced

Employees have confidence in their work

and can successfully complete

When not used….

xIf manager cannot provide regular feedback
to let employees know how well subordinates are
doing.

xWhen manager escapes responsibility and is

hopes the employees do the task
Autocratic Participative Laissez-faire
Leadership Leadership Leadership

Leader
Leader Leader
Pow
er pow
er Employ
ee
Employ Employ
ee ee Pow
er
 Helping
Helping
Organizational Subordinate
Subordinate
goals

Manager Leader
 Basis Leadership Managers

Purpose • Motivating and • concerned with

guiding the achieving the
subordinate organization
goal
Scope Narrow concept Wider term
Risponsibili • No clear cut • Accountability
ty Accountability and and
responsibility Responsibility
Focus • Concerned with •can be imposed
Concerned with
group goals organization
goals
Communication
Means exchange of idea, opinions, facts,
information, instructions messages

between two or more persons may be

conveyed

In words,

Pictures, and

Actions or

 Gestures
 Sender

Feedback Message

Message
Processreceived
of
and understood
Person
converting
Person
Converting
Ideas, who who
sends
feelings,
the
Path though which
encoded receives
suggestions,
message symbols
message/ideas into to
order
encoded message
ofcommunication
thereceiver.
the
words, sender`
topictures,
be of
is transmitted
Receiver the sender
communicated
gestures Encoding

Decoding Media

Communication Process
NOISE
Barrier or hindrance to communication
caused to sender, message or receiver.
Examples

•Unclear symbols that lead to faulty encoding.

•A poor telephone connection.

•An inattentive receiver.

•Faulty decoding (attaching wrong meanings to

message).
 Encoding Decoding

Sender Message Media Recevier

Nois
e

Feedback
 Types of communication

Formal Informal

Vertic Horizo
al D ntal
U o
po w
w n
ar w
d ar
d
 Formal Communication
Meaning…. `
Flows through official channels
designed in the organisation chart.

Take place between a superior and

subordinate or among same level
employees or managers.

Types

Vertical Horizontal

Upwar Down
d ward
 Upward Communication
Meaning
Refer to flow of communication from
subordinate to superior. Examples

Superio
r

Request for Applicatio

grants n for
grant of
leave

Submissio
n of
Subordinate progress
report
 Downward Communications
Meaning
Refer to flow of communication from
a superior to subordinate. Examples
Superio
Complete
r
an
assigned
work
Notice for Passing
metting on
guidelines

Subordinate
 Horizongal/lateral communications

Meaning
Takes place between one division and
another
Example

Production Manager Marketing Manager

Discuss :- Schedule of product

delivery, product design,
quality etc.
 Formal communiciation network

Singl
Circul Free Invert
e ar
Wheel
flow ed V
chain

A
B A
B A
A
C E B E A D
B E
B
D D C C C D C D
E
Single chain
Exists between a superior and his
subordinates.

Communication flows from top(A) to

bottom (E) thouogh B,C,D

 Stricktly follow scalars chain of

command

A
B
C

D
E
Wheel
All subordinates under one superior(A)
communicate through him only as he(A)
acts as a center of the wheel.

The subordinates(B,C,D,E) are not

allowed to talk among themselves.

E A D

C
Circular
Communication moves in a circle.

Each person can communicate with his next two

persons.

A can communicate with B and E only

Communication flow is slow. Exits in participative
system.

E B

D C
Free flow
Each person can communicate with
others freely.

Flow of communication is fast in this

network

 A can communicate with B , C ,D,E

directly

B E

C D
Inverted V
Subordinate is allowed to communicate with his
immediate superior as well as his superior’s
superior.

Message moves at higher speed

 C can communicate with B and A directly

B
C D
 Informal communciation network
Single
Probabil
Strand Gossip
ity Cluster
Networ Network
Network
k

A A

B B G
C B E
B
C H C D A C
A
E
D C F
G
F E F
F
Single Strand Network
Each person communicates to the other in
sequence.

A passes information to B and B to C and C to D

and so in

F
Gossip Network
Each person communicates with all on
nonselective basis.

A share’s information with all members group

Telling a joke in gathering

B C

H
A
E

G
F
Probability Network
The individual communicates randomly with
other individual.

Person passes information to those who comes in

contact

 All employees may not get all the information(E)

C D

E F
Cluster
The individual communicates with only those
people whom he trusts.
Some keep the information with them and other
pass to other whom they trust.
A communicate with B,C,D and C again
communicate to E and F. and E communicate to G

B E G

A C

C F
 Formal Informal
Basis
communication communication
Channel Follows through Based on informal
formal or relationship
established line
Expression of command.
Mostly in written Mostly oral or
form gestural.
Speed Usually very slow Fast, does not use
flows through the the established
established line. chain of command.

Reference Records can be No record can be

kept for future kept.
Reference.
Fixation of Easy to fix Fixation of is
Responsibilit responsibility difficult.
yRumors Does not carry Carry rumors
rumors
Planned Preplanned Unplanned
Communication barriers
Factors that obstruct

the effectiveness of communication

and

can occur at any stage of

communication process
 Communication Barriers

Person
Seman Organiz Psychol
al
tic ational ogical
Barrier Barriers Barrier
Barrier
s
Semantic barriers
Concerned with problems

in the process of

encoding and decoding of message

into

words or impressions.
 Semantic barriers

S
Symbols with Different meanings

U
Unqualified assumptions

B
Body language and gesture decode

L Language translation

E
Expressed message badly

T
Technical language
Symbols With Differ Meanings
• Word may have several meanings.

• Receiver gets confused

• to understand the exact meaning for

the word.

Write Right

Brake Break

Hair Hare
Unqualified/unprofessional assumption
When sender is not

clear about the message and

receiver understand in different ways

Take care Of whom?????

yours

Machine Myself
s
Body Language And Gesture Decode
• If
• no match between what is said

and

• Body language, communications may

be not be [Link]

• (laughing in anger)

Shut your
mouth
Language translation
• If the translator

• fails to translate the exact meaning of

one language to other

• may cause different meanings

• (English to Hindi)
Badly expressed message
 Insufficient vocabulary,

 Usage of wrong words,

 Omission of needed words etc.

Can give wrong meaning of the word

Technical language
• If sender uses technical/difficult
words,

• Receiver may not understand

• the actual meaning of such

[Link]
Word Meaning

Notwithstand Inspite of
ing
Indispensable Necessary
Psychological
barriers
Arises on account of the

emotional and psychological status

of both sender and receiver of

message.
 Psychological barriers

L
Loss by transmission and poor
retention

I
Inattention

M
Mistrust between communicator and
communicate

E
Early estimation
Loss By Transmission And Poor Retention
In case of oral communication

when information passes through

Various levels message

Results in loss of, or transmission of

inaccurate information
Inattention
Employee explain his problems

to the boss and the boss is

Pre-occupied/busy with an important file

before him
Mistrust between communicator and communicate
If the parties do not

believe each other,

they can not understand each others

message

in its original sense.

Early estimation:
• People develop a tendency
and

• form judgment without

listening

No Listen to Madam I
• the entire messagewant……
me first
Organizational Barriers
When communication passes through
various level certain factors related to

 Organisation structure,

Authority relationships,

Rules and regulations

act as barriers to effective

communication. Includes
 Organizational Barriers

Status
S

Hurdle in organisation structure

H

A Absence of Organizational facilities

R
Rules and regulations

P
Policy of Organizationals
Status
Person at high position also may
Dont
advice me

not allow his subordinates to

give their suggesstion freely

Ok …….
Hurdle in organisation structure
In large organisation due

to large number of

managerial levels,

communication gets delayed and unclear

Absence of Organizational facilities
Lack of facilities like

Frequent meetings, telephone,internet

Phone
working
Suggestion box, again

Social and cultural gathering

may discourage free flow of

communication
Rules and regulations
Strict rules and procedures

May result in delays.

Example:- written application for

minor things.
Policy of Organizational

Highly centralized organization

does not support

free flow of communication.

People may not be encouraged to have

free communication
Personal Barriers
The personal reasons of

both sender and receiver may act

as as a barrier for the communication.

 Personal Barriers

F
Fear of challenge to authority

U
Unwillingness to communicate

L Lack of confidence of superior on

his subordinates

L
Lack of proper incentives
Fear of challenge to
authority
If a superior feel that particular
communication

may badly affect his authority,

he or she may not communicate

I should not
increase
the office
timings
Unwillingness to communicate
Subordinates may not

Communicate with their superiors,

If they think that it may harm him

Lack of confidence of superior on his subordinates
If superiors do not have
employees are
not experienced.
I should do
myself

confidence on the competency of their

subordinates in certain work

they may not take their advice or

opinions
Lack of proper incentives Why to
If there is waste time
in giving
suggesstion
no motivation or incentive s

for communication,

subordinates may not take initiative to

communicate
 How to overcome barrier

C Clarify The Ideas Before Com­munication

O
Opinions Of Other Participants

C Convey Things Of Help To Listeners

A According To The Needs Of Receiver

C Communications Follow Up

O
Offering Feedback

L Listening Skills

A Aware Of Languages,Tone And Content Of

Message
Clarify the ideas before com­
munication
Message should be clear,

studied in detail and

can be understood by the

subordinates.

(oral, written, gestural)

Opinions of other participants

While making policies subordinates

may be mixed up to get Its nice if it

is paid. !!

their approval and cooperation.

Any suggestion
to regarding
overtime
Convey things of help to listeners
Interests and needs of
Age factor
should be
considered
listeners should be

kept in mind before delivering the

message
According to the needs of receiver
Sender should communicate
according

to the

Education and understanding levels

of subordinates.

(Use of
Local
language)
Communications follow up
Regular follow up and review on the
instructions given to subordinates to

remove the weakness in any due to

Organization policy,

Status differences

 language barriers
Offering feedback
Check whether the receiver

has understood the message or

not specially in

case of written communication

Listening skills

Manager should be a
Sir I want
leave for 3
days

good listener and

ok

listens the problem of other people

patiently and postive attitute
Aware of languages, tone and content of message
Language should be understandable
and

Should

Not upset the sentiments of listeners.

(Using wrong
words against
certain
community)
 Importance of communication

S
Source of motivation

P Promotes cooperation and industrial

peace
I
Increases managerial efficiency

D
Decision making

E
Establishes effective leadership

R
Root of coordination
Source of motivation
Both formal and informal
communication help the workers boost
the morale of employees

Informal helps to fulfill social part of

work.

Formal communication helps in

greater participative and democratic
model of management.
.
Promotes cooperation and industrial peace
Effective communication helps
management in maintaining good
relations with

Workers

Customers

Suppliers

Shareholders

Government and community.

 Increases managerial efficiency
It is only through communication that
management conveys

Its goals

Issues instructions and orders,

Allocates jobs and fix responsibility.

.
Decision making
Correct and timely information helps
managers to take decision in important
areas like

 Getting timely sales report to fix

targets

 Performance appraisal of
employee to fix salary
Establishes effective leadership
Leader having effective
communication skills

Can motivate employees

Influence subordinates

to work for the organization goal

Root of coordination
Through

Correct explanation of goals,

The manner of their achievement.

Inter relationships between different

individuals and department

improves coordination