Management Functions & Leadership Stages

Planning - list 3 approaches to planning

1. Strategic - 3+ year long term vision - SWOT, plan for the future, high level management (takes info from customers, etc.)

2. Tactical - 1 year plan, focus on specific branches/product of company - middle level management

3. Operational - use tactical plan to achieve strategic goals

What are seven things that a comprehensive plan explains?

1. What gets done

2. Who does it

3. How they do it

4. When they do it

5. What may impact the plan

6. How the team can manage issues that may impact the plan

Why is planning is important in management?

List and describe 9 types of planning

• Formal Planning

  • Structured and written planning process

  • Clear goals, timelines, and procedures

  • Usually used by management

• Informal Planning

  • Less structured and often unwritten

  • Based on experience or discussion

  • Used for day-to-day decisions

• Short-Term Planning

  • Focuses on near-future goals

  • Usually within one year

• Long-Term Planning

  • Focuses on goals several years ahead

  • Guides overall business direction

• Strategic Planning

  • High-level planning by top management

  • Sets mission, vision, and long-term objectives

• Intermediate Planning

  • Connects short-term and long-term plans

  • Covers about one to three years

• Operational Planning

  • Detailed and specific planning

  • Outlines tasks and activities for employees

  • Helps achieve short-term goals

• Standing Plans

  • Ongoing and reusable plans

  • Includes policies, procedures, and rules

• Single-Use Plans

  • Created for a specific purpose or project

  • Discarded after the objective is achieved

  • Examples: budgets, project plans

9 Parts of Planning

1. forecasting

2. defining objectives

3. outlining policies

4. developing programs

5. creating strategies

6. scheduling

7. outlining procedures

8. setting rules

9. budgeting

What are 6 steps that can be taken to be more effective in management?

1. Establish the company’s goals

2. Identify resources you may need

3. Create goal-related tasks

4. Assign tasks and timelines

5. Establish evaluation methods

6. Develop a contingency

Organizing - Give 2 examples of the organizing function

1. Allocating (dividing tasks) resources (teams/employees) that are best suited for jobs

2. Clearly communicating needs to hire or reallocate (who do we need to hire, how can we split them among different tasks by communicating)

What are 6 objectives of organizing in management?

1. Effective Allocation of Roles and Responsibilities

2. Efficient Implementation of Plans and Strategies

3. Efficient Implementation of Plans and Strategies

4. Direction Efforts Towards Common Objectives

5. Optimal Resource Utilization

6. Facilitating Goal Achievement

What are 5 Key Features of Organizing

1. Activities Identification

2. Division

3. Grouping of Activities

4. Authority-Responsibility

5. Basis of Coordination

What is the 5 part organizing process of management

1. job design

2. job grouping

3. establishing reporting relations

4. distributing authority

5. coordinating activities

What are 6 core reasons why the organizing function of management is important?

1. enhanced efficiency

2. optimal resource utilization

3. clarity in responsibilities

4. adaptability to change

5. effective decision-making

6. employee development

What are 5 valuable tips for effective organizing strategies? Explain them.

1. Set Clear objectives - Define specific goals and priorities

2. Establish Efficient Systems - Develop streamlined processes and systems

3. Delegate wisely - Delegate tasks according to skill sets and capabilities

4. Promote communication - Encourage open clear communication channels

5. Regular evaluation and adaption - Continuously assess and adapt organizational strategies

Leading - Give 4 examples of situational leadership styles. What are the best types of leaders?

1. Directing - usually new employees (minimal skill, low trust, little knowledge), specific instructions so they can clearly understand

2. Coaching - need support, developing trust, allow ideas, still oversight

3. Supporting - team decisions, “what do you need from me?”

4. Delegating - usually old employees (high level of trust, skill, knowledge), utilize strengths efficiently

***Best leaders are ones that know how to use all of these***

What are the differences between Leadership and Management? What do both roles require?

 

Leadership	Management
Inspiring people around a shared vision	Executing the strategy
Motivating employees	Focusing on the process
Looking to the future	Focusing on the present
Creating a positive culture	Performance management
Focusing on the people	Focusing on results

Both roles require good communication and  decision making.

What are the Top 5 Skills Needed in Leadership, and then Management?

 

Leadership	Management
Communication	Project Management
Motivation	Goal Setting/Measuring
Feedback & Coaching	Resource Allocation
Emotional Intelligence	Strategic Thinking
Empowerment	Problem Solving

What are 5 sources of powers for leaders?

1. Coercive power

2. Reward power

3. Legitimate power

4. Expertise power

5. Charisma power

What are the 4 steps of leading? (L.E.A.D)

Lead

Engage

Accountable

Deliver

Controlling - Give 2 examples of where managers may need to make adjustments

1. Budget - ex: project going over budget

2. Staffing - hire based on needs, fire based on ineptitude, lay off based on demand

What are 5 key aspects of controlling in management?

1. Setting standards

2. Measuring performance

3. Comparing performance with standards

4. Taking corrective action

5. Feedback and continuous improvement

What are 5 reasons why controlling is important in management?

1. Ensuring goal 

2. Resource optimazation

3. Enhancing organizational efficiency

4. Risk management

5. Facilitating decision-making

What are 6 tools & techniques commonly used in management control? Explain.

1. Budgeting - Financial plans that outline expected revenues and expenditures

2. Key performance Indicators - Specific metrics used to measure performance against strategic goals

3. Balanced Scorecard - Management tool that provides a comprehensive view or organizational performance

4. Adults - Examinations or an organization’s financial statements processes and operations

5. Management by Objectives - Managers and employees set specific objectives that align with organizational goals

6. Statistical Quality Control - Using statistical methods to monitor and control processes

What are the 6 steps of the Management by Objectives (MOB) process?

1. Define organizational goals

2. Define employee objectives

3. Continuous monitoring performance and progress

4. Performance evaluation

5. Providing feedback

6. Performance appraisal