third assignment

MOHANDAS COLLEGE OF ENGINEERING AND TECHNOLOGY

Second Semester MCA

Principles of Management

Assignment -3(i)

Max. Marks: 30                                                                                                           10-09-2012

Date of Submission:    28-09-2012

GROUP I

1.       Describe any 4 on the job training techniques.                                                                                 (5)

2.       Explain the pre requisites of a good recruitment policy in an IT organization.                          (5)              

3.       Write in brief about performance appraisal process.                                                                      (5)

4.       Write in short on variables determining manpower forecasting.                                                 (5)

5.       Define Transfer? Write in short on any 2 types of transfer technique.                                        (5)

6.      Explain career planning process.                                                                                                           (5)

GROUP II

1.     Describe any 4 off the job training techniques.                                                                  (5)

2.     Explain the recruitment technique in a global I.T. firm.                                         (5)

3.     Critically evaluate any 3 performance appraisal techniques.                                             (5)

4.     Explain any 3 techniques used for manpower forecasting.                                                (5)

5.     Differentiate between Promotion and Demotion.                                                  (5)

6.     Define Induction.                                                                                                       (5)

TYPES OF AUTHORITY

In an organization, there are three types of authority.

·        Line authority gives a manager the right to direct the work of his or her employees and make many decisions without consulting others. Line managers are always in charge of essential activities such as sales, and they are authorized to issue orders to subordinates down the chain of command.

·        Staff authority supports line authority by advising, servicing, and assisting, but this type of authority is typically limited. For example, the assistant to the department head has staff authority because he or she acts as an extension of that authority. These assistants can give advice and suggestions, but they don't have to be obeyed. The department head may also give the assistant the authority to act, such as the right to sign off on expense reports or memos. In such cases, the directives are given under the line authority of the boss.

·        Functional authority is authority delegated to an individual or department over specific activities undertaken by personnel in other departments. Staff managers may have functional authority, meaning that they can issue orders down the chain of command within the very narrow limits of their authority. For example, supervisors in a manufacturing plant may find that their immediate bosses have line authority over them, but that someone in corporate headquarters may also have line authority over some of their activities or decisions.

Functional Authority is given to a line or staff manager to do a specific job. When the job is completed, the authority is taken back.

For e.g. The normal job of the Marketing manager is to sell the products of the company. The Managing Director (MD) may give him authority to conduct a New Year Party for the full company. This authority is called Functional Authority. So, functional authority is given to a manager to do a specific job. This job is not his normal job. When he is doing this new job, he may or may not do his normal job. The manager already has a line or staff authority to do his normal job. Thus, Functional authority is an additional authority given to him to do the new job. When this new job is completed, the functional authority is taken away, and he has to go back to his normal job.

Functional Authority is different from Line Authority because line authority is given only for one particular department. For e.g. A Production manager is given line authority only for the production department. However, Functional Authority may be given for a particular department or for the full organisation. For e.g. In the first example, the Marketing manager is given functional authority to conduct a new year party for the full organisation. So, Functional Authority is not restricted to a particular department.

Functional authority is also different from staff authority. This is because the manager that has staff authority cannot do anything. He can only give advice and service. However, the manager that has functional authority can do something. Here, functional authority is similar to line authority. In fact, it is a type of limited line authority.

Features of Functional Authority

The characteristics or features of functional authority are:-

Functional authority is given to a manager to perform a specific function.

The manager may be a line manager or a staff manager. But mostly functional authority is given to a staff manager.

It is not limited to a particular department. It may even cover the full organisation.

It is an additional authority. It is given to a manager in addition to his normal (line or staff) authority.

It is removed when the work is completed.

Advantages of Functional Authority

The importance or merits or advantages of functional authority are:-

The specific function is given to another manager. So, the line manager can concentrate on his regular job.

The specific function is performed by an expert. So, it will be done efficiently.

The service of the staff managers will be utilised fully for the benefit of the organisation.

It is suitable for large organisations.

The authority and responsibility is well-defined.

TYPES OF ORGANIZATION STRUCTURES(EXCEPT LINE STRUCTURE)

Line and Staff Organization Structure

What?

A pattern in which staff specialists advice line managers to perform their duties.

Why?

When the work of an executive(line manager) increases, its performance requires services of specialists in an area.

What staff can do?

Right to recommend ,advice ( IT Advisor, Economic Advisor, National Security Advisor)

Figure:

Merits

·        Planned specialization

                              Principle of specialization

Line manager responsible for operations which will achieve organizations objectives

Staff people provide expert advice on their field

·        Quality Decisions

Because managers takes decision after discussing with expert staff

·        Prospect for personnel growth

Opportunity for staff to concentrate in his area.

·        Training ground for personnel

Staff person do the job in which he is specialized.

Line manager observes how staff he is doing the job.

Demerits            

Lack of well defined authority

Line and staff conflicts

Suitability

Suitable for large organizations where specialization of activities is required.

Its success depends on harmony between Line and Staff people, clarity in Line of Authority, interpersonal contact of executives.

Functional Organization structure

It is created by grouping activities on basis of functions required for achieving the objective.

All functions are classified into basic, secondary etc.

Example: Production, Marketing, Finance, Personnel.

Marketing department can be sub divided in to Market Research, Advertising, and Sales

etc.

Characteristics

Whole activities of Organization are divided in to various functions based on type of work – Specialization by function.

Each functional area is put under one executive or specialist.

To take a decision related to particular function, consult the functional specialists.

Specialists have independence.

Advantages

Ensure division of labor and specialization

Quick decision making (consult functional head)

Limitation of one man control under line organization is removed

High degree of control and coordination of functions because all work of one kind is under one manager.

Promotes professional achievement as a person is restricted to his own area of specialization

Bring order and clarity in organization by prescribing what is expected from each subordinate.

Disadvantages

Responsibility for ultimate product

Here each department focuses on contribution on their area not on complete product.

Slow decision making- consult each department head

Line and staff and interdepartmental conflict

Divisional Organization Structure

Organization is divided into different autonomous units. Each unit is self contained and it has separate resources/ functional units to operate independent of others. Ie. Each unit has its own manufacturing; marketing etc. each unit is headed by a manager.

Basis of Departmentation

Product divisionalization

Product structure groups employees together based upon specific products produced by the company. An example of this would be a company that produces three distinct products, "product a", "product b", and "product c". This company would have a separate division for each product.

Example: Reliance Industries Limited has no of product divisions. : textiles,chemical ,oil and gas,polymers.

Territorial divisionalization

Here each organization may have regional offices operating in different areas. They may be established as separate units. Each regional office has its own set of functional departments.

Project Organization Structure

Here divisions or units are based on projects. There will be separate units for each project. When a project is completed, that unit/division may disappear.

Difference between Divisional and Project structure

In divisional various units are created on permanent basis, but in project structure units are created on temporary basis, ie: depend on life time of the project.

There will be a project manager for each project. He prescribes “what is to be done, when it is to be done, how much resources are required”.

The functional personnel are taken from various departments and functional managers decide who will perform the task and how it will be done.

 Project  manager has the responsibility for completing the project.

He doesn’t have the vertical authority on personnel from various functional departments.

Matrix Organization structure

Combination of functional and product structure

 A matrix organization frequently uses teams of employees to accomplish work, in order to take advantage of the strengths, as well as make up for the weaknesses.

An example would be a company that produces two products, "product a" and "product b". Using the matrix structure, this company would organize functions within the company as follows: "product a" sales department, "product a" customer service department, "product a" accounting, "product b" sales department, "product b" customer service department, "product b" accounting department

ORGANIZATION STRUCTURE

Organization structure

Definition

§  Formal relationships among various tasks, activities and people in the organization.

§  Framework  in which an organization arranges its authority , responsibility

Factors affecting Organization structure

1. Size

Small organization

                        Its structure can be simple/ no formal organization structure.

                        No specified job functions.

                         Individuals simply perform tasks based on their likes, dislikes, ability.

                        Rules and guidelines are not established

                        Small organizations are very often organic(respond to environment change) systems.

Large organizations

                        More complicated its structure.

                        More formal work assignments.

Some delegation of authority. 

Tasks are highly specialized.

Detailed rules and guidelines dictate work procedures. 

Superior subordinate relationship communication occurs through Authority, Responsibility

2.    Strategy

How an organization is going to position itself in the market in terms of its product is considered its strategy

2 Strategies  

a)    Differentiation  strategy

Always the first on the market with the newest and best product

b)    Cost -leadership strategy

Produce a product already on the market more efficiently and more cost effectively

3.    Environment

a)    Stable environment

The customers' desires are well understood and probably will remain consistent for a relatively long time.

Examples include manufacturers of items such as detergent, cleaning supplies, and paper products.

Here mechanistic structures would be advantageous.

b)    Dynamic environment

The customers’ desires are continuously changing.

Example of an industry functioning in a dynamic environment is electronics.

Technology changes, so do the desires of consumers.

Here organic structures would be advantageous.

4.    Technology

Types of technology involved in production

a)    Unit production

It refers to production of individual items tailored to a customers specifications.

Example: custom-made garments.

b)    Mass production

It refers to a large number of uniform goods in an assembly-line system. Workers are highly dependent on one another, as the product passes from stage to stage until completion.

Example: manufacturing of machine parts

c)     Process production

It refers to the production of materials that are sold by weight or volume.

                                    Example: chemicals

                                    Manpower increases from unit to mass production, span of management increases.

But if information technology is to be used, manpower requirement may decrease bcz of the work done by the computer. 

MOTIVATION

Motivation

Organizations objectives

Activities to achieve the objectives

Managers should try hard to make the employee do the activities to achieve the objectives.

Performance = Ability X Motivation

Motive is defined as needs, wants, drives, impulse etc within the individual.

Definition of motivation

Motivation means a process of stimulating/energizing people to accomplish the desired goals.

Motivation refers to the way in which drives, desires, aspiration, and strivings and needs direct, control or explain the behavior of human beings.

Motivation is an instrument in the hands of managers for inspiring and creating confidence in the workforce that they are capable of achieving good results.

Example for motivator: Money, Job security, Responsibility, Recognition, Possibility of Growth and Development, Suggestion scheme

Importance of Motivation

Helps in realizing organizational goals

Helps in increasing productivity

Helps in Reducing employees turnover and absenteeism

Helps in maintaining good industrial relations

Helps in getting right personnel

Helps in reducing employee grievances

Motivation theories

1. Abraham Maslow’s Hierarchy of Needs Theory

1.      Physiological needs

Basic needs for sustaining human life.

Food , shelter, water, sleep etc.

Basic needs motivate people to do the job

2.      Security of Safety needs

Fear of losing job, physical danger, pension

3.      Affiliation or Acceptance needs

As a social being, people want to be accepted by others in the society.

4.      Esteem needs

Power, prestige, status, self – confidence

5.      Need for self-actualization

Highest need in hierarchy.

Desire to become what one is capable of becoming.

To maximize one’s potential and to accomplish something.

2.      Herzberg two-factor theory - Motivation-hygiene approach to motivation

dissatisfiers /maintenance /hygiene factors

The presence will not motivate you, but the absence will dissatisfy you.

Eg: Salary, job security, working condition, company policy,  administration, status, interpersonal relationships

motivator/satisfier- the presence will satisfy/ motivate you

Eg: Achievement, recognition, challenging work, advancement, growth in job.

Comparison of Maslow’s need hierarchy and Herzberg’s 2 factor theory

Figure:

3.      Equity theory(compare/equate himself with others based on fairness of reward relative to inputs)

Individual’s judgment about the fairness of reward he got relative to inputs in comparison with reward of other.

Inputs are effort, education, and experience

Outcomes by a person/inputs by a person ==  Outcomes by a person/inputs by another person

If people feel they are inequitably (irregular, disproportionate) rewarded, they may be dissatisfied and reduce the quantity / quality of output/or may leave the organization., ask for a greater reward.

If people If people feel they are equitably (fairly) rewarded, they will continue at same level of output.

If people feel that the rewards are greater than equitable, they may work harder.

                                                                                                                

4. McClelland Needs theory of motivation

Need for power

               Power is needed for exercising influence and control over others

Need for affiliation

As a social being, people want to be accepted by others in the society/no one should reject them.

Need for Achievement

Intense desire for success and intense fear of failure.

They set difficult goals , assume personal responsibility for getting a job done, restless, like to work long hours

5.      McGregors Theory X and Theory Y

Assumptions about humans 2 predict the behavior of employees.

Theory X - Authoritarian Style

Theory Y - Participative management style

6.      Vroom’s Expectancy theory

Force=valence*expectancy

Force- strength of a person motivation

Valence- value they place on the outcome of their effort./ chance he sees of achieving that goal.

s2 mca pom first series marks

FORECASTING TECHNIQUES