IGNOU : M.COM : MCO 1 : UNIT 1 : Q - 4. Explain various functions and roles of managers. How are they useful in enhancing the efficiency of the organisation ?

Ans.   FUNCTIONS OF MANAGERS

 Managers perform certain functions and certain roles. Though the terms function and role are used interchangeably, there is technical difference between these two terms. Functions of a manager include the assigned tasks according to the authority level as well according to the job description of the position of the manager. On the other hand roles indicate what a manager is expected to do as a person of conscientiousness. Let us learn some important functions of managers. 

Main functions of managers include following activities: 

• Planning (including creating vision, mission, goal setting, setting objectives)
• Organising
• Staffing
• Directing
• Communicating
• Decision making
• Controlling.    

 Let us describe them briefly. 

Planning : The planning function includes those activities, which lead to the definition of ends and the determination of appropriate means to achieve the defined ends. Planning is the process by which a manager anticipates the future and discovers alternative courses of action open to him. 

Vision refers to creating and articulating a realistic, credible, attractive position of the future of an organisation or organisational unit that grows out of and improves upon the present situation. Mission refers to the broad purpose that the society expects the organisation to serve. Mission statements are broad and value-driven. 

Goals refer to a future state or condition which contributes to the fulfilment of the mission of the organisation; when they are realized. The goal is relatively more concrete than mission yet less concrete than objectives. 

Objectives are derived from goals and are ordinary short-run, specific milestones towards goals. 

Organising : Organising is the process by which the structure and allocation of jobs are determined. The organising function includes all managerial activities, which are undertaken to translate the required activities of plans into a structure of tasks and authority. The organising function involves four sub-functions: 

• Defining the nature and content of each job in the organisation; 
• Determining the bases for grouping the jobs together
• Deciding the size of the group
• Delegating authority to the assigned manager. 

Staffing : It is the process by which managers select, train, promote, and retire subordinates. Staffing is concerned with entire human resource planning activities done by managers. 

Directing : It is the process by which actual performance of subordinates is guided toward common goals. Supervising is one aspect of this function at lower levels of management. 

Communicating : It is the process by which ideas are transmitted to others for the purpose of achieving a desired result. 

Decision-making : It is the process by which a course of action is consciously chosen from available alternatives for the purpose of achieving a desired result. 

Controlling : It is the process that measures current performance and guides it toward some predetermined goal. The controlling function includes activities, which managers undertake to assure that actual outcomes are consistent with planned outcomes. Three basic conditions must exist to undertake control: 

• Standards
• Information
• Corrective action. 

As explained earlier, functions of a manager directly emerge from the authority of his position as well as from the job description of the position held by the manager.

ROLES OF MANAGERS

Henry Mintzberg has identified ten roles (clubbed under three broad categories) of managers. The roles of managers are as follow:

          Interpersonal Roles

• Leading
• Liaison
• Symbol/Figurehead 

In their interpersonal roles, managers act as figurehead, lead, and interact with members of the organisation, within the department or outside the department. Now let us understand the three roles: leading, liaison, and symbol/figurehead. 

Leading is one of the important roles of a manager. A manager supervises a number of persons reporting to him/her. The manager is responsible for motivating and directing the subordinates. Through the role of leading, a manager helps subordinates to visualize the plan of action, and helps them to achieve the result through committed performance. 

Liaison is another role of a manager. Liaison means maintaining a network of interaction with outsiders who matter. For example a manager heading a production unit need to maintain relationship with external members of the board, regulating authorities, government officials, police force, civil authorities etc. Through this role a manager establishes contact with those who matter in managing the activities at hand. 

A manager is the symbolic head of a firm, or of an unit, or of a department. You are aware of the role of the head of a family. In the same way, a manager symbolizes the role of figurehead because he/she has to perform a number of duties of legal or social nature. 

          Informational Roles

• Monitoring
• Sharing information
• Spokesperson 

In their informational roles, managers seek information from others, provide information to others, and provide information to people outside the organisation, in the capacity of representative of the organisation. Now let us understand the three roles: monitoring, sharing information, and spokesperson. 

A manager acts as nerve center for receiving all the external and internal information. Through the role of monitoring, a manager receives information. The manager utilizes such information appropriately. 

Once a manager has gathered information, he/she needs to share information among internal employees for proper execution of work. Through meeting, e-mail, circular, notice, office order etc. a manager acts as disseminator of information particularly to subordinates. 

As a spokesperson, a manager is authorized to share information about the organisation to outsiders. The manager may share information with outsiders about plans, strategies, and future direction of the organisation. The sharing of information may be through conference, meeting the press, board meeting, interview etc. 

           Decisional Roles 

• Taking initiative
• Handling disagreement
• Allocating resources
• Negotiating 

In their decisional roles, managers take proactive actions, sort out differences in opinion amicably, allocate resources to various departments in optimum way, and negotiate implementation of new projects. Now let us understand the four roles: taking initiative, handling disagreement, allocating resources, and negotiating. 

A manager is required to take initiative and should lead from the front. A manager analyzes the future opportunities in the business, evaluates alternative opportunities, analyzes internal strength and weaknesses of the organisation, and also calculates risks before implementing a new idea. In a way a manager need to explore business opportunities through entrepreneurial skills. 

Always going is not smooth in an organisation. At times due to various dissatisfactions among the subordinates, conflicts may arise. A manager is responsible for handling conflict and disturbances in a way that would reestablish the confidence of subordinates as well as good productive culture. Disagreements are handled through periodical meetings, review sessions, collective bargaining, grievance handling machinery etc. 

Manager is custodian of organisational resource. He/she has to allocate resources to various departments in optimum way. For allocating resources the manager has to do budgeting, scheduling of tasks, authorization and sanctioning of resource, and approving of significant organisational decisions. 

Negotiating is also an important role of a manager. Sometime manager has to negotiate with internal employees on the matter related to rights, benefits, and sharing of revenue. This is done through internal bargaining. Sometime negotiation is tripartite including, the management, the employees, and the appropriate government (Central or the State Government). Negotiation is also done on matter related to contract assignment, purchase of material etc. A manager plays important role in these activities.