directing Flashcards by Riyo Keisham

What does directing mean in the context of management?

Directing refers to the process of instructing, guiding, counselling, motivating, and leading people in the organisation to achieve its objectives.

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What are the key functions of directing?

Instructing
Guiding
Counselling
Motivating
Leading

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True or False: Directing is a one-time process in an organization.

False

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At which levels of management does directing take place?

Directing takes place at every level of management, from top executive to supervisor.

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What is the significance of directing in an organization?

Initiates action towards objectives
Integrates employee efforts
Guides employees to realize their potential
Facilitates changes
Brings stability and balance

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List the elements of direction.

Supervision
Motivation
Leadership
Communication

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How can supervision be understood?

Supervision can be understood as both an element of directing and as a function performed by supervisors.

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What is the role of a supervisor?

Maintains contact with employees
Acts as a link between workers and management
Ensures performance according to targets
Provides on-the-job training
Analyzes work and gives feedback

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Define ‘motive’.

A motive is an inner state that energizes, activates, or directs behavior towards goals.

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What is the definition of motivation?

Motivation is the process of stimulating people to action to accomplish desired goals.

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Fill in the blank: A _______ is a technique used to motivate people in an organisation.

[motivator]

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What are the features of motivation?

Internal feeling
Produces goal-directed behavior
Can be positive or negative
Complex process due to heterogeneous expectations

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What is Maslow’s Need Hierarchy Theory?

A theory that outlines human needs in a hierarchical order, starting from basic physiological needs to self-actualization needs.

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List the levels of Maslow’s Need Hierarchy.

Basic Physiological Needs
Safety/Security Needs
Affiliation/Belonging Needs
Esteem Needs
Self-Actualization Needs

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What are financial incentives?

Incentives in direct monetary form that motivate people for better performance.

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Give examples of financial incentives.

Pay and allowances
Productivity linked wage incentives
Bonus
Profit sharing
Co-partnership/Stock option
Retirement benefits
Perquisites

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What is job enrichment?

Designing jobs that include greater variety of work content, higher knowledge requirements, and more autonomy.

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List qualities of a good leader.

Physical features
Knowledge
Integrity
Initiative
Communication skills
Motivation skills
Self-confidence
Decisiveness
Social skills

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What are the elements of the communication process?

Sender
Message
Encoding
Media
Decoding
Receiver
Feedback
Noise

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True or False: Informal communication follows official channels.

False

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What are semantic barriers in communication?

Badly expressed message
Symbols with different meanings
Faulty translations
Unclarified assumptions
Technical jargon
Body language and gesture decoding

What is upward communication?

The flow of communication from subordinate to superior.

What is downward communication?

Communication from a superior to subordinate.

Fill in the blank: _______ refers to communication that takes place without following formal lines.

[Informal communication]

What role does a supervisor play in maintaining group unity?

A supervisor plays a key role in maintaining group unity among workers.

What is the importance of motivation in reducing absenteeism?

Motivation helps address reasons for absenteeism such as bad working conditions and inadequate rewards.

What does a boss mean when instructing a subordinate to 'Take care of our guest'?

It means to take care of transport, food, and accommodation of the guest.

What is technical jargon?

Specialized language used by experts that may not be understood by non-specialists.

Why is body language important in communication?

Body movements and gestures significantly impact how messages are conveyed and perceived.

What psychological barrier affects communication when a person is worried?

A worried person cannot communicate properly.

What is premature evaluation in communication?

Evaluating the meaning of a message before the sender completes it, often due to preconceived notions.

How does lack of attention act as a psychological barrier?

A pre-occupied mind leads to non-listening, hindering effective communication.

What is loss by transmission in communication?

Loss or distortion of information as a message passes through various levels.

What does distrust between communicator and communicatee represent?

It acts as a barrier to effective communication.

What organizational factors can act as barriers to communication?

Factors related to structure, authority relationships, rules, and regulations.

How can organizational policy impact communication?

If the policy is not supportive of free communication, it can hamper effectiveness.

What are rigid rules and cumbersome procedures considered in communication?

Hurdles to effective communication.

What effect does the status of a superior have on communication?

It can create psychological distance between superiors and subordinates.

How does complexity in organizational structure affect communication?

It can lead to delays and distortions in communication.

What role do organizational facilities play in communication?

Facilities for smooth communication encourage the free flow of information.

What personal factors can influence effective communication?

Fear of challenge to authority, lack of confidence in subordinates, and unwillingness to communicate.

How can fear of challenge to authority act as a barrier?

Superiors may withhold communication if it threatens their authority.

What happens if superiors lack confidence in their subordinates?

They may not seek their advice or opinions.

What is a lack of proper incentives in communication?

No motivation for communication may lead to inaction from subordinates.

What should be clarified before communication?

The ideas and problems to be communicated should be clear in all perspectives.

How should communication be tailored?

It should be according to the needs and understanding levels of the receiver.

Why is it beneficial to consult others before communicating?

It helps gain acceptance and cooperation from subordinates.

What aspects of a message should a communicator be aware of?

Language, tone, content, and the manner of communication.

What is essential to ensure effective communication?

Proper feedback should be obtained, often by asking questions.

What should communication aim for besides present needs?

Future goals of the enterprise.

What is the importance of follow-up communications?

Regular follow-up ensures instructions are understood and adhered to.

What character trait should a manager possess for effective communication?

Being a good listener.