Revision Flashcards
1
Q
What is Planning?
A
Planning is deciding in advance what to do, how to do it, when to do it, and who will do it to achieve organizational goals.
2
Q
What are the features of planning?
A
- Goal-Oriented – Focuses on objectives.
- Primary Function of Management – First step in management.
- Pervasive – Required at all levels.
- Continuous – Ongoing process.
- Futuristic – Based on future predictions.
- Decision-Making – Choosing the best course of action.
- Mental Exercise – Requires thinking and analysis.
Mnemonic: Make Free or Discounted APP Carefully
3
Q
What is the importance of planning?
A
- Provides direction – Guides employees.
- Reduces uncertainty – Anticipates risks.
- Reduces overlapping & wasteful activities – Avoids duplication.
- Encourages innovation – Promotes creative ideas.
- Facilitates decision-making – Provides alternatives.
- Establishes standards for control – Helps in performance evaluation.
4
Q
What are the limitations of planning?
A
- Leads to rigidity – Fixed rules may limit flexibility.
- May not work in a dynamic environment – External factors change frequently.
- Reduces creativity – Limits freedom of employees.
- Involves high cost – Time and resources needed.
- Time-consuming – Delays action.
- Does not guarantee success – Planning alone is not enough.
5
Q
What are the steps in the planning process?
A
- Setting objectives – Defining goals.
- Developing premises – Making assumptions about the future.
- Identifying alternative courses of action – Finding different ways to achieve goals.
- Evaluating alternatives – Comparing benefits and risks.
- Selecting the best alternative – Choosing the most suitable option.
- Implementing the plan – Putting it into action.
- Follow-up action – Monitoring progress and making adjustments.
Mnemonic: Slow Driving Is Easy and Safe. I Follow.
6
Q
What are the types of plans?
A
Single-use plans (used once) and Standing plans (used repeatedly).
7
Q
What are Single-use plans?
A
Plans for one-time use like projects or events. Example: Launching a new product.
8
Q
What are Standing plans?
A
Policies, procedures, and rules used repeatedly in an organization.
9
Q
What are the types of Standing Plans?
A
- Objectives – Targets to be achieved.
- Strategy – Action plan for competition.
- Policy – Guidelines for decision-making.
- Procedure – Steps for tasks.
- Method – Specific way of performing a task.
- Rule – Strict guideline for behavior.
- Budget – Financial plan.
- Programme – Detailed action plan.
10
Q
What are Objectives in planning?
A
End results that an organization wants to achieve.
11
Q
What is Strategy in planning?
A
A broad action plan for competing and achieving long-term goals.
12
Q
What is Policy in planning?
A
A general guideline that helps in decision-making. Example: Hiring policy.
13
Q
What is Procedure in planning?
A
A step-by-step process for performing activities.
14
Q
What is Method in planning?
A
A specific technique used to complete a task.
15
Q
What is Rule in planning?
A
A strict guideline that must be followed. Example: No smoking in the office.
16
Q
What is Budget in planning?
A
A financial plan showing expected income and expenses.
17
Q
What is Programme in planning?
A
A detailed plan of action to achieve a goal. Example: Marketing campaign.
18
Q
What are the differences between Single-use and Standing plans?
A
Basis | Single-use Plan | Standing Plan |
|————|—————-|————–|
| Purpose | For one-time use | Used repeatedly |
| Example | New product launch | Recruitment policy |
| Time Frame | Short-term | Long-term |
19
Q
Why do organizations need planning?
A
To ensure efficient use of resources, reduce risks, and achieve goals effectively.
20
Q
How does planning help in decision-making?
A
By providing alternatives and helping managers choose the best course of action.
21
Q
How does planning reduce uncertainty?
A
It helps businesses prepare for future challenges and risks.
22
Q
Why is planning considered a mental exercise?
A
It involves thinking, analyzing, and predicting future actions.
23
Q
How does planning increase efficiency?
A
It reduces waste, duplication of efforts, and confusion.
24
Q
What is the relationship between planning and controlling?
A
Planning sets goals, and controlling ensures they are achieved.
25
How does planning help in innovation?
It encourages new ideas and creative solutions.
26
What is organising in management?
Organising is the process of identifying and grouping activities, assigning duties, and establishing authority relationships to achieve organisational goals.
27
What are the two main perspectives of organising?
1. As a Process: Coordination of activities to achieve objectives.
2. As a Structure: Framework defining job roles and relationships.
28
What are the steps in the organising process?
1. Identification and division of work – Breaking down tasks.
2. Departmentalisation – Grouping related tasks together.
3. Assignment of duties – Allocating responsibilities.
4. Establishing reporting relationships – Defining authority structure.
29
Why is organising important?
- Leads to specialisation and efficiency.
- Defines authority-responsibility relationships to avoid confusion.
- Ensures optimum resource utilisation (human, material, financial).
- Facilitates adaptation to change in business environment.
- Supports growth and expansion of the business.
30
What are the two main types of organisational structures?
1. Functional Structure – Employees are grouped based on similar job functions.
2. Divisional Structure – Employees are grouped based on products, regions, or customers.
31
What are the advantages of a functional structure?
- Promotes specialisation.
- Better control and coordination within departments.
- Leads to economies of scale (cost reduction).
- Efficient training for employees.
32
What are the disadvantages of a functional structure?
- Lack of coordination between departments.
- Focus on department goals rather than organisation goals.
- Rigid and inflexible structure.
33
What are the advantages of a divisional structure?
- Product specialisation improves efficiency.
- Quick decision-making.
- Encourages growth and expansion.
- Increases accountability for performance.
34
What are the disadvantages of a divisional structure?
- Duplication of resources increases cost.
- Conflict between divisions over resources.
- Focus on division’s profit rather than overall company goals.
35
What is the difference between formal and informal organisation?
- Formal Organisation – Designed by management with specific roles and responsibilities.
- Informal Organisation – Unofficial social interactions among employees.
36
What are the advantages of a formal organisation?
- Clearly defined roles and authority.
- Fixes responsibility for tasks.
- Ensures discipline and coordination.
37
What are the disadvantages of a formal organisation?
- Rigid structure may reduce flexibility.
- Slower decision-making due to hierarchy.
- Ignores social interactions among employees.
38
What are the advantages of an informal organisation?
- Faster communication.
- Fulfills social needs of employees.
- Compensates for weaknesses in formal organisation.
39
What are the disadvantages of an informal organisation?
- Spreads rumours and misinformation.
- Resistance to change if against group interests.
- Lack of accountability.
40
What is delegation in management?
Delegation is the process of transferring authority from a superior to a subordinate.
41
What are the three elements of delegation?
1. Authority – Right to make decisions.
2. Responsibility – Obligation to complete a task.
3. Accountability – Being answerable for outcomes.
42
Why is delegation important?
- Improves managerial efficiency.
- Encourages employee development.
- Helps in quick decision-making.
- Facilitates business growth.
43
What is decentralisation?
Decentralisation is the process of transferring decision-making authority to lower levels of management.
44
What are the benefits of decentralisation?
- Encourages initiative among subordinates.
- Promotes managerial talent.
- Faster decision-making at lower levels.
- Reduces burden on top management.
- Improves flexibility and adaptability.
45
What is the difference between delegation and decentralisation?
- Delegation: Authority is given to one subordinate by a manager.
- Decentralisation: Authority is distributed to multiple levels in the organisation.
46
What factors affect the degree of decentralisation?
- Cost of decisions – Higher cost decisions require centralisation.
- Size of the organisation – Large firms need decentralisation.
- Competency of subordinates – More capable employees allow decentralisation.
- Technology & environment – Rapid changes require decentralisation for flexibility.
47
What is staffing in management?
Staffing is the managerial function of hiring and developing employees to fill organisational roles effectively.
48
What are the features of staffing?
1. Integral part of management – Essential for all organisations.
2. Pervasive function – Required at all levels and departments.
3. Continuous process – Staffing is an ongoing activity.
4. Wide scope – Includes recruitment, training, performance appraisal, etc.
49
Why is staffing important?
- Ensures the right people are in the right jobs.
- Increases efficiency and productivity.
- Reduces employee turnover by improving job satisfaction.
- Helps in the growth and survival of the organisation.
- Ensures optimum use of human resources.
50
What are the steps in the staffing process?
1. Estimating manpower requirements – Forecasting the number and type of employees needed.
2. Recruitment – Finding and attracting potential candidates.
3. Selection – Choosing the most suitable candidate.
4. Placement and Orientation – Introducing the employee to the organisation.
5. Training and Development – Enhancing skills and knowledge.
6. Performance Appraisal – Evaluating employee performance.
7. Promotion and Career Planning – Providing growth opportunities.
8. Compensation – Deciding salary, benefits, and incentives.
51
What is human resource management (HRM)?
HRM is the process of managing people in an organisation, including recruitment, training, motivation, and performance management.
52
What are the functions of HRM?
- Recruitment and selection of employees.
- Training and development of workforce.
- Performance appraisal and promotions.
- Maintaining employee relations and resolving conflicts.
- Ensuring compliance with labour laws.
53
What is recruitment?
Recruitment is the process of searching for and attracting potential candidates for job vacancies.
54
What are the sources of recruitment?
1. Internal Sources (Hiring from within the organisation):
- Promotion – Upgrading an existing employee.
- Transfer – Moving an employee to a different department.
2. External Sources (Hiring from outside the organisation):
- Direct recruitment – Job notices, walk-ins.
- Employment exchanges – Government agencies for hiring.
- Placement agencies – Private firms helping in recruitment.
- Campus recruitment – Hiring from colleges/universities.
- Web recruitment – Online job portals.
55
What are the advantages of internal recruitment?
- Cost-effective – Saves money on advertising and hiring.
- Boosts employee morale – Provides growth opportunities.
- Faster selection – Employees are already familiar with the organisation.
56
What are the disadvantages of internal recruitment?
- Limited talent pool – No new ideas or skills.
- Employee jealousy – May cause conflicts.
- Overburdening – May create workforce gaps in other departments.
57
What are the advantages of external recruitment?
- Brings in fresh talent and new ideas.
- Encourages competition and innovation.
- Widens the selection pool for better candidates.
58
What are the disadvantages of external recruitment?
- Time-consuming – Screening and selection take longer.
- Expensive – Advertising and hiring costs are high.
- Higher risk – New employees may not fit well into the organisation.
59
What is selection in staffing?
Selection is the process of choosing the most suitable candidate for a job from the pool of applicants.
60
What are the steps in the selection process?
1. Preliminary screening – Initial filtering of applications.
2. Selection tests – Aptitude, personality, technical tests.
3. Employment interview – Face-to-face interaction with candidates.
4. Reference and background check – Verifying past employment records.
5. Selection decision – Final approval of the candidate.
6. Medical examination – Health check-up if required.
7. Job offer – Issuing an appointment letter.
8. Contract of employment – Signing of terms and conditions.
61
What is training and development?
Training is the process of enhancing employees' skills, while development focuses on their overall career growth.
62
What are the types of training methods?
1. On-the-job training (OJT):
- Apprenticeship – Learning under a senior worker.
- Internship – Gaining work experience while studying.
- Induction training – Familiarising new employees with the organisation.
2. Off-the-job training:
- Vestibule training – Simulated work environment.
- Classroom training – Learning through lectures and case studies.
63
What are the benefits of training to the organisation?
- Increases efficiency and productivity.
- Reduces mistakes and accidents.
- Boosts employee morale and motivation.
- Prepares employees for higher responsibilities.
64
What are the benefits of training to employees?
- Improves job performance and skills.
- Enhances career growth opportunities.
- Increases job satisfaction and confidence.
- Helps in adapting to new technologies.
65
What is performance appraisal?
Performance appraisal is the evaluation of an employee’s job performance to determine promotions, salary increases, and training needs.
66
What are the methods of performance appraisal?
1. Ranking method – Employees are ranked from best to worst.
2. Rating scales – Employees are rated on a scale (e.g., 1 to 5).
3. 360-degree feedback – Performance feedback from multiple sources (superiors, peers, subordinates).
67
What is promotion in staffing?
Promotion is the advancement of an employee to a higher position with more responsibilities and better pay.
68
What is compensation?
Compensation is the total financial and non-financial rewards given to an employee in return for their work.
69
What are the components of compensation?
- Basic salary
- Allowances (HRA, travel, medical, etc.)
- Bonuses and incentives
- Retirement benefits (PF, gratuity)
70
What is directing in management?
Directing is the process of instructing, guiding, motivating, and leading employees to achieve organisational objectives.
71
What are the features of directing?
1. Initiates action – Directing starts the actual execution of plans.
2. Continuous process – It is required at all times.
3. Pervasive function – Present at all managerial levels.
4. Human-centric – Focuses on managing people.
5. Facilitates coordination – Aligns individual efforts with organisational goals.
72
What is the importance of directing?
- Ensures action – Transforms plans into action.
- Integrates employees' efforts – Ensures harmony in the organisation.
- Enhances motivation – Encourages employees to work efficiently.
- Facilitates organisational change – Helps employees adapt to new situations.
- Ensures stability and balance – Promotes team spirit and cooperation.
73
What are the elements of directing?
1. Motivation – Encouraging employees to work towards goals.
2. Leadership – Influencing and guiding employees.
3. Communication – Exchange of ideas and information.
4. Supervision – Overseeing employees’ work.
74
What is motivation?
Motivation is the process of inducing and inspiring employees to work towards organisational goals.
75
What are the features of motivation?
- Internal feeling – Comes from within the person.
- Goal-directed behaviour – Leads to purposeful actions.
- Can be positive or negative – Rewards or punishments.
- Complex process – Influenced by multiple factors.
76
What is Maslow’s Need Hierarchy Theory?
A motivation theory that classifies human needs into five categories:
1. Physiological needs – Food, water, shelter.
2. Safety needs – Job security, financial stability.
3. Social needs – Belongingness, friendships.
4. Esteem needs – Recognition, status.
5. Self-actualisation needs – Personal growth, creativity.
77
What are the types of incentives?
1. Financial incentives – Salary, bonuses, profit-sharing.
2. Non-financial incentives – Recognition, job security, empowerment.
78
What is leadership?
Leadership is the process of influencing and guiding employees towards achieving organisational goals.
79
What are the features of leadership?
- Influences people – Encourages action.
- Brings behavioural change – Shapes attitudes.
- Interpersonal relationship – Requires interaction.
- Continuous process – Ongoing function.
- Goal-oriented – Aims for organisational success.
80
What are the types of leadership styles?
1. Autocratic Leadership – Leader makes all decisions; employees follow orders.
2. Democratic Leadership – Leader involves employees in decision-making.
3. Laissez-faire Leadership – Leader gives full freedom to employees.
81
What is communication?
Communication is the process of exchanging information, ideas, and feelings between individuals to achieve a common understanding.
82
What are the elements of communication?
1. Sender – Person who sends the message.
2. Message – Information being communicated.
3. Encoding – Converting message into symbols.
4. Medium – Channel of communication (email, phone, etc.).
5. Decoding – Interpretation of the message.
6. Receiver – Person who receives the message.
7. Feedback – Response from the receiver.
8. Noise – Any disruption in communication.
83
What are the types of communication?
1. Formal Communication – Official, structured communication.
2. Informal Communication (Grapevine) – Unofficial, social interaction among employees.
84
What are the barriers to effective communication?
1. Semantic barriers – Misinterpretation of words.
2. Psychological barriers – Stress, emotions, lack of attention.
3. Organisational barriers – Complex hierarchy, unclear roles.
4. Personal barriers – Ego clashes, lack of trust.
85
How can we overcome communication barriers?
- Use clear and simple language.
- Encourage active listening.
- Ensure feedback is given.
- Use proper communication channels.
- Promote a positive organisational culture.
86
What is supervision?
Supervision is the process of overseeing and guiding employees to ensure effective performance.
87
What is the importance of supervision?
- Ensures performance standards are met.
- Provides feedback and guidance to employees.
- Improves discipline and coordination.
- Boosts employee morale.
