Solved Question Paper : MGKVP BCA I 2021, Principle of Management ( POM )

Solved Question Paper : MGKVP BCA I 2021, Principle of Management ( POM ) 

Principle of Management

***************************

1.

What do you mean by management explain briefly the objectives of Management.

Answer:

Management can be defined as the process of planning, organizing, directing, and controlling resources (people, finances, materials, etc.) to achieve organizational goals effectively and efficiently. The primary objective of management is to achieve the organization's goals and objectives through the efficient use of resources.

The objectives of management can be broadly classified into three categories, namely:

Organizational Objectives: Management is responsible for setting and achieving organizational objectives. These objectives include maximizing profits, increasing market share, expanding business operations, improving customer satisfaction, and ensuring the long-term survival of the organization.

Social Objectives: Management has a social responsibility to ensure that the organization operates in a socially responsible manner. This includes promoting ethical behavior, protecting the environment, and contributing to the community.

Personal Objectives: Management is responsible for creating a work environment that promotes employee satisfaction and motivation. This includes providing opportunities for personal growth and development, recognizing and rewarding good performance, and ensuring a safe and healthy work environment.

To achieve these objectives, management performs several functions, including planning, organizing, leading, and controlling. These functions are interrelated and work together to achieve the overall goals of the organization.

Planning: The first function of management is planning. Planning involves setting objectives, determining the resources required to achieve those objectives, and developing strategies to achieve them. The planning function sets the direction for the organization and provides a roadmap for achieving its goals.

Organizing: The second function of management is organizing. Organizing involves arranging resources and activities to achieve the objectives set in the planning process. This includes identifying the tasks to be performed, grouping them into departments or teams, and assigning responsibilities to individuals.

 

Leading: The third function of management is leading. Leading involves motivating and directing employees to achieve the organization's objectives. This includes communicating the goals and objectives of the organization, providing guidance and support, and creating a positive work environment.

 

Controlling: The final function of management is controlling. Controlling involves monitoring performance and taking corrective action when necessary. This includes setting performance standards, measuring actual performance, comparing it to the standards, and taking corrective action when there is a deviation from the standards.

 

The primary objective of management is to achieve the goals and objectives of the organization through the efficient and effective use of resources. Management performs several functions, including planning, organizing, leading, and controlling, to achieve these objectives. Management also has social and personal responsibilities, including promoting ethical behavior, protecting the environment, and creating a positive work environment for employees.

/////////////////////////

2.

Discuss briefly various functions of Management.

Answer:

Management is a critical function of any organization, responsible for the effective use of resources to achieve organizational goals. There are several functions of management that are essential to the success of an organization.

 

Planning: Planning is the process of setting objectives and determining the resources required to achieve those objectives. It involves analyzing the current situation, identifying opportunities and threats, and developing strategies to achieve the desired outcomes.

 

Organizing: Organizing involves arranging resources and activities to achieve the objectives set in the planning process. This includes identifying the tasks to be performed, grouping them into departments or teams, and assigning responsibilities to individuals.

 

Leading: Leading involves motivating and directing employees to achieve the organization's objectives. This includes communicating the goals and objectives of the organization, providing guidance and support, and creating a positive work environment.

 

Controlling: Controlling involves monitoring performance and taking corrective action when necessary. This includes setting performance standards, measuring actual performance, comparing it to the standards, and taking corrective action when there is a deviation from the standards.

 

Staffing: Staffing involves the recruitment, selection, and training of employees. It also includes managing employee relations, such as performance evaluations, promotions, and compensation.

 

Directing: Directing is the process of instructing, guiding, and motivating employees to achieve organizational goals. This includes providing feedback, setting expectations, and inspiring employees to perform at their best.

 

Coordinating: Coordinating involves ensuring that all activities and resources are integrated and working together towards achieving the organization's goals. This includes ensuring that all departments are working towards the same objectives and that resources are being used efficiently.

 

Decision-making: Decision-making involves making informed decisions based on available information to achieve the organization's objectives. This includes analyzing data, evaluating alternatives, and selecting the best course of action.

 

The functions of management are critical to the success of any organization. Planning, organizing, leading, controlling, staffing, directing, coordinating, and decision-making are all essential functions that must be performed effectively to achieve organizational goals. By performing these functions well, managers can ensure that their organization is successful and thriving.

///////////////////////

3.

What do you understand by planning write briefly the steps of planning is the context of any business organization.

Answer:

 

Planning is the process of setting goals, identifying the resources required to achieve those goals, and developing a strategy for using those resources effectively. In the context of a business organization, planning is essential for achieving organizational goals and objectives.

 

The steps of planning in the context of a business organization are:

 

Defining goals and objectives: The first step in planning is to define the goals and objectives of the organization. This involves identifying what the organization wants to achieve in the short and long term.

 

Environmental analysis: The second step in planning is to conduct an environmental analysis. This involves analyzing the external and internal environment to identify opportunities and threats.

 

Resource analysis: The third step in planning is to analyze the resources available to the organization. This includes assessing the financial, human, and physical resources available to the organization.

 

Formulating strategies: The fourth step in planning is to formulate strategies to achieve the organizational goals and objectives. This involves developing a plan of action that outlines how the organization will use its resources to achieve its goals.

 

Implementation: The fifth step in planning is to implement the plan. This involves putting the plan into action and allocating resources to the various activities identified in the plan.

 

Monitoring and controlling: The sixth step in planning is to monitor and control the implementation of the plan. This involves tracking progress, comparing actual results to the planned results, and taking corrective action if necessary.

 

Evaluation and feedback: The final step in planning is to evaluate the effectiveness of the plan and provide feedback for future planning. This involves assessing the results of the plan and identifying areas for improvement in future planning processes.

 

Finally we can say that planning is a critical function of any business organization. The steps of planning involve defining goals and objectives, conducting an environmental and resource analysis, formulating strategies, implementation, monitoring and controlling, and evaluation and feedback. By following these steps, organizations can develop effective plans that enable them to achieve their goals and objectives efficiently and effectively.

////////////////////////////////

4.

Discuss concisely the contribution of Henri fayol in management.

Answer:

Henri Fayol (1841-1925) was a French management theorist who made significant contributions to the field of management. He is widely considered as one of the pioneers of modern management theory, alongside Frederick Winslow Taylor.

Fayol's most notable contribution was his development of the "14 Principles of Management" which he presented in his book "General and Industrial Management" in 1916. These principles were based on his observations of successful management practices in various organizations and industries, and they continue to be influential in modern management practices. Some of these principles include:

Division of work - Work should be divided into specialized tasks to increase efficiency and productivity.

Authority and responsibility - Managers must have the authority to give orders, but they also have a responsibility to ensure that those orders are carried out.

Unity of command - Employees should receive orders from only one supervisor to avoid confusion and conflict.

 

Centralization - The degree of centralization of decision-making should depend on the organization's size and complexity.

 

Scalar chain - There should be a clear chain of command from top to bottom in the organization.

 

Fayol also emphasized the importance of managerial skills such as planning, organizing, coordinating, and controlling. He believed that these skills were essential for effective management and that managers needed to possess them to be successful.

 

In addition to his principles of management, Fayol also made important contributions to the field of organizational theory. He believed that organizations could be divided into six functions: technical, commercial, financial, security, accounting, and managerial. He also introduced the concept of "esprit de corps," which refers to the importance of teamwork and unity in organizations.

 

Fayol's contributions have had a lasting impact on management theory and practice. His principles of management have been applied in a wide range of industries and organizations, and his emphasis on managerial skills has helped to shape modern management education. Overall, Henri Fayol's work has helped to establish management as a distinct field of study and has provided a foundation for the development of modern management practices.

///////////////////////

5.

What do you mean by decision making?  Discuss in short the various methods of decision making.

Answer:

Decision making is the process of choosing between different alternatives or courses of action to address a problem or opportunity. It involves identifying the problem, gathering information, analyzing options, and selecting the best option to achieve the desired outcome.

 

There are several methods of decision making, including:

 

Rational decision making: This is a logical and systematic process that involves identifying the problem, gathering relevant information, evaluating alternatives, and selecting the best option based on objective criteria.

 

Intuitive decision making: This method relies on a manager's intuition and experience to quickly identify the best option without a formal process. This approach is often used in situations where there is a high degree of uncertainty or time pressure.

 

Incremental decision making: This method involves making small changes or adjustments to a current approach rather than implementing a completely new one. This approach is often used when the problem is complex or the consequences of a wrong decision are high.

 

Group decision making: This method involves consulting with others to gather different perspectives and ideas. It can be useful for generating more creative and diverse options, but it can also be time-consuming and prone to conflict.

 

Participatory decision making: This method involves involving stakeholders in the decision-making process, particularly those who will be affected by the decision. This approach can improve the quality of the decision and increase buy-in and support from stakeholders.

 

Behavioral decision making: This method considers how individuals make decisions based on their biases, emotions, and cognitive limitations. It emphasizes the importance of understanding the decision-making process and the factors that influence it.

 

The method used will depend on the nature of the problem, the level of risk, the resources available, and the preferences of the decision-makers. It is important to consider the advantages and disadvantages of each method and choose the one that is most appropriate for the situation.

//////////////////////////

6.

Distinguish between line and line and staff organization with an example.

Answer:

Line and staff organization is a common way of organizing people in an organization. The main difference between these two types of organizations is that line organization has a simple, direct chain of command from top to bottom, while staff organization adds an additional layer of support personnel who provide specialized services to line personnel.

 

Line organization has a clear hierarchy with each employee reporting directly to their superior, and with the top level being responsible for the entire organization. It is suitable for small businesses and simple structures where the chain of command is clear and direct. In this type of organization, decisions are made quickly, and employees have clear roles and responsibilities. An example of a line organization is a small retail store where the owner manages the store and all employees report to them.

 

In contrast, staff organization adds a support layer to line personnel who provide specialized services such as legal advice, human resources, marketing, and accounting. Staff personnel do not have direct authority over the line personnel but provide them with the necessary support and advice to perform their duties efficiently. This type of organization is suitable for larger, more complex organizations where the line personnel need specialized knowledge and expertise. An example of a staff organization is a hospital where the doctors and nurses are the line personnel, and the support staff such as accountants, human resources, and IT personnel provide them with the necessary support.

 

In a line and staff organization, the line personnel are responsible for the core functions of the organization, while the staff personnel provide the necessary support and advice. The line personnel have the ultimate responsibility for achieving the organization's goals, while the staff personnel provide them with the necessary resources and expertise. A well-designed line and staff organization can increase the efficiency and effectiveness of an organization by providing the necessary support and advice to line personnel while allowing them to focus on their core duties.

//////////////////////////

7.

What do you mean by direction mention different techniques of direction.

Answer:

In general, when we talk about "direction," we are referring to the path or orientation that an object or person is facing or moving towards. However, the term "direction" can also have different meanings depending on the context.

 

In the context of giving instructions or guiding someone, direction can refer to different techniques or methods of communicating how to get to a destination or complete a task. Some examples of techniques for giving direction include:

 

Verbal direction: This involves using spoken words to guide someone. For example, telling someone to turn left at the next intersection.

 

Written direction: This involves providing written instructions to guide someone. For example, providing a set of directions in a text message or email.

 

Visual direction: This involves using images, maps, or other visual aids to guide someone. For example, pointing to a map or using landmarks to help someone navigate.

 

Gesture direction: This involves using physical gestures to guide someone. For example, pointing in a certain direction or making a circular motion to indicate turning around.

 

GPS direction: This involves using GPS technology to provide turn-by-turn directions to a destination.

///////////////////////

8.

Define motivation explain in short Maslow's Need Hierarchy theory of motivation.

Answer:

Motivation refers to the driving force that leads individuals to act in certain ways, pursue specific goals, or engage in particular behaviors. It is what energizes, directs, and sustains behavior over time.

 

Maslow's Need Hierarchy theory of motivation is a psychological framework that suggests that human needs are organized in a hierarchical order. According to Maslow, human needs can be arranged into five categories, with each level of need building upon the previous one:

 

Physiological needs: These are the basic, biological needs that are essential for survival, such as food, water, shelter, and sleep.

 

Safety needs: These are the needs for security, stability, and protection from harm, such as the need for a safe and stable environment, job security, and social order.

 

Love and belongingness needs: These are the needs for interpersonal relationships, social connections, and a sense of belonging and acceptance, such as the need for friendship, family, and romantic relationships.

 

Esteem needs: These are the needs for self-esteem, self-respect, and recognition from others, such as the need for achievement, status, and reputation.

 

Self-actualization needs: These are the needs for personal growth, self-fulfillment, and the realization of one's full potential, such as the need for creativity, knowledge, and self-actualization.

 

According to Maslow, individuals strive to satisfy their needs in a hierarchical order, starting with their physiological needs and working their way up to their self-actualization needs. Once a lower-level need is satisfied, individuals become motivated to satisfy the next higher-level need.

 

Overall, Maslow's Need Hierarchy theory of motivation provides a framework for understanding how individuals prioritize and pursue their needs, and how these needs influence their behavior and decision-making.

///////////////////////////////

9

What do you mean by leadership state the importance of leadership in a modern business.

Answer:

Leadership is the ability to guide, direct, and inspire individuals or a group of people towards a common goal. It involves motivating and influencing people to achieve a shared vision, and creating an environment that fosters collaboration, creativity, and innovation. A leader is someone who possesses the skills, knowledge, and experience to lead others towards success.

 

The importance of leadership in a modern business cannot be overstated. Here are some reasons why:

 

Vision and Direction: A leader provides direction and clarity of purpose for the organization. They establish a vision, set goals, and create a roadmap for achieving them.

 

Employee Engagement: A good leader can motivate employees, build trust, and foster a positive workplace culture. This leads to higher levels of employee engagement and job satisfaction, which in turn leads to increased productivity and profitability.

 

Decision Making: Leaders are responsible for making tough decisions that can impact the future of the organization. They need to be able to gather and analyze information, weigh different options, and make informed decisions that benefit the organization.

 

Innovation: Leaders encourage innovation and creativity within their organizations. They create an environment where employees are encouraged to think outside the box, take risks, and try new things.

 

Talent Development: Leaders are responsible for developing the skills and talents of their employees. They identify potential leaders, provide training and development opportunities, and create a culture of continuous learning.

///////////////////

10.

Write a short note on any one of the following

(a)   Management of change

(b)   Non verbal form of communication

(c)    Span of control

(d)   Delegation of authority

Answer:

(a)

Management of change:

The management of change refers to the process of planning, implementing, and monitoring changes in an organization's systems, processes, or structures. Change can be driven by external factors such as market trends, competition, or technology advancements, or by internal factors such as restructuring, mergers, or acquisitions. Effective management of change involves identifying potential risks, engaging stakeholders, and creating a plan for communicating, implementing, and measuring the success of the change.

(b)

Nonverbal forms of communication:

 

Nonverbal communication refers to the transmission of messages through facial expressions, body language, gestures, and tone of voice. It is an important aspect of communication, as it can convey emotions, attitudes, and intentions that may not be communicated through words alone. Nonverbal communication can be used to build rapport, establish trust, and convey confidence and authority.

(c)

Span of control:

 

The span of control refers to the number of subordinates that a manager or supervisor can effectively manage. It is an important factor in organizational design, as it affects the efficiency and effectiveness of decision-making, communication, and coordination within the organization. A narrow span of control means that managers have fewer subordinates to manage, which can lead to closer supervision and greater control over operations. A wide span of control means that managers have more subordinates to manage, which can lead to more delegation of responsibility and greater autonomy for employees.

(d)

Delegation of authority:

 

Delegation of authority refers to the process of assigning tasks and responsibilities to subordinates within an organization. Effective delegation involves identifying tasks that can be delegated, selecting the right person for the task, providing clear instructions, and establishing a system for monitoring progress and providing feedback. Delegation can help to build employee skills and confidence, increase productivity, and free up time for managers to focus on strategic activities.