Management Functions

Introduction Management can be defined as a creative problem solving which is accomplished through four basic functions: planning, organizing, leading and controlling. All functions are vitally important as failure to accomplish one function may lead to failure of the overall project. Actually, in accounting firm management functions are necessary to develop effective allocation of resources and to achieve the desired objectives and missions. Planning is defined as the process of setting missions and objectives which are of top priority for accounting firm. Organizing is defined as coordinating and controlling of tasks and information within firm or company. Leading is defined as influencing employee by means of motivation, leadership and discipline. Controlling is defined as establishing and measuring standards of performance based on company’s missions and objectives. (Higgins 1998) Management Functions Planning function is considered fundamental from others are being developed. Planning is important for accounting firm as today’s’ decisions will directly affect the future of the firm. For example, in accounting firm financial manager is ready to go to organizing function only after goals and objectives are set. Planning affects all levels of management in accounting firm. Nevertheless, planning characteristics are varying from level to level. Planning suggests setting vision, missions, goals and objectives. Vision is defined as non-specific motivational guidance. Mission answers the question why business exists. In accounting firm, mission answers the question about the necessity of bookkeeping. For example, one possible mission of accounting firm is to create net income balance for particular project or company. Objectives define market standing, productivity, financial resources, etc. Finally, goals are defined as â€Å"specific statements of anticipated results that further define the organization's objectives†. (Erven 1999) Organizing function ensures establishment of firm’s internal organizational structure. In accounting firm this function focuses on controlling accounting and financial tasks and coordinating the flow of financial information within the firm. Organizing suggests also labor division, authority delegation, departmentation, span of control, and coordination. As far as accounting firm has more than two employees, it has to take these decisions into account. Division of labor suggests that employees are divided to perform particular tasks. Delegation of authority is, primarily, distribution of power within firm. In accounting firm delegation of authority can be used to make financial manager free to pay attention to high priority activities. (Woody 1998) Leading function is finding effective ways to guide employees’ work and to motivate them to perform better. Usually, this function is accomplished through effective interpersonal motivation, group dynamics, discipline and leadership. Actually, in accounting firm I am working in leading aims at channeling the behavior of employees to accomplish set goals and objectives. Nevertheless, the role of leader is vital as he should help people to stay motivated. Moreover, leading function is responsible for leading the flow of project accomplishing. Leading play important role in accounting as this process should be controlled to avoid calculating mistakes and not to waste time for checking in future. (Erven 1999) Controlling function is measuring performance and taking prevention measures if necessary. The control process is, actually, a cycle process. In accounting firm, controlling suggests identification of computation errors and problems before the project is returned to the customer. Controlling is related with all other management function as it is built on planning, organizing and leading. Usually, effective control systems are characterized by flexibility, accuracy, timeliness, cost effectiveness, and ability to control all business levels. Also controlling is my firm is used to revealing inaccurate information or lack of understanding the necessity of information. (Erven 1999) References Higgins, James. (1994). The Management Challenge. USA: Macmillan. Woody, Alexander. (1998). Staffing and Organizing the Management Accounting Function at Large Financial Institutions. Retrieved February 25, 2008, from http://findarticles.com/p/articles/mi_qa3682/is_199801/ai_n8760331 ; ; ; ; ; Management functions Management can be defined as the procedure of getting things done by means of and through human resource personnel by directing and inspiring their hard work towards achieving universal goals. Human resource in any organization is the most important asset since without them the management cannot attain the achieved goals since they are the one coordinating the activities of any particular organization. Secretary is part of the human resource in any organization and in fact he/she has a bigger role to play in achieving the organization’s goals and objectives. We can therefore say that the secretary just like the manager of any organization plays the role of being an enabler in that he/she must ensure that things are in order for the boss or other employees for them to carry out effectively without many difficulties. Discussion Functions of management are those of planning, organizing, leading and controlling and such all four functions requires that the secretary should have skills and knowledge on how to carry out such management functions in an organization in this case middle school organization. Planning is considered to be the primary function of management and actually encompasses establishing what should be carried out in future. Planning entails setting of objectives, processes, regulations and other tasks required for attainment of organization’s mission statement. Usually the best strategies are selected from various identified strategies and therefore will require forecasting the future and how best to attain the results that will ensure the success of the organization. As a secretary therefore skills of planning function must be utilized for example gathering and sorting information and ensuring how such information should be disseminated to other employees as well as planning what the senior managers will be required to do and notifying them on any changes. Such skills on how to plan effectively will be of great importance to the secretary in order to avoid conflicts and thus attainment of goals. (Maundy, 2001) The other function of management is that of organizing which involves arranging and allocating tasks in the workplace in order to attain the set organization’s objectives. In essence, organization function is responsible for how tasks will be divided and achieved efficiently and effectively. Usually the supervisors of all organizations are responsible for identifying tasks and subdividing work groups in to separate sections in an organization. However, the secretary plays a major role too since she has the responsibility of tasks specifications and assigning them to various employees as directed by the senior mangers. Therefore as the secretary for middle school the responsibility under this function will be that of ensuring that all the tasks to be done are clearly defined and divided to all responsible employees on time and such tasks are assigned to the most competent and qualified employees in the middle school. The other function of management is that of leading which involves directing human resource of an organization in the right path in order to achieve the set goals efficiently and effectively. Traditionally this function involves directing, educating and overseeing the employees within an organization. The secretary too plays this role in modern world by having the responsibility of guiding and coaching other labor force to achieve the set goals; for example in middle school as a secretary it will be of great importance to lead by example that is achieving the set goals and targets on time and guiding the rest of employees in the school to carry out their tasks without much difficulty. (Rampton, 2003) The other function is that of controlling which entails ensuring that the real performance achieved is matched with the intended results and also ensuring that corrective measures are undertaken if there are deviations from the set goals. This function goes hand in hand with planning such that if poor planning was done then the set goals will not be achieved and therefore will necessitate controlling function to efficiently redesign the plan in order to achieve congruent goals. As a secretary of middle school, this function will involve ensuring that any tasks allocated to individuals are finished in time and the target results are achieved from such tasks. Conclusion We can therefore conclude that, management functions apply in every organization and middle school level are not exceptional in order to attain desired goals. The secretaries therefore in such middle schools should be equipped with skills that will ensure that the above functions are coordinated well and with ease thus accomplishing the set goals efficiently and effectively. The management functions are considered to be continuous processes such that the effective accomplishment of one function will lead to attaining other functions smoothly within an organization. It is therefore necessary for all organizations to continuously provide training programs in order to sharpen the skills of there employees so that they can effectively perform the management functions with less difficulties. (Hilltop, 1994) Reference Hilltop J (1994): European Human Resource Management in Transition. New York, Prentice Hall, pp 23-76 Maundy L (2001): An Introduction to Human to Human Resource Management- Theory and Practice. Macmillan, Palgrave pp 12-45 Rampton L (2003): Human Resource Management. New York,   Ã‚  Melbourne press, pp 23-37