Jamil Malik

1. FUNCTIONS OF THE MANAGER
BY
EDWARD PHIRI

2. FUNCTIONS OF MANAGERS
There are a number of functions of mangers and
these differ from one organisation to the other. The
other reason why there is this difference is that the
application will also be different under different
circumstances. This power point presentation will
discuss the following functions of managers as
applied at Hillside Teachers’ College. Planning,
Coordinating, Organising, Leading, Staffing,
Directing, Coordinating , Budgeting and Reporting

3. Planning
• It is a management functions that sets the
objectives of the organisation , maps the strategies
to be used in the implementation and puts in place
ways of monitoring the plans. Gomez-Meia et al
(2008:15)Defines planning as a, “Management
function that is to assess the management
environment to set the future objectives and map
out activities to achieve the objectives”.
• As such from the definition of planning is putting
down the objectives and the methods or strategies
that one is going to use in the implementation so as
to achieve the organisational goals or results.

4. Planning cont.
• This is a management function that is responsible
for the continuous task of making decisions and
embodying them in specific and general orders and
instructions and serving as a leading in the
enterprise.
• Planning includes setting future objectives and
mapping out the activities necessary to achieve
those objectives that have been set by the
management.

5. Planning at Hillside Teachers’ College
• Planning at Hillside Teachers’ College is done at various
level. Firstly using the Ministry of Higher and Tertiary
Education ,Science and Technology Development
strategic plan as a guide , we formulate the Hillside
Teachers’ College strategic plans. The Strategic plans
are broken into finer details for implementation by all
the departments to achieve the planned objective. The
objectives are both short term and long term are then
implemented by all the various relevant departments.
The bench marks are used to measure progress on a
termly basis.

6. ORGANISATION
• Acording to “Gomez-Meia et al (2008:15)
Organising is also a Mangement function that
determines how the firm’s human , financial ,
physical, information and technical resources are
arranged and coordinated to perform tasks to
achieve desired goals, the deployment of
resources to achieve the strategic general plan”.
• To organise as a management functions means
putting together all those resources that are
required to and seeing to it that the plans and
implementation with be possible.

7. Organisation at H.T.C
• At hillside Teachers’ College the human resource
that is needed for the implementation of the aims
and objectives are,
• 1.Mnagement staff, Lecturers to teach the
student, the student teachers to learn,
Administration staff, Catering staff, Security and
Grounds staff.
• 2. Physical fixtures these will be classrooms, lecture
theatre, tutorial rooms, laboratories, furniture and
fixtures in the rooms.

8. Organisation cont.
• Other materials that are needed include books,
stationery , equipment like computers, pens,
files, electrical gadgets like digital projectors
cameras Syllabi etc
• Schools were student teachers can go and do
their teaching practice and have experienced
teachers (mentors) to guide them.
• Financial resources, Money from the students as
tuition fees, levies, Grants from Government,
Examination fees, Teaching Practice Levy to
finance the College activities

9. LEADING
• Leading demands that there be a leader. The
person on the front who gives orders and directs
people in the organisation. The leader is the
director. Gomez-Meia et al (2008:15)“Leading is
that aspect of Management function that
energises people to contribute their best
individually and cooperatively with other people”
• The contribution by individuals in the organisation
is aimed at achieving the planned goals of the
organisation.

10. LEADING AT Hillside Teachers’ College
• Leadership at Hillside teachers’ College is done by
selected and appointed individuals. These
individuals act as line managers and lead different
sections of the Hillside Teachers’ College. The team
leaders are the supervisors of the Grounds,
Security, Administration and Catering staff. On the
Academic side we have the Heads of Departments,
Lecturers In Charge and Heads of Subjects.
• The Principal and the Vice Principal are the top
management at Hillside and are able assisted in the
Administration by Heads of Departments.

11. Leading cont.
Subject heads form and make up the leadership that
directs operations at Hillside Teachers’ College. The
leadership of the academic subject all belong to the
supreme body of leadership of Hillside Teachers’
College ACADEMIC BOARD.
• The Academic Board leads the whole institution as
far as the academic issues are concerned. They are
overall control the procedures in the academic
cycles.
• There is the Finance Committee responsible for the
financial resources of the College, all expenditure
and income.

12. CONTROLLING
• This is a management function that measures
performance compares it to the objectives ,
implements the necessary changes and monitors
progress. Gomez-Mejia et al (2008)The control of
the process can occur in a number of areas. The
Kitchen leadership will control the stock and the
quantities being prepared. College Administration
will look at the numbers that we employ. The
Academic leadership will monitor the learning and
supervision of student teachers.

13. Controlling cont.
• The Security supervisors will control the movement
of College assets, vehicles and guard the whole
complex from thieves.
• The Administration working with the Procurement
and the Finance Committee will also look at the
control of expenditure in the institution
• The Supervisor of the grounds staff will control and
monitor usage of consumables in that area and
control the usage that results in wastage .

14. Coordinating
• This is the overall management function of
putting together all the various facets into one
function unit. The mangement duty is to ensure
that the various systems of the organisation are
brought together for the common good , that of
achieving the set goals.
• The getting of the various pieces to work
together is called coordinating. It is inter-relating
all those parts so that they work together to
achieve the common objectives.

15. Directing
• It is continuous task of making decisions and
embodying them with specific and general
orders and instruction and also having to serve
as a leader in the organisation.
• Directing is a daily process that ensures that the
organisation is on the right track and monitoring
is seen and guided accordingly.
• Leadership within the organisation is ensured
and that the employees are doing the right thing

16. Directing cont.
• DIRECTING is said to be a process in which the
managers instruct, guide and oversee the
performance of the workers to achieve
predetermined goals. Directing is said to be the
heart of management process
• it can be described as providing guidance to
workers is doing work. In field of management,
direction is said to be all those activities which
are designed to encourage the subordinates to
work effectively and efficiently
• http://managementstudyguide.com

17. Directing cont.
• At Hillside the directing of activities is left to the
supervisors of the different departments.
• The shop floor-managers are responsible for the
implementation of the day to day activities.
• Some of the leaders in some departments have to
demonstrate to their subordinate , this is a way
directing.
• On the overall most managers actually supervise
and direct the operation of their department at
Hillside Teachers’ College

18. Directing cont
• “Directing consists of process or technique by
which instruction can be issued and
operations can be carried out as originally
planned” http://managementstudyguide.com
• Therefore, Directing is the function of guiding,
inspiring, overseeing and instructing people
towards accomplishment of organizational
goals

19. staffing
• Staffing is the engaging of new staff members to
be part of the enterprise. The whole personnel
functions of bringing in and remaining in and
training people and the maintenance of favourable
conditions of work.
• the employment and firing of new staff is an on-
going process with people in the organisation
retiring, some resigning and some being fired for
various reason, so management must be able to
staff the organisation with the right people.

20. Staffing cont.
• The hiring of staff at Hillside Teachers’ College is
done by Administration in consultation with the
Civil Service Commission as a government
institution.
• The College Administration identifies thevacant
post and then apply to the Head Office who inturn
inform the Civil Service Commission who then gives
the green light to advertise, interview and engage.
The Civil Service Commission attends the interview
session together with Head Office and the College
Administration

21. REPORTING
• THIS IS A PROCESS OF keeping all hose to whom
the executive reports to informed about the
happenings. It includes what is happening,
keeping the manager and the subordinates
informed, keeping records and research on the
current improvements
• Communication of vital information from the
management and from the workers to the
management. Communication with clientele is
also very crucial at all times, keeping them
informed and get feedback from them

22. Reporting cont.
• This is a two way process in almost all departments
at Hillside Teachers’ College where the managers of
the departments pass information from the
Ministry, Administration and from Head Office.
• Also information comes from the workers to the
management and the process is generally known as
the bottom- up approach.
• Circulars ,directives and above all other minutes
that come from higher offices to the departments

23. BUDGETING
• Budgeting is the process of creating a plan to
spend your money. Creating this spending plan
allows you to determine in advance whether you
will have enough money to do the things you need
to do or would like to do. (mymoneycoach.com)
• It is planning on how the financial resources within
an organisation will be spent. It also includes
planning on the income for the institution.
• The income should always match the expenditure
or should be more to avoid debts.

24. Budgeting cont.
• Budgeting at Hilside teachers College is dione by
the Finance Committee. It allocates various
department money that they would need for the
year.
• It bases its allocation on the requests that the
various departments make.
• The procurement Committee is the biggest
beneficiary of this alloaction as all major items
that are bought are procured by this commiittee.

25. References
• Stoner. J.A.F and Freeman. R.E (1992) Management
5th
Edition , Prentice Hall Int: London
• Peter P.J and Donnelly Jr .J.A (2012) Marketing
Mangement: Knowledge and Skills: Longman:
London
•

26. Reference cont.
• http://managementstudyguide.com
• http://www.capacitybuildingonline.com
• http://www.reliefweb.int/training/613985/hu
man-resource-management-online
• www.wikipedia.com