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Topic Overview
Topic BAFS Compulsory Part - Introduction to Management
C03: Management Functions for Organisation
Level S4
Duration 2 lessons (40 minutes per lesson)
Learning Objectives:
Overview of Contents:
Resources:
Suggested Activities:
Case study
Brainstorming
Lesson 1
Theme Planning and Organising
Duration 40 minutes
Lesson 2
Theme Leading and Controlling
Duration 40 minutes
Introduction Lesson 1
This session aims to provide students with a fundamental understanding
of the four functions of management: planning, organising, leading and This session introduces the four functions of management: planning,
controlling. organising, leading and controlling through a case study related to
organising a fictitious school event, The Annual Bazaar.
Duration Start the lesson by explaining the background of the Annual Bazaar.
Two 40-minute lessons
Contents
Lesson 1 – Planning and Organising
Lesson 2 – Leading and Controlling
1 2
Objectives of the Annual
Bazaar Prizes of the Annual Bazaar
z To raise fund for charities z “The Most Funds Raised” Award
z To develop students’ sense of belonging z “The Most Creative Stall Design” Award
z To enhance communication between z “The Most Innovative Product” Award
parents and teachers z “The Funniest Game” Award
z To reunite alumni z “The Most Environmental Friendly” Award
z To provide extracurricular activities for
students
Explain to the class the objectives of the bazaar. Explain to the class that different prizes are to be awarded to participants.
3 4
Activity 1: Activity 1:
Case Study (Part I) Case Study (Part I)
z Form groups of five to z Read the case carefully.
six. z Discuss and complete Task 1 of Activity 1.
z You are a member of
the Annual Bazaar
committee.
z Elect a leader as the
chairperson of the
committee.
Topic C03: Topic C03:
Management Functions for BAFS Compulsory Part Management Functions for BAFS Compulsory Part
Organisation
5 Learning and Teaching Example Organisation
6 Learning and Teaching Example
Activity 1 : Refer to the Student Worksheet p.1, ask students to read the case carefully.
Then discuss and complete Task 1.
Have students form groups of five to six. Elect a group leader as the
chairperson of the Annual Bazaar committee.
5 6
Activity 1: Case Study (Part I)
Task 1: Goal Setting Goal Setting
z Why do we set goals in the first place?
z Report the goal(s) of z What will happen if no goal is set?
your group to the class.
Invite students to report their goal(s) to the class. Following the presentations, teacher asks the class to comment on these
Reasonable answers from students are acceptable in Task 1 of Part I of the two questions. Teacher then explains the benefits of defining
case study. objectives/goals:
Teacher may remind students to be ‘SMART’ when setting their goals. 1. Improve performance – studies show that when challenging goals are
set, performance increases;
‘SMART’ = Specific; Measurable; Attainable; Result-oriented; Time-limited.
2. Clarify expectations – the objectives/goals allow people to expect the
possible outcome;
3. Help controlling – well-defined goals facilitate the assessment of
progress and performance; and
4. Enhance motivation – People gain recognition and rewards when
targets are met. The sense of achievement motivates people.
7 8
Activity 1: Case Study (Part I)
Task 2: Work Schedule What is Management?
z Present the work Setting up a Running a business
booth
schedule drafted
by your group.
=
Coordination
Coordination of
of work
work activities
activities
i.e.
i.e. Management
Management
Topic C03: Topic C03:
Management Functions for BAFS Compulsory Part Management Functions for BAFS Compulsory Part
Organisation
9 Learning and Teaching Example Organisation
10 Learning and Teaching Example
Ask students to share their work plan with the class. Teacher comments on Teacher specifies the process of organising a bazaar is similar to setting-up
the design and feasibility of the students’ plans. a business. They both require clear objectives and coordination of tasks to
achieve common goals. This is what ‘management’ means.
9 10
What is Management? Four Management Functions
z The process of coordinating work activities
so that they are completed efficiently and
Planning
Organising
effectively with and through other people
- Efficiency involves making best use of an
organisation’s resources
z Do things right
- Effectiveness involves pursuing the
Controlling Leading
appropriate goals
z Do the right things
Topic C03: Topic C03:
Management Functions for BAFS Compulsory Part Management Functions for BAFS Compulsory Part
Organisation
11 Learning and Teaching Example Organisation
12 Learning and Teaching Example
Explain to students what management means. Also introduce the concepts Explain the four management functions: planning, organising, leading and
of efficiency and effectiveness. controlling.
Each function will be discussed in detail later.
11 12
Activity 2:
Planning Case Study (Part II)
z Planning involves z Read Part II of the Annual Bazaar case
z Identifying and selecting the goals; carefully.
z Establishing an overall strategy for achieving z Complete the tasks.
these goals; and
z Developing a comprehensive set of plans to
integrate and coordinate organisational work.
Explain the function of planning which involves goals setting and methods Activity 2 :
for reaching the goals.
Referring to the Annual Bazaar case, the goals included raising money, Have students read Part II of the case carefully, discuss and complete Task
winning prizes and learning by playing through organising a school function. 1 on Student Worksheet p.3.
A work plan has to be established according to the goals. For example, in
order to win the Funniest Game Booth Award, the group will design or
innovate funny games that are new to everyone.
The suggested plan may include assigning group members to explore
television programmes from other countries, such as Taiwanese and
Japanese shows, for ideas when designing their games.
13 14
Activity 2: Case Study (Part II) Activity 2: Case Study (Part II)
Task 1: Job Specifications Task 2: Job Assignment
z Identify the different tasks needed to be z Assign roles and job duties to each
accomplished for the bazaar. group member.
z Share your ideas with the class.
• Ask the class to complete Task 1 of Part II of the case study. Have students complete Task 2 of Part II of the case study.
• Invite students to present their answers.
Invite students to present their answers.
Answers will vary but typical tasks include: Answers may be varied but typical posts include:
• Overall coordination; • Chairperson of the committee;
• Liaison with school and external parties; • Vice-chairperson of the committee;
• Budget and financial control; • Treasurer;
• Sourcing and purchase of products; • Product designer;
• Production of products; • Game designer;
• Designing and decoration of booth; • Marketing officer; and
• Games design; • Human Resources officer.
• Manpower arrangement; etc.
15 16
Activity 2: Case Study (Part II)
Task 3: Organisational Structure Organising
z Use the roles suggested in Task 2 to z Organising is the process of creating an
create an organisational structure for your organisational structure.
group.
Have students complete Task 3 of Part II of the case study. Teacher concludes Part II of the case study and introduce the management
Invite students to present their answers. function of organising.
For a school function like the Annual Bazaar, the structure of the committee Organising function involves the deployment of employees and allocation of
should be quite simple. There is usually a chairperson leading a group of resources, tasks identification, delegation and team building.
students. Each student is in charge of different duties. Based on students’
answers, teacher may ask them whether a committee can be organised in a
different form.
17 18
Purposes of Organising Common Ways of Organising
Delegate
Delegate
By By
By
responsibilities
responsibilities By
Product Area
Area
Product
Assign
Assigntasks
tasks Establish
Establish
relationship
Ways
Waystotocreate
create
relationship
Purposes
Purposesof of an
anorganisational
organisational
organising
organising structure
structure
Establish
Establishlines
lines Allocate
Allocate By By
of resources
By By
ofauthority
authority resources Function Customer
Function Customer
Using the Annual Bazaar as an example, teacher explains to the class that Explain to the class there are different ways to organise a company.
the purposes of organising are: By products – business units are organised according to different product
1. To break down the tasks into specific department or section; lines, e.g. a financial institution is organised by different lines of businesses
2. To assign responsibilities associated with individual role; such as banking, insurance, securities, professional services, etc.
3. To establish relationships between teams and departments; By areas – business units are organised according to different geographical
areas or markets, e.g. a consumer products manufacturer is organised by
4. To establish formal lines of authority; and divisions covering Greater China, Asia, Europe, North America, etc.
5. To allocate organisational resources. By functions – business units are organised according to different functions,
e.g. a firm with separate departments responsible for production, sales and
marketing, finance, human resource, etc.
By customers – business units are organised according to different types of
customers, e.g. a company with two customer service teams. One serves
the retailer and the other serves the wholesaler, etc.
End of Lesson 1
19 20
Activity 3:
Case Study (Part III) Leading
z Read Part III of the Annual Bazaar case z Leading is the process of influencing,
carefully. directing and motivating a group towards
z Answer the questions. the achievement of goals efficiently and
effectively.
Lesson 2 Explain the management function of leading to the class. It is the process of
influencing, directing and motivating people to achieve goals within an
organisation.
Start the lesson by recapping the four functions of management, i.e.
planning, organising, leading and controlling. Referring to Part III of the case study, the committee wants to raise their
classmates’ interests to participate in the Annual Bazaar. They also needed
assistance in the preparation process. Therefore, the committee needed to
Activity 3 : influence, direct and motivate classmates with different methods.
Ask students to read Part III of the case carefully, discuss and answer the
questions.
Referring to the Annual Bazaar case, ask students to indicate their
perspectives of the event. “Were they motivated?”, “How was the
participation?”
Part III of the case highlights one element of the leading function, i.e.
motivating a group to accomplish common goals.
See following slides for discussion of motivation.
21 22
Motivation Hierarchy of Needs
z The willingness to work hard
Self-
Self-
to achieve certain goals. actualisation
z People are motivated if their Esteem
efforts lead to satisfaction of
needs. Social
Explain the concept of motivation which is defined as the willingness to try This part is optional.
hard in order to reach certain goals. When their effort successfully leads to According to psychologist Abraham Maslow, there exists a hierarchy of five
the satisfaction of needs, people become motivated. The more they want be types of needs within a person. They are:
satisfied, the higher the motivation is.
• Physiological needs – survival needs, e.g. food, drink, shelter, etc.;
Ask the class what their needs were when they were setting up the Annual
Bazaar? • Safety needs – needs pertaining to security and protection from
threats;
Teacher may refer to Maslow’s hierarchy of needs to guide students answer
the question. (See next slide for the hierarchy of needs.) • Social needs – the desire to affiliate with and accepted by others;
When one level of need is satisfied, one will move up to the next level of
need in the hierarchy.
Teacher can make use of this pyramid to help students analyse their needs.
23 24
Activity 4: Brainstorming Traits of Good Leaders
z Name two great
Drive
Drive
leaders you admire
most. Job-
Job-relevant
Job-relevant Desire
Desiretoto
knowledge
knowledge lead
lead
z Indicate their Traits of
characteristics. Good leaders
Honesty
Honesty andand
intelligence
intelligence integrity
integrity
Self-
Self-
Self-
confidence
confidence
Topic C03: Topic C03:
Management Functions for BAFS Compulsory Part Management Functions for BAFS Compulsory Part
Organisation
25 Learning and Teaching Example Organisation
26 Learning and Teaching Example
25 26
Activity 5: Case Study (Part IV) Controlling
z Controlling is the process of monitoring
activities
z Read Part IV of the
Annual Bazaar case z ensures activities are completed as
carefully. planned
z Answer the questions. z corrects deviations.
Activity 5 : Make use of the answers from Annual Bazaar case, explain to the class the
management function of controlling.
• Have students read the case carefully, discuss and answer the questions. For example, students made a list for their major duties and created an
agenda while preparing for the Annual Bazaar
• Invite volunteers to present their answers and encourage the class to
comment.
Answers may vary. Here are the model answers:
• Booth design;
• Product sourcing;
• Sponsors solicitation;
• Recruitment;
• Marketing;
• Games design; and
• Booth construction and decoration.
27 28
The Importance of Controlling Control Process
Determine
Determine Performance
Performance
areas
areas Set
Setcriteria
criteria
Planning Controlling evaluation
evaluation
of
ofcontrol
control
Explain the importance of controlling. Explain the basic control process which includes the following steps:
Point out that goals setting, team organisation and staff motivation do not 1. Determine which areas needed to be controlled;
guarantee goals accomplishment. A responsible manager has to ensure 2. Set criteria for performance evaluation;
that the tasks are carried out as planned and take necessary remedial
actions in case of deviation in order to achieve the objectives. 3. Evaluate the actual performance;
4. Compare performance against standards;
5. If performance meets or exceeds standards, the performance is
recognised as positive.
6. If performance does not meet standards, corrective action may be taken
or the standards needed to be adjusted.
29 30
Control Process Matching Game
Approved
Approvedbyby Keep
Keep 1.
1. A.
A. Influence,
Influence,direct
directand
andmotivate
motivatepeople
people
Booth
BoothDesign
Design committee
committee track
trackof
of Planning
Planning to achieve goals
to achieve goals
on
on15-Nov
15-Nov the
theprogress
progress
2.
2. B.
B. Define
Definegoals,
goals,establish
establishstrategies,
strategies,
Organising
Organising develop
develop plan andcoordinate
plan and coordinateactivities
activities
Not
Notapproved
approved Compare
Compare
by
bythe
the performance
performance 3.
3. C.
C.Identify
Identifytasks,
tasks,delegate
delegateroles
rolesand
andassign
assign
committee against
committee againststandards
standards Leading
Leading teams
teams
Redesign
Redesign&& Approved
Approvedbyby
4.
4. D.
D. Monitor
Monitorperformance,
performance,compare
compareititwith
with
set
setnew
newdeadline
deadline committee
committee Controlling
Controlling standards
standardsand
andmake
makecorrection
correction
Topic C03: Topic C03:
Management Functions for BAFS Compulsory Part Management Functions for BAFS Compulsory Part
Organisation
31 Learning and Teaching Example Organisation
32 Learning and Teaching Example
Use a task to illustrate the control process. Conclude the session by asking the class to match the definitions of the four
management functions. Relate the Annual Bazaar to these functions.
See next slide for the answer.
31 32
Answer to Matching Game
1.
1. A.
A.Influence,
Influence,direct
direct and
andmotivate
motivateto
to
Planning
Planning achieve goals
achieve goals
2. B.Define
B. Definegoals,
goals,establish
establishstrategies,
2.
Organising
Organising develop
developplan
planand
strategies,
andcoordinate
coordinateactivities
activities
The End
3.
3. C.
C.Identify
Identifytasks,
tasks,delegate
delegateroles
rolesand
and
Leading
Leading assign
assignteams
teams
4.
4. D.Monitor
D. Monitorperformance,
performance,compare
compareititwith
with
Controlling
Controlling standards
standardsand
andmake
makecorrection
correction
Topic C03: Topic C03:
Management Functions for BAFS Compulsory Part Management Functions for BAFS Compulsory Part
Organisation
33 Learning and Teaching Example Organisation
34 Learning and Teaching Example
End of Lesson 2
33 34
Topic C03: Management Functions for Organisation Student Worksheet p.1
Form groups of five or six students. Read the following case carefully and
complete the tasks.
________________________________________________
________________________________________________
________________________________________________
________________________________________________
________________________________________________
Task 2: Strategy
After setting the goal(s), your group has to create an action plan.
Action Descriptions
(a) _____________________________________________
(b) _____________________________________________
(c) _____________________________________________
(d) _____________________________________________
(e) _____________________________________________
(f) _____________________________________________
(g) _____________________________________________
(h) _____________________________________________
Identify roles and their job duties. Assign a role to each group
member.
Your group has been working very hard on the event. The
committee seeks participation and assistance from every
classmate. Your group wants to encourage more classmates to
participate in the event. Work as a group; decide whether the
following 4 methods will motivate the class. Explain why and why
not.
______________________________________________
______________________________________________
______________________________________________
(c) Explain the purposes and value of the Annual Bazaar. Provide
opportunities for students to utilise of their strengths.
Activity 4: Brainstorming
Name two people who you consider great leaders. They could be your
friends, relatives, teachers, principals, or public figures.
(a) ____________________________________________________
(b) ____________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
________________________________________________
________________________________________________
________________________________________________
________________________________________________
________________________________________________
________________________________________________
________________________________________________
Assign roles to each task from your list on page 8. Determine the
job duties and requirements. Set deadlines for completion of
tasks.
Person
Task Requirements and deadline
responsible
Booth To be approved by organising
Chan Tai Man
design committee by 15-Nov