JUST BELIEVE IN YOURSELF

If you do not who will.

INTRODUCTION TO MANAGEMENT AND ORGANIZATION SESSION NO. 1

PROF. DR. CHAUDHRY ABDUL REHMAN

Getting to Know Each Other

1. Your name/last qualification/previous institution 2. Why you are studying mass communication? 3. What are your expectation from management course?

Why We are Studying Management?

1. The Universality of management
The reality that management is needed in all types and sizes of organization, at all organizational levels, in all organizational areas, and in organization no matter where located.

Cont
2. The reality of the work
you will either be a manager or to be managed

Organization
A group of people working together in a structured and coordinated fashion to achieve a set of goals is called organization.
B Goals

Structure

Cont
3. Management as systematic Approach
Inputs i. Human Resources ii. Financial Resources iii. Physical Resources iv. Information Resources Goals

ORGANIZING

Effectively Completion of Goals

PLANNING

MANAGEMENT PROCESS

Leading

CONTROLLING
6

Cont

4. Organization Chart

Newspaper organizational chart

TV organizational chart

Radio organizational chart

Public Relation organizational chart

Board o f Direct ors [Cha irm an/CEO]

Agency organizational chart

Pre sident [COO]

Other Mark e ting Com munica tions Services [PR, e tc. ]

St rate gy Review Bo ard [Mana gme nt Com mitt ee]

Off ice Manag eme nt [Perso nnel, Acco unting, Lega l, et c. ]

Acco unt Mg mt . Direct or

Crea tive Exec CD

Rese arch Direct or

Media Dept. Direct or

Manage ment Supe rvisor

Asso ciate Crea tive Direct or

Pro ject Manage rs

Asso ciate Media Direct or

Acco unt Executive

Crea tive Group:

Rese arch Assist ants

Media Supe rvisor

Asst . Acco unt Executive

Copy Spvr. & Copywrit ers

Art Supervisor & Art Directors

Media Planner

Media Buyer

Broa dcas t Pro duct ion

Print Pro duct ion

Analyst s

Tra ffic

What is Management...

management is an art of getting activities completed with and through other people efficiently and effectively.

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Why Efficiency & Effectiveness are important to Management

What are the functions of Management? OR What is Management Process?

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Four Functions of Management

Cont
1. Planning A Management function that involves defining goals, establishing strategies for achieving those goals, and developing plans to integrate and coordinate activities. It consist of following steps: Goal setting (what to do) Strategy formulation (how to do)

Cont
2. Organizing
Organizing is the establishment of relationship between activities, persons, physical factors and Structuring working relationships in a way that allows organizational members to achieve organizational goals.
In other words we can say that organizing includes:
What tasks are to be done? (Activity)

Who is to do them? (People) What physical resources are required? (Resources) and who reports to whom? (Structure)

Cont
3. Leading
Management function that involves working with and through people to accomplish organizational task.
In leading functions subordinates are supervised and motivated by managers Components involve in leading function are:
Supervision Motivation Communication Bringing about change Managing conflict

guided,

Cont
4.Controlling
Management function that involves monitoring actual performance ,comparing standards, and taking corrective actions if necessary Process consist of:
Measuring

Comparing
Correcting

Cont
SET PERFORMANCE STANDARDS MEASURE PERFORMANCE

COMPARE

DETERMINE DEVIATION

STANDARDS

WITHIN LIMITS

TAKE CORRECTIVE ACTION

NO

YES

Controlling Process
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CONTINUE WORK PROGRESS

Manager
Managers are those people who work with and through other people for getting activities

completed in order to accomplish organizational

goals.

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Difference between Managers and Operatives

Operatives are people who work directly on a job or task & have no responsibility for overseeing the work of others.
In contrast Managers direct the activities of other people in the organization.
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What are their Objectives?

To achieve the organizational goal, managers pursue the following objectives. Efficient use of resources Customer satisfaction Adequate return on capital Satisfied workforce Improved work conditions Building supplier relationship Contribution to national goal
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Kinds of Managers/Level of Manager

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How do mindsets change when the organization is viewed as an UpsideDown Pyramid?

Basic Managerial Role

The managerial roles are divided into three basic categories identified by Henry Mintzberg.

1. 2. 3.

Interpersonal Role Informational Role Decisional Role

Cont
Sr. Managerial Description no Roles
1 Figurehead
Attending ribbon-cutting ceremony for new plant Interpersonal Role It reflect the interaction with people inside and outside the work unit

Leader

Encouraging employees to improve productivity, training, motivating, disciplining.

Coordinating activities of two projects groups/working with other people outside the work unit and organization to develop alliances.

Liaison

Cont
Sr. Managerial no Roles
4 5 6 7 8 9 Monitor Disseminator Spokesperson Entrepreneur Disturbance handler Resource allocator

Description
Scanning industry reports to stay updated regarding developments Sending memos outlining organizational initiatives new Informational Role It focuses on giving, receiving, analyzing of information.

Making a speech to discuss growth plans Developing new ideas for innovation Resolving conflicts between two subordinates Reviewing requests and revising budget

Decisional Role It involves using information to make decisions to solve problem or address opportunity.

10 Negotiator

Reaching agreement with a key supplier

Managerial Skills
There are number of skills that a Manager needs but three of them are pre-requisite to their success
Technical Skills Human Skills Conceptual Skills

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Skills need at different managerial levels

Managers pursue action agendas and engage in networking

Agenda setting
It identifies important action priorities. best managers keep their agendas always in mind so they can quickly recognize and take advantage of opportunities to advance them.

Networking
It involves building and maintaining relationships with other people. positive

Social capital
It is the capacity to attract support and help from others in order to get things done.

Rewards and Challenges for being a Manager

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Cont
Rewards
Satisfaction of creating a winning team Making a difference in developing the careers of your junior reporters Ability to turn around an organization through difficult situation Create an impact among all stakeholders Recognition and incentives both monetary and nonmonetary

Challenges
Keeping pace with a continuous changing business environment Energizing and motivating the team and managing ambitions and idiosyncrasy of star performance Meeting deadlines and targets and walking the talk (read promises and commitments made)

What are the Qualities of a Good Manager?

1. Self awareness 2. Six must have positive Personality traits
(Honest, Integrity, Hard worker, Passionate, proactive, well dressed)

3. Team player 4. Networking 5. Look for the opportunities instead of problems

Activity # 1: Management Function

Activity Planning Organizing Leading Controlling

1.

Decide whether to open another regional office/

bureau of the daily newspaper or not

2. Define job descriptions of new staff needed to be recruited 3. Ensure the suitable/ market compatible compensation packages to be offered to the staff 4. Chalk out detailed Human Resource Management policies(compensations, incentives, penalty, leave

policy etc.) for the employees 5. Establish system to ensure deadlines met on time by

hiring experienced workers

6. 7. 8. Determine profit margins to be achieved for the year Institute an employee suggestion program. Monitor the other newspaper as compared

Activity # 2: Management Skills Matrix

Skills Acquiring power Active listening Budgeting Choosing an effective leadership style Coaching Creating effective teams Delegating (empowerment) Designing motivating jobs Developing trust Disciplining Interviewing Managing conflict Managing resistance to change Mentoring Negotiating Providing feed back an organizational culture Scanning the environment Setting goals Solving problems creatively Valuing diversity Planning Organizing Leading Controlling

Review & Revision Standard Setting Strategy Formation Forecasting Goal setting PLANNING

Equalizing authority & Responsibility

Effectiveness Efficiency

Delegation of Power
Staff Positioning Departmentalization Division of labor Components of Management

ORGANIZING

All sizes of Organizations

All Types of Organizations

Functions MANAGEMENT

Universality of Management

All Organizational Levels

LEADING Motivation Communication

Bringing Change

CONTROLLING
Measuring Comparing Correcting Manager

Changes and Management

Managing Conflicts

Supervision
Levels Interpersonal Informational Roles Skills Figure Head Leader Liaison Top Level

Digitization

Changing security threats

Monitor

Decisional
Entrepreneur Resource Allocator Negotiator

Technical Skills

Middle Level First level

Organizational & Managerial Ethics

Disseminator
Spokes person

Interpersonal skills

Increased Competitiveness

Conceptual Skills Diagnostic Skills

Disturbance Handler

Discovering Yourself
Your strength and weaknesses Your values

Clarity of vision
Mission Statement (What do you want from your life)

Things to remember while writing mission Statement

1. 2. 3. 4. 5. KSA (Knowledge, Skill, Ability). Past Successes. Past Contributions. Passion. Resource Availability..

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Assignment No. 1
Discovering Yourself
You have to fill the given form (discovering yourself) provided in the class. You are required to email this assignment to Ms. Khansa Irem (khansa.irem@superior.edu.pk) on Tuesday, 5th of November till 10:00 pm.

Time Management
Time management is an essential skill for personal management. The essence of time management is to organize and execute around priorities.

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The Time Management Matrix

Exam tomorrow Friend gets injured Pressing problems Deadline driven Projects, Crises

Just Do Stress Quadrant It

Planning, goal setting Prevention Paper due in a month Exercise & relaxation Relationship building

Value Adopt Quadrant It

Strategies management
Unimportant phone calls Interruptions Some emails, trivial issues Peer pressure

Time

Deception Delegate Quadrant It

Too much TV Endless phone calls Excessive computer games Other time wasters Excessive chatting

Regret Avoid Quadrant It

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What TEAM is
A Group of People having
Shared Vision Team Spirit Sharing and caring Attitude Setting performance goals and Mutually accountable for results.

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TEAM PLAYERS

IDENTIFY YOUR TEAM MEMBERS UNDERSTAND YOUR TEAM MEMBERS

ESTABLISH A WIN-WIN RELATIONSHIP

Empathic Listening
We usually listen at Four levels:
1. 2. 3. 4. Ignoring Pretending Selective listening Active listening

But the highest effective level is Empathic Listening .

Cont.
Empathic listening is listening with intent to understand other person's frame of mind, reference and feelings. we must listen with our eyes, ear and heart. The best way to show your team members that you understand them is to first listen emphatically and then rephrase the content and reflect the feeling . Remember this is the only way that your team members can understand you.

As diagnosis always comes before prescription.

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Emotional Bank Account

Emotional bank account describe our relationship with our team Positive behaviors are deposits building a reserve Negative behaviors are with draws A high reserve balance results in high tolerance for our mistakes and more open communication

Six ways to strengthen your team

1. Understanding the individual
To build a relationship, you must learn what is important to the other person and make it as important to you as the other person is to you. Understand others deeply as individuals and then treat them in terms of that understanding.

2. Attend to the little things

Which are the best things in relationship

3. Keep commitments
Breaking a promise is a major withdrawal

Cont
4. Clarify expectations
The cause of almost all relationship difficulties is rooted in ambiguous, conflicting expectations around roles and goals. Making an investment of time and effort up front saves time, effort and a major withdrawal later.

5. Show personal integrity

Integrity requires conforming reality to our words, keeping promises and fulfilling expectations.

6. Apologies sincerely when you make a withdrawal

Sincere apologies are deposits, but repeated apologies are interpreted as insincere, resulting in withdrawals.

Guidelines for Teams Formation

Please fill the team formation form on the basis of following guidelines:
1. There should be five 5 members in each team (3 must be from BMC and 2 must be from MMC). 2. To ensure the equal representation of both genders, it is recommended to take 2 girls in each team however exceptional cases can also be entertain with the consensus of course instructor 3. You also have to give the name of your team leader from your selected team member
Note: To ensure that every team member got the chance of acting in leading role continuous rotation of team leader is compulsory.

Assignment No. 2
To Conduct an Interview of three Managers
Interview three managers of your selected field (i.e. electronic media, print media, public relations, social media and advertising) and present your findings in the form of written report. You are required to submit this assignment in the form of hard copy on Monday, 11th of November till 08:30 am at MS. Faculty office to Ms. Khansa Irem.

Cont
Guidelines to prepare your report
Introduction: Explain the background and objectives of your study Rationale: Justification for sample selection (managers) Details of entire process: Stepwise briefing of whole process of interview Post interview findings: Explain the key findings on the basis of each question Conclusion (learning reflection): write down your learning from these interviews and how this knowledge will help you in your future managerial endeavours. Report writing: Report must be of 2000 words (excluding title, table of content, references and appendices) including above mentioned components and a concise conclusion. Transcription: The write-up of the interviews conducted should be attached as annexure I

Cont
Guidelines for word limit
Sr.# 1 2 3 4 Contents Introduction Rationale Detail of entire process Data collection process Word limit 250 250 1250 250

Findings of interviews

Conclusion (learning reflection)

Cont
Time line to meet deadlines
Planning phase (Monday to Tuesday)
Meeting with team members Ensure your interview appointments from selected managers Review attached interview schedule and add more questions as per your requirement (see Annexure I)

Interviews (Tuesday to Friday)

Make sure that you have completed your interviews till Wednesday You need to transcribe that interview and prepare a transcription of three interviews

Report Writing (Till Sunday)

You have to prepare a report of 2000 words on key findings from these 3 interviews.

Submission (Monday)
You are required to submit this assignment in the form of hard copy on Monday, 11th of November till 08:30 am at MS. Faculty office to Ms. Khansa Irem.

Interview Guidelines
Pre-Interview stage: before conducting the interview make sure that you have
1. Searched the details (i.e. profile, availability) about the interviewee (manager) 2. Read the related Literature a. Book reading i. Exploring Management, Chapter 1 (page no 2 to 23), Chapter 14 (page no 330 to 357) ii. Management, Chapter 1 (page no 2 to 41), Chapter 13 (page no 344 to 369) b. Slides c. Relevant literature search from web sources 3. Prepared Interview schedule 4. Recording equipment

Interview Guidelines
Interview Preparation: remember you have to focus on
impression management on interview day such as 1. Personality check 2. Behavior check 3. In time punctuality and regularity 4. Planned execution of interview 5. Divison of task within group member (how many question each group member will ask)

Interview Guidelines
During Interview stage: its good to follow the given pattern
1. Initial contact phase (Greetings) 2. Orientation (introduction and discussion on the purpose of interview) 3. Question answering session a. Be focused on question arrangement 4. Polite closure with a thank you

Post Interview stage: after the successful completion of interview, you are
required to develop a report on the basis of key findings and share your feedback with the managers (to whom you interviewed). Remember: visit them along with thank you card and gift for the purpose of improving networking.

Interview Guidelines
Interview Schedule: your questions may focused on deriving information
similar to: 1. What is the nature of their work 2. What sort of training, qualification and experience required for that job? 3. What are the key rewards and benefits at that position? 4. What are their key responsibilities at that position? 5. What you think that which management function (i.e. planning, organizing, leading, and controlling) is more important for your oranization and why? 6. What are challenges which he faced as a manger? 7. What are the important skills for a manager? 8. What are the qualities of a good manager? 9. How did they manage their time to meet work deadlines? 10.What is the organization structure of their firm (Who reports to whom)?

Learning outcomes of assignment # 2

After the successful completion of this assignment students will be able to learn
Team work Career orientation Managerial process Time management Networking Interviewing Skills

Session Objectives
Student will be able to:
Understand that what is management and why it is worth studying? Learn about managers (who they are and where they work?) Get knowledge related to their key field which ultimately leads towards smart career planning Understand and execute the core functions, roles, skills of the management Develop their team building, networking and time management skills

THANKS