TOOLS OF MANAGEMENT

 TOOLS OF MANAGEMENT

Tools of Management refer to materials which have been developed by managers in the past and used as an aid to effective management. Tools of management can be distinctly classified into two categories namely, tangible and intangible tools.

TANGIBLE TOOLS - are those aids to management that have been developed by experience of managers in different work situations and organizations and represent a collection of those tools that resulted in successful decisions in the past.

These are usually available in organisations in the form of organisation charts,. job descriptions and specifications, inventory records, standard costing sheets, staff appraisal forms, budget statements, price lists, work schedules, staff appraisal forms, menu plans, contracts of employment, medical forms,etc.

ORGANISATIONAL CHART:-An organization chart tells us about the subordinate- superior relationships and the lines of decision making authority that exist in an establishment, in other words who reports to whom.

JOB DESCRIPTION:-It refers to the definition of a job in a precise manner indicating exactly what is to be done by people who are occupying or would be occupying a job position in an establishment. Job descriptions need to be more detailed, clear- cut and expressed in a language and form which can be understood by less educated workers.

At higher levels people have a better knowledge of the work for which they are appointed and are expected to have a higher mental calibre.

JOB SPECIFICATION:-It is a statement indicating standards to be achieved for a particular job. It also covers duties expected to be performed, working conditions in which the job would be carried out, and the qualifications required.

WORK SCHEDULE- This represents an outline of the work to be done by an employee. When this is to be completed within a time schedule as well, then it is referred to as a time and activity plan .

JOB ANALYSIS:-It is referred to as task analysis and is a way of looking at jobs and situations in which a number of variables are involved.

BUDGET:-A budget is a projected plan for the operation of a business. It is sometimes expressed in terms of money, but at other times may also be expressed in units or percentages.

BENCHMARKING:-It a structural method of learning better processes or techniques from other similar establishments and implementing them in ones own system

INTANGIBLE TOOLS

Intangible tools are the qualities with which people are naturally endowed or to some extent acquired through training and conditioning. Intangible tools help to motivate and carry a work force from diverse backgrounds towards preset goals of an organization, by utilizing them in decision making processes. They are used for solving problems of staff and other resources, motivating people towards better productivity, all in a climate of harmony and mutual respect.Some important intangible tools are :-

PERSONALITY:- This is the sum total of a manager’s physical stature, mental and emotional status, social habits, outlook or vision with respect to his total work and the environment.

TRUST:- used effectively in situations when work along with authority and responsibility needs to be transferred to colleagues or subordinates in order to get work done efficiently and on time.

EXPERIENCE:- when any organization thinks of appointing new employees experience counts, as evidenced through any qualification request seen in employment advertisements of various job positions.

 SOCIAL AND INTERACTIVE SKILLS:- People vary in the ways in which they interact with others at work depending on their inherent nature in terms of being extrovert or introvert, the former being more easily able to approach people irrespective of their position in the hierarchy, than the latter. Social skills may be used effectively as a tool by managers in the form of getting together informally with their employees over tea.

 SELF CONFIDENCE:- It is the ability to express oneself without hesitation because one is sure of one’s own capabilities. This trait shows in a manager’s personality, posture, voice and conviction in what is said or done in different circumstances.

KNOWLEDGE:- It is a very important tool of management because degrees alone do not impart decision making abilities, and people with more book knowledge do not necessarily become good managers. Knowledge is acquired generally by interest and interaction with ones environment through informal and formal training.

COMMUNICATION SKILLS:- Communication is therefore the most important tool of management when dealing with people, yet it is the most difficult to achieve effectively, because it involves much more than just sending and receiving messages.

LEADERSHIP QUALITY:-Leadership quality makes people look up to a manager for advice, feel motivated to work for him and respect, loyalty and love are generated in the work environment.

GOODWILL:- Goodwill is the feeling of oneness with people whether colleagues at work or customers who visit an establishment. It is an important tool for harmony at work as it inhibits ill feelings or jealousy in an otherwise competitive environment. It is that quality which makes customers come back to an establishment repeatedly because they feel at home, being served with quality food in an atmosphere infused with love and consideration, exhibiting good manners in a happy comfortable environment.

 APPRECIATION:- All managers are quick to criticize even if a small mistake is detected, but the tendency to praise employees for work well done and appreciate their talents is generally absent or very infrequent.

TRAINING:- With catering becoming more and more competitive, professional training of employees at all levels is becoming an indispensable tool for the management of operations. This is because training imparts knowledge of the various aspects of the operation, and skills to deal with the influences of the ever- changing environment.

 DECISION-MAKING:- Decision-making (DM) is the ability to forecast changes in the organization and its external environment and react in advance or be prepared to react in any eventuality. No work at any level can be performed without making decisions.