Four Functions of Management Applied in Schools

A school is a type of organization that is as complex as any business organization is. In fact, a school whether we like it or not is a business organization in itself that invests primarily on the proliferation of education that would eventually produce competent future professionals, leaders, entrepreneurs and visionaries.

A school, whether new or old, whether small or big needs to run smoothly and achieve the goals and objectives which it has set forth.In order for it to run smoothly in achieving its set goals and objectives, it needs to implement management concepts. To be successful in it, there are four basic management functions that are to be executed.

The four functions of management according to Fayol (1916) are: planning; organizing; leading; and controlling.

PLANNING
" Fail to plan and you plan to fail."

Planning is the function of management that involves setting objectives and determining a course of action for achieving these objectives. Planning requires that managers be aware of environmental conditions facing their organization and forecast future conditions. It also requires that managers be good decision-makers.

Planning is a process consisting of several steps. The process begins with environmental scanning, which simply means that planners must be aware of the critical contingencies facing their organization in terms of economic conditions, their competitors, and their customers. Planners must then attempt to forecast future conditions. These forecasts form the basis for planning.

Planners must establish objectives, which are statements of what needs to be achieved and when. Planners must then identify alternative courses of action for achieving objectives. After evaluating the various alternatives, planners must make decisions about the best courses of action for achieving objectives. They must then formulate necessary steps and ensure effective implementation of plans. Finally, planners must constantly evaluate the success of their plans and take corrective action when necessary.

In the institution to where I am connected. we usually do a week-long planning activity during the students' semestral break. During that time, we discuss the past performance of the different departments and make a SWOT analysis. It then serves as a springboard to the future plans the school will be concentrating on.

ORGANIZING

"For every minute spent in organizing, an hour is earned.”

Management must organize all its resources well before in hand to put into practice the course of action to decide that has been planned in the base function. Through this process, management will now determine the inside directorial configuration; establish and maintain relationships, and also assign required resources.

While determining the inside directorial configuration, management ought to look at the different divisions or departments. They also see to the harmonization of staff, and try to find out the best way to handle the important tasks and expenditure of information within the company. Management determines the division of work according to its need. It also has to decide for suitable departments to hand over authority and responsibilities.

Organizational set-up is regularly checked in our institution. Job descriptions and performance targets are frequently checked so as to ensure proper delegation and organization of job outputs. This will definitely align the personnel and all their actions towards the plan set-up.

LEADING

"Take care, don't fight, and remember: if you do not choose to lead, you will forever be led by others. Find what scares you, and do it. And you can make a difference, if you choose to do so.”

Leading involves influencing others toward the attainment of organizational objectives. Effective leading requires the manager to motivate subordinates, communicate effectively, and effectively use power. If managers are effective leaders, their subordinates will be enthusiastic about exerting effort toward the attainment of organizational objectives.

To become effective at leading, managers must first understand their subordinates' personalities, values, attitudes, and emotions. Therefore, the behavioral sciences have made many contributions to the understanding of this function of management. Personality research and studies of job attitudes provide important information as to how managers can most effectively lead subordinates.

School administration are in-charge of this activity. However, delegation of tasks and responsibilities to the rank and file is also practiced by our institution. With this, everyone is given the opportunity to exhibit their leadership skills so that when time comes, they would no longer be new to the admnistrative functions, educational managers do.

Studies of motivation and motivation theory provide important information about the ways in which workers can be energized to put forth productive effort. Studies of communication provide direction as to how managers can effectively and persuasively communicate. Studies of leadership and leadership style provide information regarding questions such as, "What makes a manager a good leader?" and "In what situations are certain leadership styles most appropriate and effective?"

It is very important to maintain a productive working environment, building positive interpersonal relationships, and problem solving. And this can be done only with Effective communication. Understanding the communication process and working on area that need improvement, help managers to become more effective communicators. The finest technique of finding the areas that requires improvement is to ask themselves and others at regular intervals, how well they are doing. This leads to better relationship and helps the managers for better directing plans.

CONTROLLING

"He who controls the present, controls the past. He who controls the past, controls the future.”

Controlling involves ensuring that performance does not deviate from standards. Controlling consists of three steps, which include establishing performance standards, comparing actual performance against standards, and taking corrective action when necessary. Performance standards are often stated in monetary terms such as revenue, costs, or profits, but may also be stated in other terms, such as units produced, number of defective products, or levels of customer service.

The measurement of performance can be done in several ways, depending on the performance standards, including financial statements, sales reports, production results, customer satisfaction, and formal performance appraisals. Managers at all levels engage in the managerial function of controlling to some degree.

Work targets are usually set to individuals and units in our institution. Usually, it is agreed upon by the coordinators or supervisors in our institution. Every end of the month, it is being updated so as to give an assessment as to how far the employee or a particular unit has been doing. By that, employees and different working units are reminded of the things that are still to be done during the academic year.

The managerial function of controlling should not be confused with control in the behavioral or manipulative sense. This function does not imply that managers should attempt to control or manipulate the personalities, values, attitudes, or emotions of their subordinates. Instead, this function of management concerns the manager's role in taking necessary actions to ensure that the work-related activities of subordinates are consistent with and contributing toward the accomplishment of organizational and departmental objectives.

Effective controlling requires the existence of plans, since planning provides the necessary performance standards or objectives. Controlling also requires a clear understanding of where responsibility for deviations from standards lies. Two traditional control techniques are the budget and the performance audit. Although controlling is often thought of in terms of financial criteria, managers must also control production/operations processes, procedures for delivery of services, compliance with company policies, and many other activities within the organization.

The management functions of planning, organizing, leading, and controlling are widely considered to be the best means of describing the manager's job as well as the best way to classify accumulated knowledge about the study of management. Although there have been tremendous changes in the environment faced by managers and the tools used by managers to perform their roles, managers still perform these essential functions.

Effective and efficient management leads to success, the success where it attains the objectives and goals of the organizations. Of course for achieving the ultimate goal and aim management need to work creatively in problem solving in all the four functions. Management not only has to see the needs of accomplishing the goals but also has to look in to the process that their way is feasible for the school or institution.

Educational leaders must always keep this in mind. It all revolves in these four activities the different tasks he is deemed to do. Aside from which, the task of envisioning his institution becomes more meaningful if the said functions are always taken into consideration.