Management and Administration

Management is the process of designing and maintaining an environment in which individuals,

working together in group efficiently accomplish selected aims. S. Robbins defines management

is the process of planning, organizing, leading and controlling all the activities within an

organization in pursuit of pre-defined objectives. Management is a broader term as compare to

administration.

The Definition of Management Needs To Be Expanded:

As managers people carry out the managerial functions of planning, organizing, staffing,

motivating (leading) and controlling.

Management applies to any kind of organization.

It applies to managers at all organizational levels.

The aim of managers is the same to create surplus.

Managing is concerned with productivity, which implies effectiveness and efficiency.

The Functions of Management

1. Planning

Selecting missions and objectives as well as the actions to achieve them,, which requires

decision making.

2. Organizing

Establishing and intentional structure of roles for people to fill in an organization..

3. Motivating (Leading)

Influence people, so that they will contribute to organizational and group goals.

4. Controlling

Measuring and correcting individual and organizational performance to ensure that events

conform to plans.

Managerial Functions at Different Organizational Levels:

Top Level: are planning, organizing and controlling.

Middle Level: they are equally sharing all functions.

First Line Supervisors: are only leading.

Managerial Skills and the Organizational Hierarchy

o Technical Skill (To know one’s job)

o Human Skill (Interaction, Communication, Behavior, Team Building)

o Conceptual Skill (Understanding the organization as a whole)

o Design Skills (Analysis and problem solving ability)

Principles of school Management

The following are the principals of effective school management.

1. Principle of objectivity: this principle demands that the activities are focused on the

predetermined objectives of the school programmes etc.

2. Principle of Comprehensiveness: this principle demands that a wide variety of activities

are offered to the students.

a) These activities should fulfill the individual as well as group needs.

b) Activities should also provide for the balanced development of the students personalities.

c) Right and duties should also be made known to the studens through the activities.

d) Training and working in collaboration should be made a regular feature for the students.

3. Principle of economy: the principle focuses on the facts that:

a) The work force be utilized according to the capacity, potential and liking.

b) The material sources should also be used to the optimum.

c) The responsibilities need be entrusted according to the caliber and taste.

4. Principle of co-operation and co-ordination

a) School should be a place where the atmosphere of mutual consultation should prevail.

b) The responsibilities should be discharged with zeal vigor and drive for the betterment of

the institution.

c) Student should be provided with a chance to share some of the responsibilities with their

teachers.

5. Principle of simplicity

a) The administrative procedure are made simple, practicable and understandable.

b) The responsibility and authority should work together.

c) The teachers must be exposed to novel situations to polish their leadership qualities.

d) School should have a close relation with the society and parents.

6. Principle of modification

a) The duties and responsibilities of the staff must be changed after intervals.

b) The latest innovations and trends be incorporated at the proper time.

Definition of Administration

The word administration is composed of two words “ad” means to and “ministraire” means

serve, so as one word it gives meanings to serve. In French, ‘minister’ is the one who takes

responsibility. In Urdu, Persian and Arabic administration means a sequence, order,

concentration and attention for the utilization of resources. As a concept educational

administration is helpfully taking the responsibility for facilitating the processes relating to

students, teachers, and the institution. Different educational experts have defined educational

administration according to their own perception.

Stephen P. Robbins is of the opinion that administration is getting the things done from others

with effectiveness and efficiency.

Effectiveness is defined as doing the right thing as it means achieving the objectives through

completing the right job. If a school administrator is successful in achieving what is supposed to

be achieved then he/she is an effective school administrator.

Efficiency is defined as doing thing right as it is concerned with achieving objectives of the

school by reducing cost and time. If a school administrator is successful in saving time and

money resources then he/she is an efficient school administrator.

Functions (Uses) of School Administration

Smooth operation of an education institution requires competent administrators. Educational

administrators provide direction, leadership and day to day management of educational activities

in schools.

Educational administrators set educational standards and goals and establish the policies and

procedures to carry them out. They also supervise managers, support staff, teachers, counselors,

librarians, coaches, and others. They develop academic programs, monitor student’s educational

progress; train and motivate teachers and other staff, manage guidance and other student services

administer record keeping, prepare budget, handle relations with parents, prospective and current

students, employers and the community and perform many other duties.

Educational administrators (school principals) set the academic tone and hire, evaluate and help

to improve the skills of teachers and other staff. Principals confer with staff advise, explain, or

answer procedural questions. They visit classrooms, observe teaching methods, review

instructional objectives, and examine learning materials. They actively work with teachers to

develop and maintain high curriculum standards, develop mission statements, and set

performance goals and objectives. Principals must use clear objectives and guidelines for

teachers appraisals because pay often in private schools is based on performance ratings.

Principals also meet and interact with other administrators, students, parents, and representatives

of community organizations. Parents, teachers, and other members of the community play an

important role in setting school policies and goals. Principals must pay attention to the concerns

of these groups when making administrative decisions.

Principles prepare budgets and reports on various subjects including finances and attendance;

oversee the requisitioning and allocation of supplies. As school budges becomes tighter, many

principals are more involved in public relations and fund raising to secure financial support for

their schools from local businesses and the community.

Principals must take an active role to ensure that students meet national academic standards.

Many principals develop school partnerships and school-to-work transition programs for

students. Growing enrollments, which are leading to overcrowding at many existing schools, also

are a cause for concern. When addressing problems of inadequate resources, administration

serves as advocates for the building of new schools or the repair of the existing ones.

Schools continue to be involved with students’ emotional welfare as well as their academic

achievement.

Objectives of School Administration

The objectives of school administration are:

1. To manage activities in a sequential order according to the attitude of the students, as

human nature like sequence, order, and smoothness in the activities.

2. To promote group work so that the student’s participation becomes pleasing, enjoying,

and they throw of fears.

3. To make the school activities more beneficial and meaningful for the students, the variety

of activities are offered in an integrated manner to develop balanced responsibilities.

4. To develop congenial and cordial relations between teachers, teachers and principal,

institution and parents, in this way education and training go hand in hand.

5. To provide a sympathetic, considerate, leading and guiding leadership.

6. To encourage the talent to flourish democratic ideas and ethics.

7. To pave the way for novel creative and prosperous styles to solve the confronted

problems.

8. To make the school a cooperative enterprise for the betterment of the individuals,

locality, district, province and the nation.

9. To provide for the material and man power needs where and when needed.

10. To utilize the material and manpower facilities to the optimum possible.

11. To make room for the timely induction of new knowledge in the curriculum.

12. To make the school activities go in a sequential and a logical way.

13. To share and delegate the responsibilities to provide and a logical way.

14. To share and delegate the responsibilities to provide the power input and get feedback to

rectify the system enabling to get the maximum output.

Elements of Administration

The main elements of administration are as following;

1. Planning

a. What is to be done?

b. What methodology would be applied to getting the things done?

c. Entrusting the responsibilities to the most appropriate persons

d. Stipulated target date is fixed.

2. Organization or Administration setup

a. An administrative setup is a necessary component that helps in maintaining the law and

order.

b. It helps in implementing the rules and regulations and maintaining the social relations

with the society and parents.

c. In charge academics, administration, discipline, sports, co-curriculum activities. All work

in their own capacities but in collaboration, so all the activities go hand in hand.

3. Staffing

a. Trained clerical, menial, support staff and the teaching staff is the requirement of an

administrative structure.

b. The staff is appointed and their duties are defined.

c. The duties are shared and the needs of the staff and students are met in time.

d. The performance of the staff is evaluated after reasonable intervals.

4.

Directing

a. Orders are issued.

b. Directions are given.

c. Well-defined rule must be amply advertised at various places, this help in communicating

the intents of the administration to the students.

d. Necessary guidance is provided to the staff as and when needed.

e. The meetings are convened to resolve the issues.

f. The rewards and punishments to the law breachers are announced and strictly adhered to.

5.

Co-

ordination

a. The activities are planned in a unified manner.

b. Help is sought from the experts to get the task done.

c. Expertise is shared

between the various

segments of the

organization.

6. Reporting

a. The accomplishment of the individuals are evaluated.

b. The efficiency of the group is assessed.

c. T h e s t r e n g t h s a n d w e a k n e s s e s a r e r e c o r d e d a n d r e p o r t e d t o t h e a d m i n i s t r a t i o n f o r

rectifying.

7. Budgeting

a. Budgeting for the following items is made. It may be developmental or non-

developmental.

b. Equipment, Furniture, table, chair, benches, blackboards, science equipment, sports

equipment and the books in the library provision of all these is the responsibility of the

administration. This help the students to various spots sitting, working, and leaving

easier. The adequate facilities help avoiding hazards.

c. The building provides protection from rough and tough, hot and cold weather. Noise and

unnecessary interruption becomes the least. Isolated rooms help teachers work on their

own pace and requirement of students. Variety of activities goes in the same building

without disturbing others. Different types of decoration in the different parts of the

building attract the student attention. The spacious, well-lit, airy building fitted with gas

and electricity helps the administrator avoiding unnecessary clustering of students and

equipment. The building connected to roads facilitate entrance and exits.