topic c03-overview eng -1208 - edb.gov.hk · topic c03: management ... ents with a fundamental...

Topic C03: Management Functions for Organisation Topic Overview p.1

BAFS Learning and Teaching Example As at April 2009

Learning Objectives: 1. To understand the process of management; and 2. To understand the 4 functions of management: planning; organising; leading

and controlling. Overview of Contents: Lesson 1 Planning and Organising Lesson 2 Leading and Controlling Resources:

Topic Overview and Teaching Plan Powerpoint Presentation Student Worksheet with Answer

Suggested Activities:

Case study Brainstorming

Topic Overview Topic BAFS Compulsory Part - Introduction to Management

C03: Management Functions for Organisation Level S4 Duration 2 lessons (40 minutes per lesson)



Lesson 1 Theme Planning and Organising Duration 40 minutes Expected Learning Outcomes: Upon completion of this lesson, students will be able to: 1. Analyse the process of management; 2. Define the planning function of management; and 3. Define the organising function of management. Teaching Sequence and Time Allocation:

Activities Reference Time

AllocationPart I: Introduction

Teacher starts the lesson by describing the background of the Annual Bazaar case. PPT #2-4 3 minutes

Part II: Content

Activity 1: Case Study (Part I) Students form groups of five to six and act as

a committee of the bazaar. Have students read Part I of the Annual

Bazaar case carefully and complete the tasks. Teacher invites volunteers to present their

answers. Teacher gives feedback. Teacher concludes the presentation by defining

management and introduces the four management functions, i.e. planning, organising, leading and controlling.

Teacher explains the function of planning.

PPT#5-10 Student

Worksheet pp.1-2

PPT#10-12

PPT#13

17 minutes

Activity 2: Case Study (Part II) Have students read Part II of the Annual

Bazaar case carefully and complete the tasks. Teacher invites volunteers to present their

answers. Teacher gives comments. Teacher concludes the presentation by defining

PPT#14-17 Student

Worksheet pp.3-4

PPT#18-20

17 minutes



the function of organising. Teacher explains the purposes and common methods of organising.

Part III: Conclusion Teacher concludes the lesson by reviewing the

key concepts taught. 3 minutes



Lesson 2

Theme Leading and Controlling Duration 40 minutes Expected Learning Outcomes: Upon completion of this lesson, students will be able to: 1. Define the leading function of management; and 2. Define the controlling function of management. Teaching Sequence and Time Allocation:

Activities Reference Time

AllocationPart I: Introduction

Recap the four management functions and the concept of planning and organising. PPT#12 3 minutes

Part II: Content Activity 3: Case Study (Part III)

Students remain in their group from the previous class, read Part III of the Annual Bazaar case carefully and answer the questions.

Teacher invites volunteers to present their answers.

Teacher concludes the case study and introduces the leading function.

Teacher explains motivation and Maslow’s hierarchy of needs. (Note: This part is optional)

PPT#21 Student

Worksheet pp.5-6

PPT#22

PPT#23-24

15 minutes

Activity 4: Brainstorming Have students name two great leaders and

point out their characteristics. Based on their ideas, teacher summarises the

traits of good leaders.

PPT#25-26 Student

Worksheet p.7

5 minutes



Activity 5: Case Study (Part IV) Students read Part IV of the Annual Bazaar

case carefully and answer the questions. Teacher invites volunteers to present their

answers. Teacher concludes the case study and introduces

the controlling function. Teacher explains the importance and different

stages of a controlling process.

PPT#27 Student

Worksheet pp.8-9

PPT#28

PPT#29-31

12 minutes

Part III: Conclusion Teacher concludes the session by playing the

matching game from the PowerPoint slides. Relate the game to the different tasks involved in organising the school bazaar.

PPT#32-33 5 minutes

1

1

BAFS Compulsory PartIntroduction to Management

Topic C03: Management Functions for Organisation

Technology Education SectionCurriculum Development Institute

Education Bureau, HKSARGApril 2009

Introduction

This session aims to provide students with a fundamental understanding of the four functions of management: planning, organising, leading and controlling.

Duration

Two 40-minute lessons

Contents

Lesson 1 – Planning and OrganisingLesson 2 – Leading and Controlling

2

2BAFS Compulsory PartLearning and Teaching Example


The Annual Bazaar

An annual bazaar is a tradition of your school hosted by students, teachers, alumni and parents.It will be held in two months.Each class will set up their own booth.

Lesson 1

This session introduces the four functions of management: planning, organising, leading and controlling through a case study related to organising a fictitious school event, The Annual Bazaar. Start the lesson by explaining the background of the Annual Bazaar.

3



Objectives of the Annual Bazaar

To raise fund for charitiesTo develop students’ sense of belongingTo enhance communication between parents and teachersTo reunite alumniTo provide extracurricular activities for students

Explain to the class the objectives of the bazaar.

4



Prizes of the Annual Bazaar

“The Most Funds Raised” Award“The Most Creative Stall Design” Award“The Most Innovative Product” Award“The Funniest Game” Award “The Most Environmental Friendly” Award

Explain to the class that different prizes are to be awarded to participants.

5



Activity 1: Case Study (Part I)

Form groups of five to six.You are a member of the Annual Bazaar committee. Elect a leader as the chairperson of the committee.

Activity 1 :

Have students form groups of five to six. Elect a group leader as the chairperson of the Annual Bazaar committee.

6



Activity 1: Case Study (Part I)

Read the case carefully.Discuss and complete Task 1 of Activity 1.

Refer to the Student Worksheet p.1, ask students to read the case carefully. Then discuss and complete Task 1.

7



Activity 1: Case Study (Part I)Task 1: Goal Setting

Report the goal(s) of your group to the class.

Invite students to report their goal(s) to the class. Reasonable answers from students are acceptable in Task 1 of Part I of the case study.Teacher may remind students to be ‘SMART’ when setting their goals.‘SMART’ = Specific; Measurable; Attainable; Result-oriented; Time-limited.

8



Goal Setting

Why do we set goals in the first place?What will happen if no goal is set?

Following the presentations, teacher asks the class to comment on these two questions. Teacher then explains the benefits of defining objectives/goals:

1. Improve performance – studies show that when challenging goals are set, performance increases;

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.

9



Activity 1: Case Study (Part I)Task 2: Work Schedule

Present the work schedule drafted by your group.

Ask students to share their work plan with the class. Teacher comments on the design and feasibility of the students’ plans.

10



What is Management?

Coordination of work activitiesCoordination of work activities

i.e. Managementi.e. Management

=

Setting up abooth

Running a business

Teacher specifies the process of organising a bazaar is similar to setting-up a business. They both require clear objectives and coordination of tasks to achieve common goals. This is what ‘management’ means.

11



What is Management?

The process of coordinating work activitiesso that they are completed efficiently and effectively with and through other people- Efficiency involves making best use of an organisation’s resources

Do things right- Effectiveness involves pursuing the appropriate goals

Do the right things

Explain to students what management means. Also introduce the concepts of efficiency and effectiveness.

12



Four Management Functions

Pla

nnin

gP

lann

ing

ControllingControlling LeadingLeading

Org

anis

ing

Org

anis

ing

Explain the four management functions: planning, organising, leading and controlling.Each function will be discussed in detail later.

13



Planning

Planning involvesIdentifying and selecting the goals;Establishing an overall strategy for achieving these goals; andDeveloping a comprehensive set of plans to integrate and coordinate organisational work.

Explain the function of planning which involves goals setting and methods for reaching the goals.Referring to the Annual Bazaar case, the goals included raising money, winning prizes and learning by playing through organising a school function.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.

14



Activity 2: Case Study (Part II)

Read Part II of the Annual Bazaar case carefully.Complete the tasks.

Activity 2 :

Have students read Part II of the case carefully, discuss and complete Task 1 on Student Worksheet p.3.

15



Activity 2: Case Study (Part II)Task 1: Job Specifications

Identify the different tasks needed to be accomplished for the bazaar.

• Ask the class to complete Task 1 of Part II of the case study.• Invite students to present their answers.

Answers will vary but typical tasks include:• Overall coordination;• Liaison with school and external parties; • Budget and financial control; • Sourcing and purchase of products; • Production of products;• Designing and decoration of booth;• Games design;• Manpower arrangement; etc.

16



Activity 2: Case Study (Part II)Task 2: Job Assignment

Assign roles and job duties to each group member.Share your ideas with the class.

Have students complete Task 2 of Part II of the case study.

Invite students to present their answers.Answers may be varied but typical posts include:• Chairperson of the committee;• Vice-chairperson of the committee;• Treasurer;• Product designer;• Game designer;• Marketing officer; and• Human Resources officer.

17



Activity 2: Case Study (Part II) Task 3: Organisational Structure

Use the roles suggested in Task 2 to create an organisational structure for your group.

Have students complete Task 3 of Part II of the case study.Invite students to present their answers.For a school function like the Annual Bazaar, the structure of the committee should be quite simple. There is usually a chairperson leading a group of 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.

18



Organising

Organising is the process of creating an organisational structure.

Teacher concludes Part II of the case study and introduce the management function of organising.Organising function involves the deployment of employees and allocation ofresources, tasks identification, delegation and team building.

19



Purposes of Organising

Assign tasksAssign tasks

Establish linesof authority

Establish linesof authority

Allocate resourcesAllocate

resources

EstablishrelationshipEstablish

relationship

Delegateresponsibilities

Delegateresponsibilities

Purposes of organising

Purposes of organising

Using the Annual Bazaar as an example, teacher explains to the class that the purposes of organising are:

1. To break down the tasks into specific department or section;2. To assign responsibilities associated with individual role;3. To establish relationships between teams and departments;4. To establish formal lines of authority; and5. To allocate organisational resources.

20



Common Ways of Organising

Ways to createan organisational

structure

Ways to createan organisational

structure

ByProduct

ByProduct

ByCustomer

ByCustomer

ByFunction

ByFunction

ByArea

ByArea

Explain to the class there are different ways to organise a company.By products – business units are organised according to different product lines, e.g. a financial institution is organised by different lines of businesses such as banking, insurance, securities, professional services, etc.By areas – business units are organised according to different geographical areas or markets, e.g. a consumer products manufacturer is organised by divisions covering Greater China, Asia, Europe, North America, etc.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

21



Activity 3:Case Study (Part III)

Read Part III of the Annual Bazaar case carefully.Answer the questions.

Lesson 2

Start the lesson by recapping the four functions of management, i.e. planning, organising, leading and controlling.

Activity 3 :

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.

22



Leading

Leading is the process of influencing, directing and motivating a group towards the achievement of goals efficiently and effectively.

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.Referring to Part III of the case study, the committee wants to raise their classmates’ interests to participate in the Annual Bazaar. They also neededassistance in the preparation process. Therefore, the committee needed to influence, direct and motivate classmates with different methods.

23



Motivation

The willingness to work hard to achieve certain goals.People are motivated if their efforts lead to satisfaction of needs.What were your needs when you were setting up the Annual Bazaar?

Explain the concept of motivation which is defined as the willingness to try hard in order to reach certain goals. When their effort successfully leads to the satisfaction of needs, people become motivated. The more they want be satisfied, the higher the motivation is.Ask the class what their needs were when they were setting up the Annual Bazaar? Teacher may refer to Maslow’s hierarchy of needs to guide students answer the question. (See next slide for the hierarchy of needs.) .

24



Hierarchy of Needs

SelfSelf--actualisationactualisation

EsteemEsteem

SocialSocial

SafetySafety

PhysiologicalPhysiological

This part is optional.According to psychologist Abraham Maslow, there exists a hierarchy of five types of needs within a person. They are:

• Physiological needs – survival needs, e.g. food, drink, shelter, etc.; • Safety needs – needs pertaining to security and protection from

threats; • Social needs – the desire to affiliate with and accepted by others;• Esteem needs – desire to have positive self-image, status, recognition

and attention by others; and• Self-actualisation needs – desire to develop one’s capabilities and

achieve full potential.

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.

25



Activity 4: Brainstorming

Name two great leaders you admire most.Indicate their characteristics.

Activity 4 :

Another important issue of the leading function is the study of leadership. This activity aims to identify the characteristics of good leaders. There are different theories of leadership. One theory looks at the traits of leaders and another looks at the behaviour of leaders. Features of an effective leader will be illustrated in this activity. Ask students to name two great leaders they admire most. The leaders can be friends, relatives, teachers, school principals and public figures. Indicate the features that make them great leaders. Have students put these features on the board.Based on their answers, teacher concludes:

• Some common characteristics of leaders from the students’ lists • How do these characteristics relate to personality traits, i.e. drive,

desire to lead, honesty and integrity, self-confidence, intelligence and job-relevant knowledge, or to behaviour such as democratic or autocratic.

26



Traits of Good Leaders

Job-relevantknowledge

JobJob--relevantrelevantknowledgeknowledge

intelligenceintelligenceintelligence

Self-confidence

SelfSelf--confidenceconfidence

Honesty andintegrity

Honesty andHonesty andintegrityintegrity

Desire tolead

Desire toDesire toleadlead

DriveDriveDrive

Traits of Traits of Good leadersGood leaders

Summarise the traits of good leaders.• Traits are the internal characteristics such as physical (e.g. muscular),

personality, skills, abilities and social factors of a person.According to the trait theory of leadership, good leaders possess the following traits:

• Drive – a high desire for achievement; • Desire to lead – wants to influence and lead people;• Honesty and integrity –is truthful and have high consistency between

word and deed;• Self-confidence – absence of self-doubt;• Intelligence – ability to create visions, solve problems and make

correct decisions; and• Job-relevant knowledge – high degree of knowledge about the

business.

(Source: adapted from “Leadership: Do Traits Really Matter?” by S.A. Kirkpatrick and E.A. Locke, Academy of Management Executive, May 1991, pp. 48-60.)

27



Activity 5: Case Study (Part IV)

Read Part IV of the Annual Bazaar case carefully.Answer the questions.

Activity 5 :

• Have students read the case carefully, discuss and answer the questions.• 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.

28



Controlling

Controlling is the process of monitoring activitiesensures activities are completed as planned corrects deviations.

Make use of the answers from Annual Bazaar case, explain to the class the management function of controlling.For example, students made a list for their major duties and created an agenda while preparing for the Annual Bazaar

29



The Importance of Controlling

PlanningPlanning

OrganisingOrganising

LeadingLeading

GoalsGoals

ControllingControlling

ControllingControlling

Explain the importance of controlling.Point out that goals setting, team organisation and staff motivation do not guarantee goals accomplishment. A responsible manager has to ensure that the tasks are carried out as planned and take necessary remedial actions in case of deviation in order to achieve the objectives.

30



Control Process

Determineareas

of control

Determineareas

of controlSet criteriaSet criteria Performance

evaluationPerformance

evaluation

Compareperformance

against standards

Compareperformance

against standardsStandards

not metStandards

not met

Standardsmet

Standardsmet

Correctiveaction

Correctiveaction

Explain the basic control process which includes the following steps:1. Determine which areas needed to be controlled;2. Set criteria for performance evaluation;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.

31



Control Process

Booth DesignBooth DesignApproved bycommittee on 15-Nov

Approved bycommittee on 15-Nov

Keeptrack of

the progress

Keeptrack of

the progress

Compareperformance

against standards

Compareperformance

against standards

Not approvedby the

committee

Not approvedby the

committee

Approved bycommittee

Approved bycommittee

Redesign &set new deadline

Redesign &set new deadline

Use a task to illustrate the control process.

32



Matching Game

1. Planning

1. 1. PlanningPlanning

3. Leading

3. 3. LeadingLeading

2. Organising

2. 2. OrganisingOrganising

4. Controlling

4. 4. ControllingControlling

A. Influence, direct and motivate peopleto achieve goals

A.A. Influence, direct and motivate peopleInfluence, direct and motivate peopleto achieve goals to achieve goals

B. Define goals, establish strategies, develop plan and coordinate activities

B. Define goals, establish strategies, B. Define goals, establish strategies, develop plan and coordinate activitiesdevelop plan and coordinate activities

C. Identify tasks, delegate roles and assignteams

C. Identify tasks, delegate roles and assignC. Identify tasks, delegate roles and assignteamsteams

D. Monitor performance, compare it withstandards and make correction

D. Monitor performance, compare it withD. Monitor performance, compare it withstandards and make correction standards and make correction

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.

33



Answer to Matching Game

1. Planning

1. 1. PlanningPlanning

3. Leading

3. 3. LeadingLeading

2. Organising

2. 2. OrganisingOrganising

4. Controlling

4. 4. ControllingControlling

A. Influence, direct and motivate to achieve goals

A.A. Influence, direct and motivate to Influence, direct and motivate to achieve goalsachieve goals

B. Define goals, establish strategies, develop plan and coordinate activities

B. B. Define goals, establish strategies, Define goals, establish strategies, develop plan and coordinate activitiesdevelop plan and coordinate activities

C. Identify tasks, delegate roles and assign teams

C. Identify tasks, delegate roles and C. Identify tasks, delegate roles and assign teamsassign teams

D. Monitor performance, compare it withstandards and make correction

D. D. Monitor performance, compare it withMonitor performance, compare it withstandards and make correctionstandards and make correction

34



The End

End of Lesson 2

Topic C03: Management Functions for Organisation Student Worksheet p.1


BAFS Compulsory Part - Introduction to Management Topic C03: Management Functions for Organisation Activity 1: Case Study (Part I) Form groups of five or six students. Read the following case carefully and complete the tasks.

The Annual Bazaar

Your group is responsible for organising activities. Should you assemble a sales stall or a game booth? Task 1: Goal setting Firstly, identify your goal(s). Explain why you participate in the Annual Bazaar. Give reasons for your decision. ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________



Task 2: Strategy After setting the goal(s), your group has to create an action plan. Assuming that the Annual Bazaar would be held in 3 months, draft a schedule for your action plan. (Hints: tasks include product design and production, booth design, sponsors finding, game design, marketing, labor, etc.)

Action Descriptions



Activity 2: Case Study (Part II) Read the following case carefully and complete the tasks.

The Annual Bazaar

The committee is going to arrange the structure of the project and delegate roles accordingly. Task 1: Job Specifications

Make a list of what needs to be done for the bazaar.

(a) _____________________________________________ (b) _____________________________________________

(c) _____________________________________________

(d) _____________________________________________

(e) _____________________________________________

(f) _____________________________________________

(g) _____________________________________________

(h) _____________________________________________



Task 2: Job Assignment Identify roles and their job duties. Assign a role to each group member.

Title / Post Duties Person-in-charge

Chairperson Manage the coordination of the event

Task 3: Organisational Structure Illustrate an organisational chart for your committee.



Activity 3: Case Study (Part III) Read the following case carefully and answer the questions.

The Annual Bazaar

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. (a) Have your teacher reinforce mandatory participation..

______________________________________________ ______________________________________________ ______________________________________________

(b) Have your teacher award the participants.



(c) Explain the purposes and value of the Annual Bazaar. Provide

opportunities for students to utilise of their strengths.

(d) Suggest other methods to motivate your classmates. Be as specific as possible.



Activity 4: Brainstorming Name two people who you consider great leaders. They could be your friends, relatives, teachers, principals, or public figures. (a) ____________________________________________________ (b) ____________________________________________________

What makes them great leaders? What are their characteristics? _______________________________________________________ _______________________________________________________ _______________________________________________________ _______________________________________________________ _______________________________________________________ _______________________________________________________ _______________________________________________________



Activity 5: Case Study (Part IV) Read the following case carefully and complete the tasks.

The Annual Bazaar

Your group is developing methods to monitor the progress of the action plan. You need to ensure the action plan will be carried out successfully.

List the major tasks in your action plan. ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________



Assign roles to each task from your list on page 8. Determine the job duties and requirements. Set deadlines for completion of tasks.

Task Person

responsible Requirements and deadline

Booth design

Chan Tai Man To be approved by organising committee by 15-Nov

topic c03-overview eng -1208 - edb.gov.hk · topic c03: management ... ents with a fundamental...

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