BBA606 –Management Development and Skills

SET - 1

Q1. What do you mean by Directing? Explain the principles of Directing.

 Definition of Directing
 Discuss the principles of Directing

Answer:

Directing
Directing is a managerial function performed by the top level officers in the management. It means all
decisions taken thereof should be implemented properly. Every manager gives direction to subordinates
and vice versa, every subordinate gets direction from the respective manager.

Direction is a vital function of management as it is concerned with action and not thought. It is the process
of instructing, guiding, supervising and motivating people towards the accomplishment of organizational
goals. It is an actual performance of people that is guided towards achieving common goals.

Principles of Directing
Generally, it is the manager’s task to understand the needs, motives and attitude of subordinates and
should be able to change strategies accordingly. The following principles may be helpful in achieving
successful direction:

1. Principles of directing objectives: This principle means that subordinates should be made aware of
their roles in the accomplishment and given a clear understanding of the objectives of the given direction.

2. Principles of unity of command: This principle states that subordinates should receive all orders
and instructions vectored through only one superior. It is necessary because no one can report to two
bosses at the same time.

3. Principles of direct supervision: Direction is most effective when it is done face-to-face with
subordinates. It helps in generating immediate feedback, removing doubts and facilitating communication.

4. Principles of harmonising objectives: An organization functions best when individual goals are in
harmony with organization goals.
5. Principles of effective leadership: This principle necessitates managers to adopt an appropriate
style of leadership to make direction effective. Managers must be able to alter styles as per needs.

6. Principles of communication: The higher-ups must ensure that plans and responsibilities are fully
understood by subordinates. A two-way communication system is the essence of direction which helps in
providing a free flow of ideas, information suggestions, complaints grievances etc.

7. Follow up: Direction is ineffective unless a strong feedback is given which in turn creates a follow-up
mechanism. Managers must give directions as soon as feedback is received.

Q2. What is Creative Thinking? Discuss the importance of Creative thinking. Explain the
process of Creative Thinking.

 Define Creative Thinking.

 Describe the importance of Creative thinking
 Explain the process of Creative Thinking

Answer:

Definition of Creative Thinking:

The concept of creative thinking comprises two major phases: the initial phase in which the idea is first
conceived and the second phase combining conscious recording, refinement and application of the creative
moment. In order to understand the complex range of creativity, it is important to first look at intuition as a
related study. Alternatively, the concept of innovation involves a sustained and steady effort over a period
of time.

Importance of Creative Thinking

Creativity is not an acquired science, but is rather an essential part of our daily lives. Importance of
creativity can be observed from the feedback received from the people while they respond to situations.
Creativity is evident in every aspect of our lives.
• Creativity is the ability of a person to produce an idea not existing before. It also refers to an individual’s
ability to create new things using or combining the prevailing ideas.
• Creativity is an attitude. It is the ability to adopt change, willingness to explore ideas and seeking novel
possibilities and alternatives.
• Creativity is a process wherein people put hard work into exploring newer alternatives and ideas to arrive
at solutions.
Process of Creative Thinking
Human beings, at various instances in history, have applied several creative approaches to produce
outcomes that match the desired end-point, while going through the evolution process. There have been
several evolution theories which were adopted by various societies. We will study five such well-known
theories, which then turned into processes used for creative thinking.

(i) Evolution: Evolution is the process that represents gradual improvement and growth, and it
represents gradual development. It implies that by combining the existing ideas; a new entity can be
evolved. The creation of new entity is labeled as creativity. In fact, the technology, comforts and many other
advanced things we are enjoying today are the consequence of previous efforts for constant improvement.
Evolution is a thought process of mankind that has enabled men and women to devise solutions to
problems and to improve upon the existing solutions every time an individual faces a similar or even a new
problem.

(ii) Synthesis: This is a process which suggests combination of two or more thoughts to create an entirely
new thought. For instance, people observed that it is difficult to sit for a long time in a theatre without
having something to eat, so the idea of serving snacks was born. Later on, they observed that people want to
enjoy their weekdays by going out of their homes, where they can eat, watch a movie, purchase necessary
items and so forth. Henceforth, the idea of a mall emerged wherein there would be food courts, shops and
theatres, all under one roof.

(iii) Revolution: Revolutionary ideas are entirely different from the existing ideas. An individual in the
evolutionary state of thinking would resort to several ideas in order to further improvise upon them. On the
other hand, revolutionary thought would force a person to apply an entirely new approach like lectures
being given by students instead of a professor on a particular day.

(iv) Reapplication: Reapplication method implies viewing old or the existing application in a creative
manner. An individual here applies ‘out of box’ thinking. The new approach would lead to something that
was not previously realized in the same situation or similar set of circumstances.

(v) Changing direction: It implies viewing or perceiving things and ideas from a different perspective.
This perception will undoubtedly lead to something creative. Problems come up several times, but every
time they cannot be resolved with the same solution. Therefore, an individual who faces a problem will have
to every time come up with different solutions. This means that the individual will have to apply creativity
or innovation.
Q3 Explain the concept of Time Management. Discuss the steps involved in Time
Management

(Concept of Time Management, Explain the steps in Time Management)

Answer:

Concept of Time Management

Time management is not a new concept; it has been in practice from the time of the sages, who used to
divide the day into different parts, with each part dedicated to a different task, such as the mornings
dedicated to prayer and exercise because of low temperatures and peaceful surroundings, afternoons
dedicated to siesta and evening dedicated to study and discourse. The corporate world realizes the
importance of time management acutely because all teams work on their projects under stringent deadlines
and have to prioritize and set goals effectively, which is indeed the crux of time management.

The concept of ‘time management’, with this particular name, can be traced to the late eighteenth century,
to Benjamin Franklin, who is widely known as the father of time management. He mapped his activities
from morning to evening and mentioned them in a book in a sequence, with the aim of establishing 'order'.
He disliked the unpredictable calls on his time that disturbed his schedule. With the evolution of mankind,
the techniques of time management have also evolved and many methods have emerged in different eras.
Some well known ones are:
• Notes and checklists
• Calendars
• Prioritizing
• Self-management
Time management is so relevant in the current scenario because the market and in turn, businesses are
extremely dynamic and forever in transition. In this fast-paced world, information travels at lightning
speed and people have to work hard, as well as smartly, in order to sustain their livelihoods. Therefore, it is
only the degree of efficiency in your time management that would determine your level of success. Time
management focuses on 3 major factors— organizing, prioritizing, scheduling.

Steps in Time Management:

1. Relax and remain composed: You must understand that everything can never be finished at once.
Therefore the first step is to stay calm, think for a moment and think clearly, because even the easiest
situations may worsen if addressed without having a proper plan in place.

2. Construct a plan and follow it: The second step is to create a plan and then follow it rigidly and
honestly. This not only helps you to deal with a problem from a position of being prepared for it but also
keeps your focus maintained on objectives that are important and do not allow you to deviate. Set time
limits for every task that you need to perform.

3. Delegate assignments: Being human, we are born with certain limitations and one of them is that we
can only be present in one place at a time.
Nobody can be omnipresent, and nobody can know everything or accomplish all tasks singlehandedly.
Hence, the concept of delegation is significant. Delegation helps managers save precious time, which they
can use to be involved in other activities that are more important, such as planning and organizing for the
entire team.

4. Prioritize: After you are done with planning, you need to start prioritizing tasks. Immediately jumping
into performing tasks can hinder progress because you may end up with your plan going haywire. So,
prioritizing is most important. All tasks included in your plan must be prioritized depending upon its
importance and if possible, assign each task as per the capabilities of each team member. This will help you
to first address the critical issues and spend more amount of time in dealing with those areas that are more
important than the others.

5. Don’t procrastinate: Avoid procrastination, and instead, try to develop the habit of finishing things
that you have started.

6. Plan a day before: Planning is important for performing well but pre preparation is even more
important because it will save you from the agony of going to work with no planning and then investing the
most precious morning hours in planning for the day or having to go with things as they come. Ensure that
the first hour of your working day is as productive as the remaining ones.

7. Evaluate: Continuous evaluation of the use of your time will help you in avoiding mistakes and
deviating from important things.

SET 2

Q1 Suppose you have joined as a Manager in an organization and you are asked to negotiate
on a particular issue. What according to you are the principles of Negotiation? Explain the
steps in the process of negotiation.

(State the basic principles of negotiation, Explain the steps involved in a negotiation process)

Answer:
Principles of Negotiation:
1. The greatest failure in negotiation is failing to negotiate.
2. The most important person to know in a negotiation is yourself.
3. Everyone has power in negotiation.
4. Single-issue bargaining leaves both parties unsatisfied.
5. Urgency drives decisions. In other words, people are driven to take quick decisions in pressure situations.
6. Agreement is the end; trading off is the means.
7. Even in a collaborative environment, best results are obtained by keeping the other party on a ‘need to
know’ basis.
8. The value of something is always in the eye of the beholder.
9. Success in negotiation is directly related to the amount and kind of preparation preceding the
negotiation.
10. The ability to walk away or select another alternative to a negotiated agreement puts a negotiator in a
very strong position.
11. Even when two sides are far apart on major issues, there are always things they can agree upon.
12. Meaningful negotiation involves conflicts. The person who has a strong need to be liked, or who tends to
avoid conflict, is likely to be at a disadvantage.

Steps of Negotiating:

1. The preparation phase: A basic preparatory phase in which you recognize and prioritize the
purposes. This is when you must arrange all information as needed while negotiating and decide the lowest
deal that you would accept willingly.

2. The debating phase: This is an argumentative phase wherein you express what you want and attempt
to identify what the other party is looking for. Frame open questions and be open to listen to the other
person as well. Try hard to identify the limits to which the other person is willing to move from his/her
stand.

3. The proposal stage: In this stage you propose and receive the proposed offers by the opposite party.

4. The bargaining phase: This is when you actually start negotiating. Accept and confirm details agreed
upon and conclude it positively by looking ahead.
Q2 Discuss the qualities required to become an effective leader.

 Explain any ten qualities of an effective leader

Answer:

Qualities of a Good Leader:

An effective leader displays the following main qualities:

1. Physical strength and fitness: A leader must exhibit physical strength and stamina. He should have
the capacity to work for longer hours than others. With these traits, he will be able to work meticulously
and supervise the work of his subordinates.

2. Mental vigour: The leader should also demonstrate intelligence and zeal, which would enable the
leader to withstand pressure and finish the work timely.

3. Self confidence: A leader should demonstrate a great deal of self confidence in the actions and
decisions they have taken in order to achieve goals and objectives.
4. Human relations skills: A leader must also possess human relations skills. This refers to the ability to
work well with people. It includes the ability to understand people, their problems and feelings.

5. Ability to inspire: An effective leader is one who has the ability to inspire.
Hence, a successful leader must be capable of influencing people through their own ideas, actions and
behaviour.

6. Vision and foresight: A leader must possess the qualities of sharp vision and foresight. They should be
able to foresee the trends of events to follow in future. This quality, in turn prepares the leader to face
future challenges and consistently make sound judgments.

7. Tact and humour: A leader should be tactful when dealing with people and situations and must
possess a sense of humour. Such qualities enable the leader to ensure that the targets are achieved and
work completed without any hassles and easily.

8. Maturity: A leader should be capable of keeping emotions under control.

Emotional instability and anger are the two most dangerous enemies of a leader and account to immaturity
which may affect critical decisions adversely.

9. Good sense of judgment: Leaders exhibit this quality when they find themselves in a predicament.
When faced with problems, leaders take decisions trusting their instincts and sense of judgment. The ability
to recognize right and wrong and also making right decisions when in dilemma is one of the traits of good
leadership.

10. Skillful planning: It is an important characteristic of good leadership. Good leaders practice tactful
planning and its implementation. They plan and organize decisively along with their team before arriving at
any conclusion.

Q3 Write a short note on the following:

a) Impact Analysis

b) Catwoe Analysis

 Meaning and steps involved in Impact Analysis

 Meaning and elements of Catwoe Analysis

Answer:

a) Impact Analysis
Impact analysis is a challenging exercise carried out in order to capture and structure all the potential
consequences of a decision at first and secondly to ensure that they are managed appropriately. Larger or
more risky decisions call for experienced people, ideally from different functional backgrounds within the
organization to do the analysis instead of one single individual to make the entire effort. The following steps
may help you to conduct an effective impact analysis:

1. Prepare for impact analysis

The first step is to employ a team of experienced professionals, helping them to access the right information
sources. Everyone involved in the assessment must be clearly briefed with the proposed solutions and
problems intended to be addressed.

2. Brainstorm the major areas affected

It is an exercise to recognize the areas that are majorly affected by a decision. It helps to predict what
departments or workforce in the line would it affect and what consequences it may bring.

3. Evaluate impacts
Work out the possibilities of all negative and positive impacts that a decision may cause along with their
intensity and size. Evaluating the consequences of the decision in the end is also of great importance.
4. Manage the consequences
It is important to determine whether you would sustain the decision whatever negative consequences or the
cost it may bring about. If yes, decide the following:
• Actions to be taken in order to manage, mitigate or nullify the effects.
• Steps to motivate affected people to realize and support the change.
• Actions to be taken to manage the eventualities.

b) Catwoe Analysis

Catwoe analysis is a method where the problem solving process is effectualized by preparing an exhaustive
and comprehensive report based on various perceptual experiences and solutions pertaining to a problem.
The report of the Catwoe analysis consists of answers related to the following 6 elements:

• Client or Customers: They are the final stakeholders or the end-points of any organization and either
benefit or suffer losses whenever the system or a process changes. Therefore, this analysis in the first place,
recognizes people who would be affected and analyses how a particular change or problem would affect
them.

• Actors: The second step in the process is to identify the change provokers, usually employees.

• Transformation: It is that change which the system or the process would cause. This also requires to
list out the inputs and the nature of change that would convert these inputs into outputs.

• Weltanschauung: Otherwise means ‘worldview’. The analysis of this element considers the process or
the system in its wider context and highlights the positive and negative impact on the overall business of an
organization.

• Owner: It refers to the person who owns the decision, project, enterprise or an organization, or owns the
authority to run the business.

• Environmental constraints: These are the external constraints affecting changes in the system; they
may be ethical, financial, regulatory limitations, resource limitations and many more.