Administration Functions (Meaning and Explanation)

We explain what the functions of administration defined by Henry Fayol are and the characteristics of each one.

Administration functions

The functions of the administration are universal tasks that allow coordinating the set of activities that occur in a company effectively.

One of the first theorists to define these guidelines was Henry Fayol. This French engineer provided a classic approach to administration, after experiencing the consequences of the Industrial Revolution and the First World War.

Administrative functions impact the entire structure of an organization, from the lower and middle levels (with workers and professionals) to the highest levels (with management capacity, which includes the administrative area).

Although the ultimate goal of a company is to generate profits, the administrative functions are the measures that must be followed to reach your objectives through different actions and strategies.

The planning function

The planning function is the first and most important of administrative management. According to Fayol, the company needs a good action plan (or projection), in which the entire structure must participate, which will allow the production area, personnel and resources to be managed.

Planning It can be both short and long term. Furthermore, it should be considered as a continuous process, that is, management has to project, implement and review its planning on a regular basis to adjust the plan as necessary and based on the progress achieved.

The function of organizing

functions of organization administration — Sorting tasks allows you to optimize resources and work time.

The function of organizing It is key for the company to last over time. Sorting tasks according to areas and general structure allows you to optimize the necessary resources, take advantage of work time, improve workflow and make better decisions.

In short, organize all the parts that make up the organization boosts productivity and improves profits.

Beyond the set objectives, the unforeseen events that may arise or the person in charge of management, it is necessary to organize each part of the company in what is called “organization chart”, a graphic representation of the structure that shows the interaction between each part and the people who make it up.

The main types of organization can be:

Linear It consists of the oldest and simplest type of organization, and is based on the principle of pyramidal unity of command with a single authority, formal communication channels and centralized decisions.
Functional It consists of a type of organization based on specialization. It is characterized by divided authority, direct communication channels, decentralization of decisions, and emphasis on task specialization.

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The function of directing

The function of directing is typical of management and consists of giving orders to the workforce. Clear and concrete instructions from management, through appropriate channels, ensure good employee performance.

Furthermore, the motivation of subordinates is important to obtain better responses both in productivity and in the work environment. However, depending on the structure of the company, it may be difficult for management to maintain a close relationship with all employees.

Managers must have adequate dissemination or communication channels which allow them to convey clear messages, have feedback, and be aware of what employees think (for example, through employee performance tests conducted by supervisors or worker satisfaction surveys).

The function of coordinating

The function of coordinating consists of harmonize all activities and efforts of each part of the organizational chart so that they act together towards the general objectives of the company. Each area of the organization must complement and enrich itself with the work of the other parts.

Leadership must focus on coordination, to achieve employee motivation, proper workflow, and efficient productivity. A key tool for coordination is communication through various channels, which allow issue clear messages and maintain closeness with each worker.

Staffing is a process that involves hire suitable workers and retaining those who are a good fit for the company (through training, compensation, and employee evaluations). The coordination action in all areas allows us to detect the employee profile necessary for each task.

The function of controlling

The function of controlling or monitoring Ensures tasks are carried out as planned. It is necessary for managers to conduct employee performance evaluations on a regular basis to anticipate possible obstacles or deviations from tasks (which would hinder achieving objectives).

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Managers can establish performance standards to measure performance among workers. With the results of the analysis, management can make more accurate decisions, both to resolve conflicts and to correct errors regarding what was planned.