COMM 4355 Exam 1 CH 3

What are Barnard's functions of an executive?

1) Communication 2) Securing essential services from others 3) Formulating organizational purposes and objectives

According to Barnard how can you gain worker cooperation?

1) Persuasion 2) Tangible Incentives Money and other material inducements Personal non-material opportunities for distinction Desirable physical conditions of work Ideal benefactions, such as pride of workmanship etc. ALL BASED ON COMMUNICATIONS PRINCIPLES

Define the Benevolent management style.

Just as in an exploitative authoritative system, decisions are made by those at the top of the organisation and management. However employees are motivated through rewards (for their contribution) rather than fear and threats. Information may flow from subordinates to managers but it is restricted to "what management want to hear".

Who was a critic of Scientific Management?

Management theorist Henry Mintzberg is highly critical of Taylor's methods. Mintzberg states that an obsession with efficiency allows measureable benefits to overshadow less quantifiable social benefits completely, and social values get left behind

What direction does communication flow in theory Y?

Open environment in which employees contribute to achieve personal and organizational goals

What is Scientific management?

A form of dehumanizing workers in order to increase work efficiency, and was one of the first management consultants.

Who came up with Theory X Theory Y?

Douglas McGregor 1904-1964

Administrative Management

Henri Fayol (1841-1925) 14 universal principles 5 basic managerial activities Contributions to organizational communication

What are the managerial/organizational practices of scientific management?

1) There is one best way to do a job. * Determine/perform "science" for each job; Identify one best way (efficiency) as illustrated in time and motion study * Time and motion study refers to an analysis of a specific job in an effort to find the most efficient method in terms of time and effort. IF YOU FOLLOW THE PRINCIPLES, you will achieve greater efficiency, productivity, and "permanent" prosperity for managment & workers

What are Barnard's Communication Principles?

1)Communications channels are known to all. 2)Every org member can be reached. 3)Ensure lines of communication are short/direct. 4)Use complete line of communication. 5)Communication "centers" (bosses) must be competent. 6)Don't interrupt line of communication. 7)Authenticate every communication.

What was the legacy of the Hawthorne studies?

1)Led to a fuller understanding of the "human factor" in work situations (e.g., informal groups; job autonomy) 2)Led to realization that an adequate communication system must be in place, esp. upward-directed communication from workers to management.

What are the key points of Likert's theory?

1)Management process should depend upon participative, supportive groups 2)COMMUNICATION is the most important function/process of management. 3)Contrast Taylor's scientific management theories of specific procedures for productivity.

According to Likert what are the conditions in which productivity increases?

1)Productivity higher in groups in which the supervisor and subordinate shared reasonably accurate perceptions of each other (presumably through "good" communication) 2)Peer loyalty and a group sense of responsibility for getting work done 3)Participative management was considered most appropriate when the work was varied (vs. routine), thereby creating a greater need for decision making throughout the organization

Define human behavior perspective

Emphasize the interactions of individuals ' motivations and their influence on organizations vs. organizational structure, work design, and measurement in scientific management school

What were The Hawthorne Studies?

Experimenting with physical working conditions to increase productivity. The Illumination experiments Two groups Group 1: Varied lighting conditions Group 2: Constant lighting conditions UNEXPECTED RESULT! Work output increased in both groups Output influenced by psychological effects more than physical effects (informal competition)

What direction does communication flow in theory X?

Flows vertically with orders coming down from the top

What are the criticisms of Scientific Management?

No clear concept of worker-management functions. Decisions made by hunch/intuition. Systematic loafing ("Soldiering") Never doing more than what's thought to be the fair amount of work/output) existed everywhere. No effective work standards were applied No incentives for better performance were utilized Relationships between foremen and workers; hierarchical relationships = coercion and persuasion

Define the Consultative management style.

Subordinates are motivated by rewards and a degree of involvement in the decision making process. Management will constructively use their subordinates ideas and opinions. However involvement is incomplete and major decisions are still made by senior management. There is a greater flow of information (than in a benevolent authoritative system) from subordinates to management. Although the information from subordinate to manager is incomplete and euphemistic

To comply, with Barnard acceptance theory employee must do what?

Understand the communication Believe request/task is consistent with org goals Believe it's consistent with personal beliefs Be mentally/physically able to comply

What are the Principles of Coordination?

1. Coordination by direct contact of the people involved -regardless of position in the organization -vertical as well as horizontal communication 2. Coordination in the early stages -should be involved in policy or decisions while being formed -> increased motivation and morale 3. Coordination as a circular response - The stimulus-response pattern is an oversimplification in human relations; people have a mutual and interactional influence on each other = a recognition of feedback loop critical to human communication

Scientific Management Principles are?

1. Develop scientific work method for tasks and jobs. 2. Careful worker selection/training 3. Strict division of labor Management = Thinking jobs/Give orders Staff (Workers) = Do work/Follow orders 4. Cooperate with workers sincerely to ensure that all work was done scientifically.

What is the Response to Theory Y?

Arrange work conditions so employees can achieve Establish interactive, relationships between managers and employees. Self-control and direction

What is Theory Y?

Assumes the average worker is: Can enjoy work and doesn't necessarily avoid it. Not, by nature, passive or resistant to organizational needs. Learns to accept and seeks responsibility.

What is Theory X?

Assumes the average worker is: Lazy, dislikes work and avoids it. Shirks responsibility, prefers direction, has little ambition, wants security. Self-centered, uninterested in organizational needs. Resistant to change. Not bright and often gullible.

Who performed the The Hawthorne Studies (1927-1932)?

Elton Mayo (1880-1949) and students Roethlisberger & Dickson

What is the Response to Theory X?

Emphasize productivity, incentives Coerce, control, threaten workers with punishment to get effort

Who is Frederick Winslow Taylor?

Frederick Winslow Taylor (March 20, 1856-March 21, 1915), widely known as F. W. Taylor, was an American mechanical engineer who sought to improve industrial efficiency. He is regarded as the father of scientific management. Taylor was one of the intellectual leaders of the Efficiency Movement and his ideas, broadly conceived, were highly influential in the Progressive Era. Overall, Taylor emphasized organizational design, worker selection and training for efficiency, chains of command, and division of labor. He believed that work and organizations can be scientifically or rationally designed and developed.

What scale is Likert famous for?

He devised a survey scale Likert Scale for measuring attitudes and showed that it captured more information than competing methods. The 5-point Likert Scale would eventually become Likert's best-known work.

Define Rational-legal authority

Rational - means designed to achieve goals Legal - authority exercised by a system of rules and procedures Most efficient form of organization(technically)

Who is know for Management Systems?

Rensis Likert 1903-1981

What are the Scientific Management Theories a.k.a. "Classical" Theories?

Scientific management Administrative management Bureaucracy

What is Barnard's Acceptance Theory?

The acceptance of authority is created through communication with subordinates - not due to formal (traditional) authority This is a rejection of classical theories that: 1. a superior's authority is about her title/position 2. compliance is a function of managers' formal authority over their subordinates.

Define the Exploitative management style.

The subordinates do not participate in the decision making. The organisation is concerned simply about completing the work. The organisation will use fear and threats to make sure employees complete the work set. There is no teamwork involved.

Bureaucracy is characterized by what?

Ideal types of legitimate authority Strategies to build bureaucracy Contributions to organizational communication

What are Likert's model characteristics?

Likert believed that management styles fall into 4 possible systems a) System 1--Exploitative authoritative b) System 2--Benevolent authoritative c) System 3--Consultative democratic d) System 4--Participative democratic WHICH, ACCORDING TO LIKERT, WILL ENSURE THE MOST PRODUCTIVITY? 1: x 4: y 2 AND 3 fall in between

Define the Participative management style.

Management have complete confidence in their subordinates/employees. There is lots of communication and subordinates are fully involved in the decision making process. Subordinates comfortably express opinions and there is lots of teamwork.". Employees throughout the organisation feel responsible for achieving the organization's objectives. This responsibility is motivational especially as subordinates are offered economic rewards for achieving organizational goals which they have participated in setting.

Bureaucracy was created by?

Max Weber (1864-1920)

Fayol's 14 Principles - Structural

1. Division of work - specialization -Specialization belongs to the natural order and produces more and better work with the same amount of effort. 2. Unity of direction -There should be a single plan for a group of activities having the same objective (streamline). 3. Centralization -Centralization is anything that reduces the importance of the subordinate's role (with respect to decision making), whereas decentralization is the opposite. Small firms should centralize. 4. Authority & responsibility -Authority is the right to give orders and the power to exact obedience; Two complementary types--official authority that derives from the office and personal authority that stems from intelligence, experience, moral worth, and ability to lead. Responsibility arises wherever authority is exercised. 5. Scalar Chain - can move messages from top down or down up. Fayol's Bridge - Horizontal communication - messages between peers: when necessary for quick communication

Scientific Management Contributions are?

1. Emphasizes persuasion NOT coercion between managers and workers 2. Insists that managers need to plan and inform the workers in advance. 3. Recognizes value of upward-directed communication

What were some of Fayol's key contributions to organizational communication?

1. Fayol's assumption that management principles can be codified and communicated to others. 2. Emphasis on standing agreements between managers and employees after negotiation. 3. Unity of command 4. Primacy of face-to-face communication

Key managerial activities

1. Forecasting and planning -Examining the future and drawing up the plan of action, a definition of goals 2. Organizing -Building up the structure, material and human to implement the organizational plans or goals (undertakings) 3. Commanding -Directing/maintaining activity/functional operations among the personnel and materials to obtain maximum or optimum return for the organization (e.g., continuous contact with the staff) 4. Coordinating -Binding together, unifying and harmonizing all activity and effort; integrating efforts of all organizational members (e.g., constant circulation of information, regular meetings) 5. Controlling -Seeing that everything (i.e., forecasting/planning, organizing, commanding, & coordinating) occurs in conformity with established rule and expressed command (e.g., establish an independent, impartial unit/function/dept. for inspection and sanction)

What are the principles of bureaucracy?

1. Job specialization 2. Consistent rules and procedures 3. "Chain of command" paramount 4. Conduct business formally 5. Employment based on technical competence

What are three types of Legitimate authority in bureaucracy?

1. Traditional authority (royalty, CEOs) 2. Charismatic authority (prophets, political leaders, military heroes) 3. Rational-legal authority (bureaucracy)

What are some assumptions about workers?

1. Work is inherently distasteful to most people. 2. What workers do is less important than what they earn for doing it. 3. Few workers want, or can handle, work that requires creativity, self-direction, or self-control.

Fayol's 14 Principles - End-result

11. Order - Material and Social -Material order: "a place for everything and everything in its place" so as to minimize material loss. Social order: "a place for everyone and everyone in his or her place" so as to achieve good management and good selection of personnel. 12. Stability - Tenure -Stability of tenure of personnel; an employee requires a long period of time to learn about the people and things. It's better to have a mediocre manager in place than to have a series of outstanding managers come and go. 13. Initiative - Planning and execution -The power to think through a plan and ensure its success; supervisors must exercise initiative. 14. Esprit de corps (Morale) -Approach management (unity of command) positively and (a) avoid dividing its own personnel (harmonious relationships) and (b) avoid abusing written messages (oral communication has the advantage of speed, clarity, and harmony, while written messages create animosity and bitter misunderstanding more easily).

What were the relay assembly tests and results?

5-year study Varied break times, hours, pay rates, food Output grew (relays/hour) with each change Output was the highest when it reverted back to the original conditions (i.e., a 48-hour 6-day week, no incentives, no rest pauses, no refreshment) Initially, a mystery: later explained: Due to social grouping/relationships; workers had more control over their environment: 1. More freedom to set their own pace and the setting 2. Fuller, open communication between workers and research 3. Within their team and supervisor - a sense of participation, pride/importance, satisfaction

Fayol's 14 Principles - Process

6. Equity - kind/fair treatment = loyalty 7. Remuneration - rewards for top performance 8. Discipline/Obedience - respect for agreements 9. Subordination to general interest- Subordination of the individual interest to the general interest; effective ways include being firm and setting good examples on the part of supervisors 10. Unity of command - ONE BOSS! -An employee should receive orders from only one superior; when violated, authority is undermined, discipline is jeopardized, order is disturbed, and stability is threatened.

What are Bureaucracy's contributions to organizational communication?

Emphasis on written communication Inflexible and impersonal communication Specialization and communication needed for coordination

What are some critiques of classical theories?

Focuses on downward communication; often written emphasis Overly simplistic view of integration process Most applicable to stable, homogeneous environments Assumptions about human nature are troubling Problems associated with bureaucratic approach--impartial/inflexible rules Overall, classical/scientific management theories treated communication as a tool to help facilitate task or job accomplishment (e.g., training workers, giving job instructions, coordinating activities). Communication was to be formal and vertical following chain of command and enforcing rules and regulations, with limited amount of horizontal/lateral contacts.

What term did Mary Parker Follett (1868-1933) coin?

Follett coined the term "Dynamic administration" (1945): A manager's primary job is that of coordinator.

Chester Barnard (1886-1961) defined what kind of communication?

Formal and informal communication.

What did Fayol say about written communication?

He suggested when giving an order that required explanation, "usually it is simpler and quicker to do so verbally than in writing. Besides, it is well known that that differences and misunderstandings which a conversation could clear up, grow more bitter in writing."