Abstract This chapter discusses management and managers different roles. It elaborates major business systems and incorporates managers role to every business system and function. It gives emphasis to every input vital to an organization and its significance and relation to another input within the organization. Different ways of measuring the performance of a business will be also tackled. Important financial accounts will be also discussed to further analyze a business and its management performance. Introduction A business in the industry has its own purposes to gain profit, satisfy customers, and the like. However, whatever their purposes are, all these businesses have two things in common: it is made up of people and certain individuals are in charge of them. In todays harsh, tough and uncertain economy, problems may arise in the life of a business. That is why there is a need of managers in order to solve those problems (5). Managers have different roles and responsibilities in an enterprise. They are the one responsible leading and directing personnel and employees. They give directions in a process; analyze a problem and device a solution to the problem. Basically managers have a major role in a business. They are significant in almost all the processes because they are the one in charge managing those processes. They always have a definite goal and they strive to achieve that goal with the help of the employees and personnel even though the operations are conducted within varying conditions and circumstances. Manage this is the root word of manager. This term can then be transformed into management. Managers usually do management in a business. Business is basically a group activity and management plays an important role in making it more effective. In a business environment, managers aim to achieve some objectives. On the other hand, whatever their objectives are, they follow a certain process and function. After all the processes are done, the business performance will be evaluated and measured. Significance of the Chapter For a manager to successfully manage the employees, processes and the system of a company he should know the basics. Knowing the inputs in a business system will enable him to know the proper combination of inputs in a certain enterprise to achieve the goal of the business. Certain qualities to be possessed by managers should be also tackled for him to properly perform his different roles. Managers have to execute many roles within a firm thus requires him to fully understand every role for him to execute it well. It is also significant that a manager should understand the major business process and corporate system for him to manage properly those processes and system. Knowing each function will enable him to apply the right and efficient management to each element of the process and system. Every business requires evaluation of its performance. It is also a job for a manager to know if he manages the business well. Learning about different measuring tools and knowing how to examine different data sheets would help him analyze the current state of the business, his management and the possible source of the problem thus leading him to possible solutions. Objectives of the Chapter The purpose of this chapter is for the reader to: Describe the concept of management Enumerate the roles of a manager or the management Enumerate the inputs within a business system Enumerate and describe the processes within a business system Understand and enumerate the basic corporate system. Understand how a business system works Compute profit Compute elements of a balance sheet Compute elements of a cash flow Understand and perform measuring tools to analyze performance of a business Know the importance of management in operating a business Main Discussion Absolute Basics In a business world, there is no shortcut or easy way in reaching success. To become successful, the business is faced by difficulties, obstacles and problems. Because of this, many entrepreneurs choose to give up and just take the easy way out. However, if there is a strong will, determination, and proper management among them, overcoming those problems will be possible. With proper management, entrepreneurs may find a feasible solution to their problem. Figure A.1 shows how an idea can lead the business to success.
Fig A.1 From the idea to the rewards managements task is to find the most efficient, most effective route. Definition of Management Management is the organization and coordination of the activities of a business in order to achieve defined objectives. It is often included as a factor of production along with machines, materials, and money (1). On the other hand, a manager manage the inputs to the business system.
Input to a business system During the 19 th century there are only 3 inputs to a business system- Land, Labour and Capital. Land is very important because of agricultural based economies. CAPITAL provides tools and raw materials for LABOUR to work on the LANDS. Figure A.2 shows the flow of input in a business system during the early 19 th century. Fig A.2 Flow of input in a business system during the early 19 th
century. As Industrialization took place emphasis on capital as a more important input rather than land took place too because of the vast need of materials equipment for labour. Developments of machines that ease work load and increase productivity occur. Mechanization is the process of doing work with machinery. As well as numerically and computer controlled machines rises (automation). It significantly increases productivity and significantly decreases the emphasis labours share of cost. Material and equipment cost become more significant. Competition increased and in able to survive the need of fast information regarding internal operations and external environment as vital input in a business arises. As of 1980, there are four inputs to business system which is all managed by managers Land, Labour, Capital and Information. Figure A.3 shows the flow of input within a business system.
Fig A.3 Flow of input within a business system. Figure A.4 sows how the four inputs are the basic source of a business. The figure also shows that there are several external factors in a business operations. Capital Labour Land Capital Information Labour Land
Fig. A.4 Basic Business System. Business system is the methodical procedure or process that is used as a delivery mechanism for providing specific goods or services to customers. Perspectives on Management Henry Mintzberg quoted Henri Fayols definition of management, Manager plans, organizes, coordinates and controls and he include the three roles of management interpersonal, informational and decisional. Elements in each roles is show in Figure B.1.
Fig. B.1 Mitzbergs three roles of management. Some of the dictionary definition of management is retained in Mitzbergs analysis but there are important additions. One of the important and significant roles of a manager is to be a leader. Being a leader entitles that he must motivate and encourage his employees, somehow reconciling their individual needs with the goals of the organization. Goals are important to be established and a manager should establish it and he should be able to inculcate it to the employees. Sharing same goals will help them all succeed. As an entrepreneur it is the job of a manager to adapt to the ever changing environment. In able to adapt a manager should always improve and develop new ideas. In general managers have many roles necessary in a business system. Shown in Figure B.2 the roles of a manager in a business system. Fig. B.2 the roles of a manager in a business system. The Business System A manager performs within varying situation and circumstances. He manages from raw materials and resources to the processes and the finished goods or service. Shown in Figure C.1 are sequence of process and functions to be performed within an organization and managed by managers. Interpersonal Figurehead Leader Liaison Informational Monitor Disseminator Spokesman Decisional Roles Entrepreneur Disturbance Handler Resource Allocator Negotiator MANAGER Enabler Coach Counselor Leader Communicator Planner Coordinator Organizer Controller Fig. C.1 Major Business processes and functions. Design: encompasses the specification of a good to be produced. It includes the goods dimension, composition, and performance to meet market requirements. Answers the question What is the product or system contains? Product Engineering: deals to how do a product or system is made or assembled. Production, Distribution and Support Functions: concerned when operations are performed. Transactions that includes raw materials, labor and information is within this function. A corporate system is the collection of processes and functions through which ideas are processed and eventually became a product to be sold in the market. Finished product in time will be replaced, scrapped and recycled. Figure C.2 represents a basic corporate system.
Fig. C.2 Basic Corporate System. Figure C.3 is an example of a corporate system of a paper business enterprise. From raw material gathering paper is produce during production process. When paper is produced it is sold in the market and undergoes further distribution for the consumer to be able to use it. When it is used already it is being decomposed to its smaller unit and eventually recycled. Fig. C.3 Corporate system of a paper business enterprise. How the System Works Identifying the customers needs by gathering feedback via surveys, questionnaires or a website this is one of the things the business specialists or entrepreneurs conduct in order to brainstorm creative ideas for the product they are going to manufacture. For that idea to become a manufactured product, it undergoes a process. According to Payne and his co-authors, design and development for an idea is needed to make a good production. Hence, making a need to develop a production process. An employee in charge of the production will complete the product and will then be put to market or directly delivered to customers. Customers will pay the suppliers for the product. Support will also be needed after the product has been sold. When the life of the product has ended, disposal and recycling should be considered. However, in order to initiate this process and put the product in the market, money should be used. Money may come from the owners pocket or borrowed from financial institutions such as banks (7). Figure D.1 below shows the representation of the processes in a corporate system.
Fig.D.1. Representation of a corporate system Due to big cash flows in the start of a business, it would be expected that there would be a big loss. But this is normal in every starting businesses. The first few months of a starting business is critical since patience is needed until the incoming flow of Design Production engineering Production Distribution Support Idea Design Production Distribution Scrapped Recycled payments would overcome the expenses for the cost. Typically, enterprises allow big outflow of payments for manufacturing their product. And when the product hits the market and it became successful, those outflows will be replace by the inflow of payments (7). Fig.D.2 show the relationship of sales, cost and profit to the product life cycle. Fig.D.2. Relationship of sales, cost and profit to the product life cycle. The graph shows another lost in the latter part of business. This is brought about by a customer factor wherein they always look for something new. Measuring the Systems Performance The following are used to measure the performance of the business: Profit and loss accounts (P&L) or Statement of Comprehensive Income: A financial statement that summarizes the revenues, costs and expenses gained during a specific period of time. These records provide information that shows the ability of a company to generate profit by increasing revenue and reducing costs (6). Moreover, it implies whether a business has made a profit or loss over a financial year. This financial account is required by the law for companies to keep. It is characterized by the equation, Profit = Revenue Cost If the value computed for the profit is negative, it implies that there has been a loss (7). Balance Sheet or Statement of Financial Position: A financial statement that summarizes a company's assets, liabilities and shareholders' equity at a specific point in time. These three balance sheet segments give investors an idea as to what the company owns and owes, as well as the amount invested by the shareholders (8). Like the P&L, this financial account is also required by the law for companies to keep. It is characterized by the formula, Assets = Liabilities + Owners Equity Asset refers to anything that an individual owns. It may be fixed assets, intangible fixed assets or long term investments (9). Liability refers to an obligation that legally binds an individual or company to settle a debt. Borrowing money is considered as a liability. On the other hand, the owners equity refers to the shares of owners in the business (7). In general, these three elements are often described as snapshot of a companys financial condition (7). Every single day in the life of a company is not always the same since there are transactions daily. Hence, the assets, liabilities and ownership equity changes. It's called a balance sheet because the two sides balance out. A company has to pay for its assets or all the things it has by either borrowing money or getting it from the owners of the enterprise (8).
Statement of Changes in Equity: it generally shows the movements of equity in addition to accumulated earnings and losses so as to enable the readers to illustrate on where did the equity come from and where did it go (11).
Statement of Cash Flows: it is a financial statement that provides an overview of the cash inflows and outflows of the business during a certain period of time (12). This reports activities in operation, investment and finance (7). Operating activities are normal daily operating activities of running a business. This includes production, sales and delivery of the company's product as well as collecting payment from its customers (13). Buying and selling property, plant, and equipment items are classified as investing activities. Financing activities include obtaining financial resources from and returning the financial resources to the owners of the business (14). The following gives an indication on how well the assets have been used: o Return on capital employed (ROCE) = (profit before tax/capital employed): To be more attractive, the normal target for ROCE is 10% (7). o Return on sales (ROS) = (profit before tax/sales revenue): As for (ROS), normal target is 5%. The profit before tax is computed as, Profit before tax = sales revenue cost. Here, costs may include labour, material and overhead. The overhead includes depreciation, utilities, rates and central staff (7). o Sales per employee: it is the ratio of productivity changes over successive accounting periods. This ratio is most useful when compared against other companies in the same industry. Ideally, a company wants the highest revenue per employee possible, as it denotes higher productivity. The higher the ratio is, the better (7). o Inventory turnover: it is characterized by the equation, Inventory turnover = cost of goods sold / average aggregate inventory value (7). This indicates how good the business is going. If the computed value for this is less than one, it implies that no customer has interest on the product the business is selling. o Average aggregate inventory value: The total value of all items held in inventory for the firm valued at cost (7).
Percentage of Sales: this determines how innovative and competitive your business is. This is derived from the products less than one or two years old. The higher the percentage of sales, the more innovative your company gets. Summary and Conclusion No matter how big or small a business is, it undergoes a single sequence of processes, namely the design process, product engineering process, production, distribution and support. Each of these processes are vital in a business system. Having removed one process, the system may go wrong and would not function well. Before starting those sequence of processes, ideas are brainstormed by specialists and entrepreneurs. That idea is then transformed into design, then a manufactured product which is to be sold and distributed to reach its customers. Having done this process has caused the company to make expenses. But in return, they could regain those expenses with the profits they have earned. To know if they have gained or loss profit, the performance of the business as well as their product in the market is measured. Measuring the business performance is important because it determines how innovative the company is, and how well their product is doing in the market. With that, the business, with the help of a manager, may improve parts of the system where it has problems. References (1) Walters, D., Lancaster, G. (1999). Value and information concepts and issues for management. Management Decision, Vol. 37 Iss: 8, pp.643 - 656 (2) www.column2.com (3) Mechanization. (n.d.). Retrieved June 30, 2013 from: http://en.wikipedia.org/wiki/Mechanization (4) Business System. (n.d.). Retrieved June 30, 2013 from: http://www.businessdictionary.com/definition/business- system.html (5) Business Management Controls. (2012). Retrieved July 3, 2012 from: http://businessmanagementcontrols.blogspot.com/2012/0 1/role-of-business-managers.html (6) Profit and Loss Statement - P&L. (n.d.). Retrieved July 3, 2013 from Investopedia website: http://www.investopedia.com/terms/p/plstatement.asp (7) Payne, A.C., Chelsum, J.V. and Reavill, L.R.P., Management for Engineers, John Wiley and Sons, Inc. New York. (8) Balance Sheet. (n.d.). Retrieved July 3, 2013 from: http://www.investopedia.com/terms/b/balancesheet.asp (9) Assets. (n.d.). Retrieved July 3, 2013 from: http://studytesttime.com/accounting-basics/27-asset- definition (10) Liability. (n.d.). Retrieved July 3, 2013 from: http://www.investorwords.com/2792/liability.html (11) Statement of Changes in Equity. (n.d.). Retrieved July 2, 2013 from: http://www.readyratios.com/reference/accounting/stateme nt_of_changes_in_equity.html (12) What is the Statement of Cash Flows. (n.d.). Retrieved July 3, 2013 from: http://www.e- conomic.co.uk/accountingsystem/glossary/statement-of- cash-flows (13) Cash flow statement. (n.d.). Retrieved July 3, 2013 from: http://en.wikipedia.org/wiki/Cash_flow_statement (14) Cash Flows from Financing Activities. (n.d.). Retrieved July 3, 2013 from: http://www.readyratios.com/reference/accounting/cash_fl ows_from_financing_activities.html