• Administration functions
• The planning function
• The organizing function
• The role of leading
• The function of coordinating
• The function of controlling

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

Administrative functions impact the entire structure of an organization.

Administration functions

The functions of the management are universal tasks that allow coordinating the set of activities that occur in a business, effectively.

One of the first theorists to define these guidelines was Henry Fayol. This French engineer brought a classic approach to management, after experiencing the consequences of the Industrial Revolution and of 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 managerial capacity, which includes the administrative area).

While the objective end of a company is to generate Profits, the administrative functions are the measures that must be followed to reach their 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 (or projection) plan, in which the entire structure must participate, which will allow managing the production area, the personnel and the means.

Planning can be both short term and long term. In addition, it should be considered as a process continuous, 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 development of planning implies defining aspects of the company, such as:

• The mission. It refers to the purpose for which the organization was created.
• The vision. It refers to the long-term situation in which you want to place the organization.
• The values. Refers to the set of rules and principles by which the institution.
• The objectives. It refers to more specific purposes than vision, although they can also be long-term.

The organizing function

Sorting tasks allows you to optimize resources and work time.

The function of organizing is key for the company to endure in the weather. Sorting the tasks according to the areas and the general structure, allows optimizing the necessary resources, making the most of work time, improving work flow and making better decisions.

In short, organizing all the parts that make up the organization encourages the productivity and improves profits.

Beyond the objectives set, the unforeseen events that may arise or the person in charge of the address, 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 channels of communication 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.

The role of leading

The directing function is proper to management and consists of giving orders to the work force. Clear and concrete instructions from management, through appropriate channels, guarantee good employee performance.

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

The managers must have adequate channels of dissemination or communication, that allow them to convey clear messages, have a feedback and be aware of what employees are saying (for example, through employee performance tests conducted by supervisors or employee satisfaction surveys).

The function of coordinating

The function of coordinating consists of harmonizing all the activities and efforts of each part of the organization chart, so that they act together towards the general objectives of the company. Each area of ​​the organization must be complemented and enriched with the work of the other parts.

The leadership It must focus on coordination, to achieve employee motivation, proper work flow, and efficient productivity. A key tool for coordination is communication through various channels, which allow clear messages to be issued and maintain closeness with each worker.

Staffing is a process that involves hiring suitable workers and retaining those who are suitable for the company (through trainings, compensation and employee evaluations). The action of the coordination on all the areas, allows to detect the profile of employee necessary for each task.

The function of controlling

The control or monitor function ensures that tasks are carried out as planned. Managers need to conduct employee performance reviews on a regular basis to anticipate potential obstacles or deviations from tasks (which would hinder achievement of objectives).

Managers can set performance standards to measure performance among workers. With the results of the analysis, the management can make better decisions, both to solve conflicts and to correct errors compared to what was planned.