MANAGEMENT VS ADMINISTRATION; AND THE ENVIRONMENT FACTORS OF THE MANAGER

INTRODUCTION

In our previous discussion in unit 2, we looked at the values and importance of management so that when we are managing we should appreciate our efforts in contributing to the achievement of organizational objectives. In the same vein, when we see managers we will always respect their offices and duties for the roles they are playing, irrespective of the levels they are occupying. Such a manager can be a top level manager like the Managing Director, or a middle level manager such as the product manager of an organization or even a supervisor down the organization line; lie is also managing. We should also recognize the roles others are playing in non profit organizations but applying the principles and techniques of management to get results. Such persons may be found in the church, in the mosque, in ministries, in Rotary club and in similar organizations; they are managing too. And they recognize the values of management.

We discussed too the issue of whether management is an art or science. We analyzed briefly the features of science as the organized body of knowledge; management too has these features. Our conclusion was in the positive and it was on this basis that we classified management as belonging to science. But not an exact science, it is in the social sciences. Management has professionals, those that practice it. And the practice of management brings the art component.

We are going to look into management and administration so as to find out whether there is any difference between them. We said that management has to be practiced. The practice of management is done in an environment. Therefore, we shall be discussing in this unit too, the environment of the manager or simply put, management environment. 

OBJECTIVES

By the end of this unit, you should be able to:

• Explain the relationship between Management and Administration. 
• List the external environmental factors of the manager 
• Describe the environmental factors of the manager. 

Management and Administration

Confusion sometimes arises between the use of the words, "Management and Administration". These words are used by different people and often by the same persons as if they are synonymous. There are differences at least in concept.

 Administration

The word "Administration" concerns the laying down of policies. And this is done at the top level, that is, the level of the Board of Directors and the Managing Director which we regard as the first layer in the structure of an organization. A policy is a guide to action and provides the direction that all organizational efforts will follow. Associated with the laying down of policies is the need to provide broad plans and programmes through which the laid down policies can be effectively implemented. Associated with all these is the need too to provide the yardstick through which performance can be measured. That is, there is the importance of working out performance standards which can be measured against actual performance. This is important so as to find out whether the policy guidelines have to be followed. If it has not been   followed, then there is a deviation. The Administrator needs to find out and investigate the reasons for the deviation and make the necessary correction. This is to avoid future occurrence of such negative incident. Consequently, as a process, administration determines aims and objectives for which the organization operates.

 Management

Management on the other hand does not only concerns itself with policy formulation. creating standards for performance evaluation, determining aims and objectives but goes further. Remember in our first unit, when we were looking at the nature and purpose of management, we saw that management runs across the entire organization. That is why, there are top level management which also carries out administration through strategic management. We can then say that top level management is the same thing as administration. And there are also other levels, such as the middle and low or supervisory levels.

Consequently, as one descends down the organization line, what one is going to find is no longer the question of laying down policy and performance standards as well as strategies for implementation but execution. And you can not be formulating policy and at the same time be the one to execute it. The executive officers can be regarded as the middle level managers and supervisors and not the administrators or top level managers. From all these, administration is at the top which is the same as top level management. But as we find other levels of management below, we do not find administration. Management is consequently more embracing and pervasive.

What happens in practice?

We have analyzed the relationship between management and administration. But what happens in practice is that it is difficult to separate the thinking (i.e top level management and administration) from the doing aspects. Actually, every manager or what ever designation that is used, discharges both administrative and executive functions. You may be the Chief Executive of an organization which means that you are a top level manager or an administrator.

But you may find yourself in some day typing your own letter, a task that is supposed to be performed by your secretary who occupies a low level position. In this circumstance, rather than performing your top level management job, you are now executing.

But it has to be pointed out that though every manager discharges both administrative and executive functions, the extent of such performances generally vary with the management level that an officer finds himself. At the top level, managers spend more time on planning and organizing (administration). Leading the subordinates in the process of executing what has been planned takes a great deal of time of low level managers (supervisors). Middle level managers devote equal time to planning, organizing and leading, that is, equal time to administration and execution. We shall be taking the functions of management at future units.

SELF-ASSESSMENT EXERCISE 1

• Outline the major relationships between Management and Administration.