Directing and Leadership: Motivation, Leadership Styles, Communication and Supervision Questions

Question 1

Define directing.

Accepted Answer

Directing is the managerial process of guiding, instructing, motivating and supervising employees to achieve organisational objectives.

Question 2

What is leadership?

Accepted Answer

Leadership is the ability to influence people so that they work willingly and enthusiastically towards organisational goals.

Question 3

Define motivation.

Accepted Answer

Motivation is the internal drive that stimulates a person to take action and work towards goals.

Question 4

What is communication?

Accepted Answer

Communication is the process of sharing information and understanding between two or more persons.

Question 5

What is supervision?

Accepted Answer

Supervision means overseeing the work of subordinates and guiding them to ensure correct and timely performance.

Question 6

State any one leadership style.

Accepted Answer

Democratic leadership is a style in which the leader consults employees and encourages participation in decision-making.

Question 7

Explain elements of directing.

Accepted Answer

Main **elements of directing** are:

- **Leadership**: influencing people to work willingly.
- **Motivation**: stimulating employees to perform better.
- **Communication**: sharing information and instructions clearly.
- **Supervision**: overseeing work and providing guidance.

These elements together ensure that plans are converted into actual performance.

Question 8

Differentiate between autocratic, democratic and laissez-faire leadership styles.

Accepted Answer

Leadership styles differ by decision-making and employee participation:

| Basis | **Autocratic** | **Democratic** | **Laissez-faire** |
|---|---|---|---|
| Decisions | Leader alone | Shared/consultative | Employees largely decide |
| Participation | Low | High | Very high |
| Suitable for | crisis/routine | teamwork/change | expert teams |

Thus, no one style is best always; a leader should choose style based on situation.

Question 9

Explain Maslow’s hierarchy of needs with a diagram (brief).

Accepted Answer

Maslow said human needs are arranged in a **hierarchy** and lower needs motivate first.

Hierarchy (bottom to top):
1) **Physiological** (food, rest)
2) **Safety** (security)
3) **Social** (belonging)
4) **Esteem** (status, recognition)
5) **Self-actualisation** (growth)

Diagram (write/draw):
Physiological → Safety → Social → Esteem → Self-actualisation

Question 10

Explain barriers to communication and remedies. (Any three barriers)

Accepted Answer

Barriers to communication (any three) and remedies:

- **Semantic/language barriers**: use **simple language** and confirm understanding.
- **Poor listening**: encourage **active listening** and feedback.
- **Psychological/status barriers**: build **trust** and open culture.

Other barriers include noise, information overload and wrong channel selection. Remedies include choosing correct channel and keeping messages clear and brief.

Question 11

Explain the difference between a manager and a leader. (Any three points)

Accepted Answer

A **manager** focuses on planning and control, while a **leader** focuses on influencing people.

| Basis | Manager | Leader |
|---|---|---|
| Focus | **Systems and processes** | **People and vision** |
| Power source | Position/authority | Influence/acceptance |
| Approach | Maintains stability | Drives change and motivation |

In practice, good managers also develop leadership qualities to achieve results through people.

Question 12

Explain formal and informal communication (grapevine) with one merit and one limitation each.

Accepted Answer

**Formal communication** follows official channels (orders, reports), while **informal communication (grapevine)** spreads through social relations.

| Type | Meaning | One merit | One limitation |
|---|---|---|---|
| Formal | Official channel | clear responsibility | may be slow/rigid |
| Informal | Unofficial network | fast spread of info | rumours/distortion |

Managers should strengthen formal channels and also monitor grapevine to correct rumours quickly.

Question 13

Explain Herzberg’s two-factor theory and its managerial implication.

Accepted Answer

Herzberg’s **two-factor theory** says job satisfaction and dissatisfaction come from two different sets of factors.

### 1) Hygiene factors (maintenance factors)
These prevent **dissatisfaction** but do not strongly motivate:
- **Salary**, company policy, supervision, working conditions, job security.

### 2) Motivators (growth factors)
These create real **motivation** and **job satisfaction**:
- **Achievement**, recognition, responsibility, advancement, meaningful work.

| Factor type | Examples | Effect |
|---|---|---|
| Hygiene | salary, policy, conditions | removes dissatisfaction |
| Motivators | achievement, recognition | increases satisfaction |

### Managerial implication
Managers should first ensure hygiene factors are adequate, then use motivators like recognition, responsibility and growth opportunities to improve performance and commitment.

Question 14

Explain McGregor’s Theory X and Theory Y and how it affects leadership style.

Accepted Answer

McGregor explained two sets of managerial assumptions about workers:

### Theory X (negative assumptions)
- Employees dislike work and avoid responsibility.
- Need **close supervision**, control and threats.
- Prefer to be directed.

### Theory Y (positive assumptions)
- Employees can enjoy work and accept responsibility.
- Capable of **self-direction** and creativity.
- Motivation can come from achievement and growth.

| Basis | Theory X | Theory Y |
|---|---|---|
| View of people | lazy/avoid work | responsible/self-directed |
| Manager style | strict control | participation and trust |

### Effect on leadership
A Theory X manager tends to adopt **autocratic** leadership, whereas a Theory Y manager is more **democratic/participative**, encouraging involvement, responsibility and motivation.

Question 15

Explain communication process with a neat flowchart and mention any two types of communication.

Accepted Answer

The **communication process** involves sending and receiving information with understanding.

### Steps
1) **Sender** forms an idea.
2) **Encoding**: converts idea into words/symbols.
3) **Message** is sent through a **channel** (oral/written/online).
4) **Receiver** gets the message.
5) **Decoding**: interprets meaning.
6) **Feedback**: receiver responds.
7) **Noise** may disturb at any stage.

### Flowchart (draw in exam)
Sender → Encoding → Message/Channel → Receiver → Decoding → Feedback (Noise possible)

### Types (any two)
- **Formal vs informal**
- **Upward / downward / horizontal**
- **Verbal vs non-verbal**

Effective communication needs clarity, proper channel and feedback.

Directing and Leadership: Motivation, Leadership Styles, Communication and Supervision

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