Management Process: Definition, Features & Functions

What does “management” really mean? The word is often used in conversations, yet not everyone fully understands its significance. In simple terms, management is a process of guiding and directing resources—both human and physical—to achieve specific goals. This process is at the core of every organization, whether it’s a business, social cause, political party, or cultural group.

Why is it important to understand management? Well, a proper understanding of the management process can help one better handle workplace challenges and contribute more effectively to the team’s success.

Consider these facts:

• Research shows that 90% of startups fail, with poor management cited as a key reason.
• Effective management has been linked to a 20% increase in employee productivity.

Learning about the features and functions of the management process can give you the tools you need to succeed in any organization. 

In the following sections, we’ll take a closer look at what management really involves and how it leads to success.

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What is the Process of Management?

The management process is a set of steps that help organizations use their people and resources effectively to reach specific goals. It’s a series of connected activities that guide an organization toward its objectives. This process relies on data, careful planning, and continuous adjustments.

In simple words, the management process includes setting goals, planning how to achieve them, and making sure each step stays on track. It’s ongoing and adjusts as the needs of the organization change.

The Management Process Involves:

• Decision-Making Models:
  Management is centered around making smart choices. To guide these choices, managers often use helpful models like:

  • SWOT Analysis:

    Looks at a project or organization’s Strengths, Weaknesses, Opportunities, and Threats.

  • PESTEL Analysis:

    Considers Political, Economic, Social, Technological, Environmental, and Legal factors that may impact the organization.

  • Porter’s Five Forces:

    Examines competition to understand the industry better.

  • PESTEL Analysis:

    Considers Political, Economic, Social, Technological, Environmental, and Legal factors that may impact the organization.

• Porter’s Five Forces:

  Examines competition to understand the industry better.

• Project vs. Process Management:
  • Project Management focuses on reaching a specific goal within a set timeframe, like launching a new product or organizing an event.
  • Process Management is ongoing and aims to improve daily operations over time, ensuring that work is efficient and productive.
• Automation Tools:
  Managers can use tools to automate repetitive tasks, saving time and improving accuracy:

Features of a Management Process

A manager’s ability to lead a team makes a big difference in how engaged, productive, and loyal employees feel. But here’s the surprising part—only 10% of managers actually have the skills to lead well, according to Gallup. This gap shows why it’s important to understand the basics of the management process. Check out these essential features and see how they shape successful management.

• Goal-Oriented
  Objectives and Key Results (OKRs) are a great way for managers to set and measure goals. The process typically starts at the executive level, where the CEO or senior leaders define top-level OKRs for the organization. These objectives then filter down to each department and create a clear alignment of individual tasks with company-wide goals.
• Systematic Approach
  Managers ensure that tasks follow a structured system to improve efficiency. This often includes breaking down complex tasks into clear steps, assigning responsibilities, and setting timelines. For example, a product development team may follow a series of phases like research, planning, prototyping, and testing to maintain a smooth workflow.
• Focus on Workflow
  Workflow analysis is a key part of management. Managers frequently review task sequences to identify unnecessary steps or delays. For instance, a sales manager might analyze the sales funnel to see where leads are dropping off, then adjust the process to keep potential customers engaged.
• Continuous Improvement
  Managers constantly monitor and improve processes to keep up with changes. For example, a logistics manager might review delivery times and customer feedback regularly, using these insights to streamline delivery routes or upgrade equipment. This continuous focus on improvement helps the organization stay competitive.
• Standardization
  Standardizing tasks helps teams maintain consistency. For instance, customer service teams often have set scripts or guidelines to handle common questions, ensuring that every customer receives the same level of service. This reduces errors and keeps processes reliable.
• Clear Documentation
  Managers document workflows, procedures, and roles so that team members know exactly what’s expected. A project manager, for example, might create a project charter that outlines objectives, timelines, and individual responsibilities, which keeps everyone aligned and accountable.
• Stakeholder Alignment
  Engaging stakeholders is needed for a well-rounded management process. Managers regularly gather feedback from internal teams, customers, and other stakeholders to refine processes. For example, a product manager may hold quarterly meetings with customer support teams to understand recurring issues and improve product features accordingly.
• Technology Integration
  Managers use tools like CRMs, project management software, and data analytics to automate tasks and track progress. For instance, a marketing team may rely on HubSpot to automate email campaigns and monitor engagement metrics in real-time.
• Cross-Functional Collaboration
  Effective management encourages collaboration across departments. A product launch, for example, might involve marketing, design, engineering, and sales working together. Managers facilitate this communication by scheduling regular check-ins and using shared platforms like Slack or Microsoft Teams.
• Performance Measurement
  Managers set Key Performance Indicators (KPIs) to measure success. For example, a sales manager may track monthly revenue, conversion rate, and customer retention KPIs. These metrics clearly show what’s working and where adjustments are needed.

Read: Essential management skills for a successful career.

Functions of a Management Process

Each function serves a unique role in guiding teams, allocating resources, and navigating changes. Here’s a closer look at how managers use specific tools and frameworks to make the management process work:

1. Strategic Planning and Analysis

• Managers start by conducting SWOT Analysis to outline internal factors (Strengths, Weaknesses) and external factors (Opportunities, Threats) that impact objectives. This analysis often kicks off strategic discussions.
• Managers use PESTEL (Political, Economic, Social, Technological, Environmental, and Legal) insights to set high-level goals that account for broader market or industry conditions.

2. Resource Allocation through Portfolio Management

• Portfolio Management helps managers decide which projects to prioritize. Using tools like a Project Portfolio Matrix, managers categorize projects by strategic importance and expected ROI.

• Managers review resource needs (time, personnel, budget) across projects and redistribute as necessary. High-ROI projects often receive the bulk of resources, while lower-priority projects may have scaled-back support.

3. Performance Measurement with KPIs

• Managers track Key Performance Indicators (KPIs) specific to each department, measuring progress toward strategic goals. Tools like the Balanced Scorecard allow managers to monitor KPIs across four perspectives: financial, customer, internal process, and learning/growth.

These metrics help managers stay on course and make adjustments when needed.

4. Risk Assessment and Mitigation

• Managers use the ISO 31000 Risk Management Standard as a guide. This involves a step-by-step process: risk identification, risk analysis, risk evaluation, and response planning.
• Techniques like Risk Matrices help rank risks by impact and likelihood, allowing managers to focus on high-priority risks. Contingency plans are developed for critical risks, ensuring readiness if issues arise.

5. Change Management Using ADKAR

• The ADKAR Model helps managers plan for change by focusing on five areas:
  1. Awareness: Explaining the need for change.
  2. Desire: Building motivation to support change.
  3. Knowledge: Providing training or resources.
  4. Ability: Enabling teams to implement change.
  5. Reinforcement: Keeping the change sustainable.
• ADKAR is often paired with communication plans to guide employees through changes without overwhelming them.

6. Culture Development through Organizational Behavior Analysis

• Managers apply Organizational Behavior principles to develop a strong culture. This might include creating reward systems that align with company values or setting up feedback channels to boost engagement.
• Regular Culture Assessments (like employee surveys) give insights into morale, engagement, and alignment with values, allowing managers to adjust based on actual employee experiences.

7. Stakeholder Analysis and Engagement

• Stakeholder Mapping is used to identify key stakeholders and assess their level of interest and influence.

8. Innovation Management with Stage-Gate Processes

• The Stage-Gate Model divides innovation projects into stages (idea generation, feasibility, development, testing, launch). At each stage, managers conduct Gate Reviews to decide if the project moves forward.
• This phased approach allows managers to make data-driven decisions at each stage, reducing risk by assessing progress before committing more resources.

9. Feedback Loops for Continuous Improvement

• Plan-Do-Check-Act (PDCA) creates a structured feedback loop where managers:
  1. Plan: Set improvement objectives.
  2. Do: Implement small-scale changes.
  3. Check: Measure outcomes to assess if changes meet goals.
  4. Act: Scale successful changes or revise as needed.
• This cycle supports an adaptive, iterative approach to refining processes and adjusting to new conditions.

10. Regulatory Compliance and Governance Frameworks

• COBIT and ITIL frameworks guide IT governance, ensuring that processes meet both legal requirements and organizational standards.

• COBIT provides a set of control objectives for IT, while ITIL focuses on best practices for IT service management. Both frameworks help managers standardize operations, maintain compliance, and reduce regulatory risk.

Types of Management Processes

Management processes are the building blocks of any organization. They ensure that different functions, from managing employees to overseeing finances and engaging customers, are well-coordinated and effective. 

Here are some key types of management processes:

1. Human Resource Management (HRM)

HRM handles everything related to employees, from hiring to retirement. It’s about finding the right people, helping them grow, and keeping them engaged. Good HRM creates a motivated workforce that’s productive and aligned with company goals. This process covers hiring, onboarding, training, payroll, and performance reviews. When HRM runs smoothly, it builds a positive work environment where employees feel valued and are more likely to stay and succeed.

Core Functions:

• Recruitment & Onboarding:

  Streamlining the hiring process and ensuring smooth onboarding for new hires.

• Performance Management:

  Tracking and improving employee performance and career development.

• Payroll & Benefits Administration:

  Managing employee pay, benefits, and compliance with labor laws.

Key Tools:

• Workday:

  Handles recruitment, payroll, benefits, and performance management with real-time analytics for workforce insights.

• BambooHR:

  A more affordable HRIS solution for small to mid-sized companies, focused on employee data tracking, onboarding, and performance evaluations.

Metrics & Success Indicators:

• Turnover Rate:

  Tracks the percentage of employees leaving the company over a specific period.

• Time-to-Hire:

  The time taken to fill open positions indicates recruitment efficiency.

• Employee Engagement Score:

  Gauges employee satisfaction and motivation through regular surveys.

Example Use Case:

• Reducing Employee Turnover:

  Suppose a company experiences high turnover among new hires. Using Workday, HR can review exit data, monitor engagement levels, and adjust onboarding to improve retention. They might add more mentorship opportunities during the onboarding phase.

Future Trends:

• AI in Recruitment:

  Companies are increasingly using AI to screen resumes and match applicants based on skills, reducing recruitment time and costs.

• Wellness & Mental Health Integration:

  HR platforms now include tools for tracking employee wellness and mental health programs, recognizing their impact on retention and productivity.

• Impact:

  An effective HRM process reduces turnover, builds a strong culture, and enhances employee satisfaction, directly contributing to long-term organizational stability.

2. Financial Management

Financial Management keeps a close eye on the company’s money. It includes planning budgets, tracking spending, and seeing there’s enough cash to meet goals. Solid financial management allows a company to avoid waste, control costs, and invest in growth. This process helps managers make smart financial decisions that keep the company stable, profitable, and ready for new opportunities.

• Core Functions:

  • Budgeting & Forecasting:

    Developing realistic budgets and financial forecasts based on historical data and market trends.

  • Financial Reporting:

    Preparing accurate financial statements and reports for decision-making and compliance.

  • Cost Control:

    Identifying opportunities to reduce costs without compromising on quality or efficiency.

• Key Tools:

  • Oracle Financials:

    Offers comprehensive budgeting, expense tracking, and financial reporting with powerful predictive analytics.

  • SAP S/4HANA:

    Known for its real-time data processing, especially useful in large organizations for managing complex financial data.

• Metrics & Success Indicators:

  • Profit Margins:

    Measures profitability to ensure the company remains financially healthy.

  • Budget Variance:

    Compares planned vs. actual spending, helping managers keep spending aligned with budgeted goals.

  • Cash Flow:

    Tracks cash inflows and outflows, necessary for day-to-day operations and planning.

• Example Use Case:

  • Cost Control in Manufacturing:

    Using SAP S/4HANA, a manufacturing company tracks production costs in real-time. The finance team can recommend process adjustments by identifying areas where costs exceed projections, such as sourcing cheaper materials or improving efficiency.

• Future Trends:

  • Blockchain for Transparent Financial Transactions:

    Some companies are exploring blockchain to enhance transparency and security in financial transactions.

  • AI in Auditing:

    AI-based tools are beginning to perform real-time audits, identifying potential financial discrepancies faster and more accurately.

• Impact:

  Effective financial management provides a clear picture of an organization’s financial health, allowing for smart budgeting, strategic investments, and timely corrective actions.

3. Marketing Management

Marketing Management focuses on understanding and reaching customers. It’s about knowing who the customers are, what they need, and how to communicate effectively. A good marketing process creates campaigns that connect with the right audience, bringing in new customers and building loyalty. Using data and insights, marketing teams can make better decisions, improve customer relationships, and help grow the brand.

• Core Functions:

  • Customer Segmentation:

    Grouping customers based on demographics, behavior, or needs to deliver targeted marketing.

  • Campaign Management:

    Planning, executing, and tracking marketing campaigns to engage audiences effectively.

  • Performance Analysis:

    Evaluating the success of campaigns and strategies using key marketing metrics.

• Key Tools:

  • Salesforce CRM:

    Supports lead tracking, customer segmentation, and personalization of marketing campaigns.

  • HubSpot:

    Combines CRM with marketing automation, offering tools for email marketing, social media scheduling, and analytics.

• Metrics & Success Indicators:

  • Customer Acquisition Cost (CAC):

    Tracks the cost of acquiring a new customer.

  • Conversion Rate: Measures the percentage of leads who complete a desired action, such as purchasing.

  • Customer Lifetime Value (CLV):

    Estimates the revenue a company can expect from a customer throughout their relationship.

• Example Use Case:

  • Targeted Marketing Campaigns:

    Using Salesforce, a company segments its customers based on purchasing history. They create targeted email campaigns for high-value customers, offering exclusive discounts and rewards, which boosts customer retention and repeat purchases.

• Future Trends:

  • Predictive Analytics:

    Marketers increasingly use data-driven predictions to anticipate customer needs and adjust campaigns proactively.

  • Voice-Activated Marketing:

    As more consumers use voice assistants, brands optimize content for voice search to stay competitive.

• Impact:

  Marketing management processes help companies build strong customer relationships, improve brand loyalty, and drive revenue by aligning campaigns with customer preferences and behaviors.

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4. Operations Management

Operations Management oversees the day-to-day work that turns resources into products or services. It ensures everything runs efficiently, meets quality standards, and keeps costs low. Organizing workflows and managing the supply chain helps make and deliver the products on time. Strong operations management leads to happier customers, less waste, and a more productive team.

• Core Functions:

  • Process Optimization:

    Streamlining operations to improve speed and reduce costs.

  • Quality Control:

    Ensuring that products or services meet quality standards before they reach customers.

  • Supply Chain Management:

    Overseeing the flow of goods and materials to ensure timely production and delivery.

• Key Tools:

  • SAP ERP:

    Offers robust tools for managing supply chains, inventory, and production workflows, particularly suited for manufacturing industries.

  • Zoho Creator:

    A customizable platform that allows businesses to develop applications for inventory tracking, production scheduling, and quality checks.

• Metrics & Success Indicators:

  • Cycle Time:

    Measures the time taken to complete a production cycle, indicating process efficiency.

  • Defect Rate:

    Tracks the percentage of defective units, reflecting product quality.

  • Capacity Utilization:

    Monitors how effectively production capacity is being used, indicating resource optimization.

• Example Use Case:

  • Inventory Management Optimization:

    A manufacturing firm uses SAP ERP to track inventory levels in real-time. This allows the operations team to reorder materials only when needed, reducing storage costs and minimizing waste.

• Future Trends:

  • IoT in Operations:

    Companies are increasingly using IoT devices to monitor equipment, track assets, and predict maintenance needs.

  • Sustainable Operations:

    As environmental concerns grow, companies are adopting green practices, such as carbon tracking, waste reduction, and sustainable sourcing.

• Impact:

  Strong operations management ensures efficient, cost-effective production and delivery, which leads to higher customer satisfaction, reduced waste, and improved profitability.

5. Logistics Management

Logistics Management includes getting products where they need to be, on time and in good shape. It covers everything from sourcing materials to managing warehouses and organizing transportation. Good logistics management keeps delivery times short, costs low, and customers happy. With the right tools, companies can streamline the entire process.

• Core Functions:

  • Supply Chain Optimization:

    Streamlining the supply chain to reduce costs and improve delivery times.

  • Inventory Management:

    Keeping stock levels balanced to avoid overstocking or shortages.

  • Transportation Planning:

    Selecting efficient routes and modes of transport to reduce shipping times and costs.

• Key Tools:

  • SAP TMS:

    A Transport Management System (TMS) that helps logistics teams optimize routes, track shipments in real-time, and manage supply chain costs.

  • Oracle Logistics Cloud:

    Manages transportation planning, inventory, and shipping, providing insights to streamline logistics operations.

• Metrics & Success Indicators:

  • On-Time Delivery Rate:

    Measures the percentage of shipments delivered on time, needed for customer satisfaction.

  • Inventory Turnover:

    Tracks how often stock is sold and replaced, indicating efficient inventory management.

  • Transportation Cost per Unit:

    Calculates the cost of transporting each unit, helping monitor and control logistics expenses.

• Example Use Case:

  • Real-Time Tracking for Improved Delivery:

    A retail company uses SAP TMS to track shipments and optimize delivery routes. Monitoring transport costs and delivery times helps adjust routes in real-time to for faster, more efficient deliveries.

• Future Trends:

  • IoT for Asset Tracking:

    More companies are adopting IoT devices to track shipments, monitor conditions, and prevent delays.

  • Sustainable Logistics:

    Growing focus on eco-friendly transportation options, like electric delivery vehicles and optimized fuel routes, to reduce carbon footprints.

• Impact:

  Effective logistics management ensures products are delivered on time and at lower costs, improving customer satisfaction and creating a more resilient supply chain.

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6. Change Management

Change Management helps companies adjust to big shifts, whether it’s a new technology, a restructured team, or an updated process. It includes preparing people for the changes, guiding them through each step, and helping them feel supported along the way. When change is managed well, teams are more open to new ways of working, and the transition feels less disruptive. This process makes it easier for everyone to get on board with what’s next.

• Core Functions:

  • Communication Planning:

    Ensuring clear, consistent messaging to explain the purpose and benefits of the change.

  • Training and Support:

    Providing employees with the resources and skills needed to adapt to new processes or systems.

  • Feedback and Reinforcement:

    Collecting employee feedback and reinforcing the change to ensure it becomes a permanent part of operations.

• Key Tools:

  • Prosci ADKAR:

    A model for managing change that breaks down the process into Awareness, Desire, Knowledge, Ability, and Reinforcement.

  • ChangeGear:

    A platform for tracking, managing, and supporting change initiatives, ideal for larger organizations with complex change processes.

• Metrics & Success Indicators:

  • Employee Adoption Rate:

    Measures how many employees are successfully using new systems or processes.

  • Change Readiness Score:

    Assesses how prepared the organization is for the change.

  • Post-Change Performance Metrics:

    Evaluates improvements in productivity, efficiency, or other metrics affected by the change.

• Example Use Case:

  • Implementing New Software:

    A financial firm uses Prosci ADKAR to transition employees to a new accounting platform. By focusing on training and clear communication, they increase adoption rates and reduce the risk of operational disruption.

• Future Trends:

  • AI-Powered Change Analytics:

    AI tools are beginning to analyze employee responses to change, helping managers adjust strategies for smoother transitions.

  • Employee-Centric Change Tools:

    New platforms focus on employee experiences, providing personalized support and feedback loops.

• Impact:

  Effective change management ensures smoother transitions, keeps employees engaged, and makes it easier for organizations to adapt to new challenges and innovations.

7. Strategic Management

Strategic Management defines the company’s long-term path, setting clear goals and priorities that keep everyone aligned. With a strong strategy, teams know exactly where to focus their efforts, and resources are directed toward the projects that matter most. Good strategic management helps the company stay adaptable, achieve its vision, and move steadily toward growth.

• Core Functions:

  • Goal Setting and Alignment:

    Defining clear objectives that align with the company’s mission and vision.

  • Resource Allocation:

    Distributing resources to high-priority projects that support strategic goals.

  • Performance Monitoring:

    Tracking progress and making adjustments to stay on course with the strategic plan.

• Key Tools:

  • ClearPoint:

    A strategic planning tool that helps track goals, align resources, and measure performance.

  • OnStrategy:

    Provides tools for developing, implementing, and managing strategic plans, ideal for aligning teams and keeping everyone focused on key objectives.

• Metrics & Success Indicators:

  • Goal Achievement Rate:

    Measures the percentage of strategic goals successfully met within a set timeframe.

  • Resource Utilization:

    Tracks how efficiently resources are being used in strategic initiatives.

  • Strategic ROI:

    Assesses the return on investment for strategic projects, helping justify and prioritize efforts.

• Example Use Case:

  • Aligning Department Goals with Company Strategy:

    A tech company uses ClearPoint to set and monitor department goals that directly support its strategic objectives. By tracking progress in real-time, leadership can ensure all teams stay aligned with the company’s vision.

• Future Trends:

  • AI in Strategic Planning:

    Companies are starting to use AI to analyze market trends and predict future opportunities, giving leaders better insights for planning.

  • Flexible Planning Models:

    Organizations are shifting to more adaptable planning models that allow for quick adjustments in response to market changes.

• Impact:

  Strategic management keeps everyone focused on long-term goals, optimizes resource use, and strengthens the organization’s ability to grow and adapt in a competitive market.

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