Planning is vital to the success of any venture. This does not just refer to the administration functions of your organization today. But also to five, 10, and 25 years down the road. 

By administration, we mean getting things done. The accomplishment of desired goals, and, organizing and direction of human and material resources. It involves effective planning and regulation of operations for the fulfillment of a given purpose.

It is a dynamic process and a broad term consisting of various elements. Its activities are carried out in a step by step fashion where responsibility is passed from one activity to the next. And the result of each task influences other activities.

What Personal Characteristics Define an Excellent Administrator?

An excellent administrator must be a good listener, a successful collaborator, a smart problem solver, have great communication skills, and be a caring leader. Administrators must listen to many points of view to be able to effectively make good decisions. This decision can affect the livelihoods of many other people.

Henry Fayol says that Administration is to manage, to plan and organize, and to carry the command. Administration and management are an integral part of living and are essential to achieve desired goals.

It is a set of principles relating to its four primary functions of planning, organizing, directing, and controlling.

Before discussing its functions, below is a quick summary of its features and aims.

Features of Administration Functions:

  • Continuous Process
  • Group Activity
  • Goal-Oriented
  • Use Of Resources

Objectives Of Administration:

  • Betterment And Social Justice
  • Maximum Results
  • Increases Efficiency
  • Benefits To Employees


The administration and management process consists of four primary functions. And it is essential to realize that this process always needs the four functions to proceed effectively.

Here is the description of the functions necessary for any administration. These are,

  • Planning
  • Organizing
  • Directing
  • Managing

Let us look at them one by one to understand their importance.

1. Planning

Planning involves mapping out ways to achieve goals.

For example: If a company wants to increase company sales, the administration will decide which steps are necessary to carry out it.

They will improve the advertisements and will develop a plan to follow.

Do you know that 90% of companies fail to execute their strategy and accomplish goals because of no strategic plan?

It is a primary function that deals with chalking out a future course of action and deciding steps. Planning is to determine in advance about what to do, when, and how.

Thus, it is a systematic process of thinking about ways to carry out pre-determined goals as a pervasive and intellectual activity.

Process Of Planning

Process of planning involves:

  • Analysis
  • Establishment of objectives
  • Assessment
  • Fixing problems
  • Formulate plan
  • Implementation
  • Evaluation

2. Organizing

The second function of the administration is organizing. It includes bringing together all the human and non-human resources in developing productive relationships among employees for the achievement of goals. To organize is to provide everything useful for proper functioning.

After a plan is made, there is a need to organize a team and materials. Organizing is concerned with:

  • Identification of the tasks and grouping them according to requirements.
  • You are assigning these tasks to the person with responsibility.
  • Delegation of authorities
  • Coordinating the activities.

3. Directing

Directing is a third and vital function. Integrating the organizational methods to work effectively to reach a target. The life-spark that sets in motion the action because the above two functions were all about preparing. It involves the use of knowledge, character, and charisma to generate enthusiasm and inspire people to achieve goals.

This inter-personal aspect of administration deals with the following elements.

  • Supervision
  • Motivation
  • Leadership
  • Communication

Supervision: It involves supervising the work of employees and directing them.

Motivation: It involves inspiring and encouraging subordinates to work effectively.

Leadership: It involves guiding and influencing subordinates to work in the desired direction.

Communication: It involves passing the information and opinions from one person to others to make work effective. And to create a better insight into things.

4. Managing

The best practice for managing is to check whether proper progress is being made or not. It measures standards for accomplishment and corrects the deviation, if any, to reach goals. It is the measurement and correction of actions of sub-ordinates to make sure that everything is going as planned or not.

Managing has the following steps:

  • Establishing standards of performance.
  • Measurement of performance.
  • Comparing actual performance with standards to find deviations.
  • Taking corrective actions to handle deviation.

In conclusion, all the administrations perform these functions that are closely related. It is necessary to focus on each action separately.

About Professor Robert Goodwin

Professor Robert Goodwin III was appointed as the Dean of New Westminster College of Caucasus University on November 2, 2017, having previously served as the first president of the college from 2011 to 2017, before it became a constituent college of Caucasus University on November 1, 2017. He also previously served as Chairman of the Board of Governors of New Westminster College from 2011 to 2017 and presently serves as a member of the Board of Directors of Caucasus University.