IGNOU| MANAGEMENT FUNCTIONS AND BEHAVIOUR (MS - 01)| SOLVED PAPER – (DEC - 2023)| (MP)
MANAGEMENT PROGRAMME (MP)
Term-End Examination
December, 2023
MS–01
MANAGEMENT FUNCTIONS AND BEHAVIOUR
Time: 3 Hours
Maximum Marks: 100
(Weightage: 70%)
Note: There are two Sections A and B. Attempt any
three questions from Section A. All questions carry equal marks. Section B is
compulsory and carries 40 marks.
Section—A
1. Briefly discuss the importance of interpersonal relationships in an organization and the stages of developing interpersonal relationships. Describe Johari Window Model for increasing interpersonal awareness.
Ans:- The Johari Window
Model is a valuable tool for increasing interpersonal awareness within
organizations. It was developed by American psychologists Joseph Luft and Harry
Ingham in 1955 to improve communication and self-awareness among individuals
within a group. This model consists of four areas or panels:
(i)
Open Arena: This quadrant represents information known to both the
individual and others. It involves attitudes, behaviors, emotions, and skills
that are shared openly, promoting effective communication and dynamic
relationships.
(ii)
Blind Spot: In this area, information about the individual is known to
others, but not to the individual. Asking for feedback from others helps reduce
this blind spot, increasing communication efficiency.
(iii)
Hidden area (mask): Information known to the individual but kept hidden
from others resides here. This includes personal details such as emotions,
fears or past experiences that one may be hesitant to reveal. Narrowing this
area involves sharing more openly to build trust and understanding.
(iv)
Unknown Region: This quadrant holds information unknown to both the
individual and others. This includes undiscovered qualities, talents or
abilities. Open communication and self-discovery are important to narrowing
this area and increasing interpersonal awareness.
Interpersonal
relationships play an important role in organizational success. They contribute
to a positive work environment, effective teamwork and increased productivity.
Developing interpersonal relationships involves stages such as making,
breaking, normalizing, performing, and postponing. The Johari Window Model
assists this process by promoting self-disclosure, feedback, and mutual
understanding, ultimately fostering stronger interpersonal relationships and
group dynamics.
Importance
of interpersonal relationships in organizations:
Interpersonal
relationships are important in organizations because they promote cooperation,
communication, and trust among employees. Strong relationships lead to:-
(i)
Better teamwork and cooperation
(ii)
Better conflict resolution and problem-solving
(iii)
Higher employee engagement and job satisfaction
(iv)
Sharing knowledge and enhancing learning
(v)
Increase in organizational commitment and loyalty
Stages of
development of interpersonal relationships:
Interpersonal
relationships develop through several stages:-
(i)
Initiation – first impressions are made and common interests are identified
(ii)
Experimentation – Individuals engage in small things and test the limits
(iii)
Intensity – individuals share more personal information and feelings
(iv)
Integration – Individuals feel comfortable with each other and trust is
established among them
(v)
Bonding – A strong emotional bond is formed between individuals
Johari
Window Model for Increasing Interpersonal Awareness:
The
Johari Window is a useful tool for improving self-awareness and mutual
understanding among individuals in a group. It includes four quadrants:-
(i)
Open area – symptoms known to self and others
(ii)
Blind spot – characteristics that are unknown to oneself but known to others
(iii)
Hidden areas – traits that are self-known but hidden from others
(iv)
Unknown area – characteristics unknown to both self and others
Through
a process of disclosure and feedback, the model encourages openness and
understanding, which improves communication, team development, and group
dynamics. The goal is to expand the open area:-
(a)
Telling others more about oneself (reducing the hidden area)
(b)
Seeking feedback from others about your blind spots (reducing blind areas)
By
enhancing self-awareness and mutual understanding, Johari Window helps
individuals develop more effective interpersonal relationships in the
workplace.
2. Describe and discuss any
three types of organisational structure and their merits and demerits.
Ans:- There are three main
types of organizational structures that are commonly used by companies:-
Functional
Organization Structure:
In a
functional organizational structure, employees are grouped together based on
their expertise or area of work, such as marketing, finance, human resources,
IT, etc. Each department is headed by a manager who is an expert in that
particular field.
The
main advantages of this structure are:-
(i)
Specialization brings greater efficiency and accuracy in each department
(ii)
Employees receive expert guidance from their functional manager
(iii)
Supervision and control is better because each manager is responsible for only
one function
However,
there are some major disadvantages:-
(i) Lack
of coordination between departments may lead to siled thinking and failure to
cooperate
(ii)
Employees may get bored due to repetitive work and lack of new challenges
(iii) Rigid
structure with limited scope for adaptation
Matrix
Organization Structure:
A
matrix organizational structure combines elements of both functional and
project-based structures. Employees report to both a functional manager and a
project manager, creating a dual chain of command.
Benefits
include:-
(i)
Better coordination between different functions working on the same project
(ii)
Employees are motivated to work together towards common project goals
(iii)
Experts from different departments are brought together to share knowledge
Loss:-
(i)
Increase in costs and paperwork due to dual reporting structure
(ii)
Confusion and difficulty in control due to multiple supervisors
(iii)
Possibility of conflict between functional and project managers
Project
Organization Structure:
In a
project organizational structure, a temporary team is formed to work on a
specific project. The team consists of experts from different departments who
are brought together for the duration of the project.
Major
benefits are:-
(i) Increase
in coordination among members with diverse skills
(ii)
Clear individual responsibilities improve process control
(iii)
Allows the company to respond quickly to new opportunities
Disadvantages:-
(i)
Possibility of delay in completion of the project
(ii)
Project managers may find difficulty in evaluating the performance of experts
(iii)
It is difficult to maintain a consistent organizational culture
In
short, each organizational structure has its own advantages and disadvantages.
Companies should carefully consider their goals, resources, and industry when
choosing the most appropriate structure.
3. Discuss decision-making under
different conditions with examples.
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