Studying management equips individuals with the skills and knowledge to lead and coordinate people,

resources, and projects effectively within organizations. Here are several key reasons for studying
management:

1. Leadership Skills: Management courses teach essential leadership skills, enabling individuals to
guide teams, make strategic decisions, and motivate others to achieve organizational goals.

2. Problem Solving: Management involves analyzing and solving problems, often in dynamic and
complex environments. These skills are transferable across industries and can be applied to
diverse situations.

3. Effective Resource Allocation: Managers learn to allocate resources—time, finances, personnel

—efficiently, ensuring that organizations operate within their means and achieve maximum
productivity.

4. Strategic Thinking: Management studies foster strategic planning skills, enabling individuals to
set long-term goals and devise actionable steps to reach them. This includes understanding
market trends, competition, and internal capabilities.

5. Adaptability: Organizations constantly face change, from technological advancements to shifts in

consumer behavior. Management studies provide tools for adapting to these changes, managing
risk, and seizing new opportunities.

6. Interpersonal and Communication Skills: Management courses emphasize the importance of

clear communication and relationship building, essential for resolving conflicts, building teams,
and fostering a positive work environment.

7. Career Advancement: For many fields, strong management skills are crucial for moving into
leadership roles. Understanding management principles makes professionals more versatile and
effective, enhancing their career potential.

Studying management prepares individuals to handle the demands of various roles, from project
coordination to executive leadership, contributing to the overall success and resilience of organizations.

The Six Ms of Management represent core resources that are essential for the functioning and success
of an organization. They include:

1. Men (Human Resources): Refers to the workforce of the organization, including all employees,
managers, and leaders. Skilled, motivated, and well-managed personnel are essential to carry
out tasks, achieve objectives, and drive the organization forward.

2. Money (Financial Resources): Money is critical for funding operations, investments, and
expansions. It includes capital, cash flow, revenue, profits, and budgeting processes. Proper
financial management ensures that an organization can sustain and grow its activities.

3. Materials (Physical Resources): Materials are the raw goods, supplies, and components needed
for production and service delivery. Effective material management ensures adequate inventory,
quality of supplies, and smooth production processes.
 4. Machinery (Technological Resources): Machinery refers to the tools, equipment, and technology
an organization uses to produce goods or services. It impacts efficiency, production capacity, and
quality control, so maintaining and updating machinery is crucial for operational success.

5. Methods (Processes and Procedures): Methods involve the processes, procedures, and
workflows that structure tasks within an organization. Optimized methods enhance productivity,
consistency, and quality in service or product delivery.

6. Market (Customer or Demand Focus): Market refers to the external environment, including
customers, competition, and overall demand. Understanding and responding to market needs
enables an organization to align its offerings and maintain its relevance and competitiveness.

Together, these Six Ms of Management help organizations allocate and manage resources effectively,
adapt to challenges, and pursue growth strategically.

As a middle-level manager tasked with handling the sensitive matter of an employee’s termination, it’s
crucial to approach the situation with professionalism, empathy, and clarity. Here’s an effective
approach:

1. Prepare Thoroughly: Review all relevant details from the meeting, including the reasons for
termination, any documentation or performance records, and the terms of the employee’s exit
(e.g., notice period, severance package). Make sure you fully understand these details to address
questions accurately.

2. Plan the Conversation: Choose a private setting to maintain the employee’s dignity and ensure
confidentiality. Plan a time that allows both you and the employee to process the conversation
without immediate time pressure.

3. Be Direct but Compassionate: Begin the conversation in a direct yet empathetic manner. Let the
employee know that their position is being eliminated and explain the reason, if allowed,
according to company policies. Avoid vague or misleading statements, as they can create
confusion and worsen the experience for the employee.

4. Acknowledge Emotions: Termination is often emotional. Allow the employee to process and
express their feelings if they wish. Be a supportive listener without making personal judgments
or dismissing their response.

5. Clarify Next Steps: Outline any steps they need to take regarding the transition, including their
final working day, benefits, final paycheck, and access to support services (e.g., outplacement or
counseling, if offered). Ensure you cover these logistical details to help the employee transition
smoothly.

6. Maintain Professionalism: While empathy is crucial, remain professional and avoid engaging in
discussions that could lead to blame or personal criticisms. Stick to the facts and avoid
personalizing the situation.

7. Follow Up: After the conversation, follow up as needed with HR and support the employee in
their transition. Ensure that they feel respected and receive any assistance promised during the
termination process.
Here are sample questions and suggested answers for a Kenyan Diploma in Project Management exam
on Principles of Management:

Principles of Management Exam

Course: Diploma in Project Management

Unit: Principles of Management
Time: 2 hours

Instructions: Answer ALL questions in Section A and ANY TWO questions in Section B.

Section A (40 Marks)

1. Define management and explain its significance in project management.

Answer: Management is the process of planning, organizing, staffing, directing, and controlling
resources, including human, financial, and physical assets, to achieve organizational goals
effectively and efficiently. In project management, management ensures that project goals are
met within the constraints of scope, time, and budget, and it helps in coordinating tasks,
motivating team members, and ensuring that the project progresses according to plan. (5 Marks)

2. Describe the main roles of a project manager according to Henry Mintzberg's Managerial Roles
theory.

Answer: Mintzberg identified three main categories of managerial roles:

o Interpersonal Roles: Acting as a figurehead, leader, and liaison, building relationships

with team members and stakeholders.

o Informational Roles: Monitoring information, disseminating it within the team, and

serving as a spokesperson to external parties.

o Decisional Roles: Engaging in decision-making activities such as resource allocation,

conflict resolution, negotiation, and initiating new project approaches.
These roles help project managers coordinate resources, communicate effectively, and
make strategic decisions that align with project goals. (6 Marks)

3. List and briefly describe the four functions of management.

Answer:

o Planning: Setting objectives and determining the best course of action to achieve them.

o Organizing: Arranging resources and tasks in a structured way to achieve the project’s
objectives.

o Leading: Guiding and motivating team members to work towards the project goals.
 o Controlling: Monitoring progress, comparing it to the plan, and making adjustments as
necessary to stay on track.
These functions ensure the project is executed systematically and meets its objectives
efficiently. (8 Marks)

4. Explain how each of the following management principles applies in a project setting:
a. Division of Work: Dividing tasks among team members based on their skills and expertise to
enhance efficiency and productivity.
b. Authority and Responsibility: Project managers delegate authority to team members along
with the responsibility to complete tasks, ensuring accountability.
c. Unity of Command: Each team member reports to one supervisor or manager to avoid
confusion and conflicting instructions.
d. Scalar Chain (Hierarchy): Establishing a clear chain of command, which helps in smooth
communication and effective coordination within the team.
These principles contribute to the organization and management of tasks in a structured way,
which is essential for successful project execution. (8 Marks)

5. Discuss the importance of ethical decision-making in project management. Provide an

example.
Answer: Ethical decision-making ensures that project managers uphold fairness, transparency,
and integrity, which builds trust among stakeholders. For example, if a project manager discovers
a defect in a product, ethical decision-making would require addressing the defect before
distribution, even if it incurs additional costs. This approach protects the project’s reputation and
aligns with ethical standards. (5 Marks)

6. Outline the steps in the decision-making process and describe how they help managers make
effective decisions.
Answer:

o Identify the Problem: Recognize and clearly define the issue that requires a decision.

o Gather Information: Collect relevant data to understand the problem and available
options.

o Generate Alternatives: Brainstorm potential solutions or courses of action.

o Evaluate Alternatives: Assess each option based on feasibility, risks, and benefits.

o Choose the Best Alternative: Select the option that best aligns with project goals and
constraints.

o Implement the Decision: Put the chosen solution into action.

o Evaluate the Outcome: Review the results of the decision to ensure it resolved the issue
effectively.
Following these steps helps managers make informed, rational, and effective decisions.
(8 Marks)
Section B (60 Marks)

Answer any TWO questions. Each question carries 30 marks.

1. Explain the concept of strategic planning in project management and describe how middle-
level managers contribute to strategic planning and execution in an organization.
Answer: Strategic planning in project management involves defining the long-term goals of a
project, establishing objectives, and creating a roadmap for achieving them. Middle-level
managers contribute by aligning project tasks with strategic objectives, implementing policies,
managing resources, and bridging communication between top-level executives and operational
teams. They play a critical role in translating strategic plans into actionable steps, monitoring
progress, and making adjustments to stay aligned with organizational goals. This fosters a
coherent approach to achieving project and organizational success.

2. Discuss Douglas McGregor's Theory X and Theory Y and explain how each theory impacts
managerial practices in project management.
Answer: McGregor's Theory X and Theory Y propose two contrasting views of employee
motivation:

o Theory X assumes employees are inherently lazy, require close supervision, and prefer to
avoid responsibility. Managers who follow Theory X are likely to adopt a more
authoritarian style, emphasizing control and structure.

o Theory Y assumes employees are self-motivated, enjoy responsibility, and seek

opportunities for self-improvement. Managers with a Theory Y approach encourage
participation, empower employees, and use motivational techniques to inspire
productivity.
In project management, Theory X might lead to a strict, directive management style,
while Theory Y could result in a more collaborative, trust-based approach. The
manager’s style influences team morale, productivity, and overall project success.

3. Explain the importance of communication in management and discuss the key barriers to
effective communication in a project environment. Provide examples of how to overcome
these barriers.
Answer: Communication is crucial in management as it enables information sharing, clarity of
tasks, coordination, and relationship building within the project team. Common barriers to
effective communication include language differences, cultural misunderstandings, and noise
(both physical and informational). For instance, if a project involves team members from diverse
backgrounds, language barriers could lead to misunderstandings. To overcome this, managers
could use simple language, visual aids, and encourage feedback. Additionally, holding regular
meetings and using digital communication tools can help bridge gaps and ensure everyone is
aligned with project goals.
Practice of Management Exam

Course: Diploma in Project Management

Unit: Practice of Management
Time: 2 hours

Instructions: Answer ALL questions in Section A and ANY TWO questions in Section B.

Section A (40 Marks)

1. Define management and explain why it is essential in the context of project management in
Kenya. (5 Marks)

o Answer:

 Definition of Management: Management is the process of coordinating and

overseeing the activities and resources of an organization to achieve specific
goals efficiently and effectively. It involves planning, organizing, leading, and
controlling resources.

 Importance in Project Management in Kenya:

 Resource Allocation: In a Kenyan context where resources are often

limited, effective management ensures the efficient use of materials,
finances, and human resources.

 Meeting Deadlines: Projects, especially those funded by the

government or international organizations, often have strict timelines.
Proper management ensures these timelines are met, which is crucial in
Kenya’s developing economy.

 Adaptability: Kenyan project managers must deal with political, social,

and environmental factors that can disrupt projects. Effective
management allows for flexibility in addressing these challenges.

 Sustainable Impact: Projects often aim to improve infrastructure or

social services. Management ensures these projects have a lasting,
positive impact on communities.
(5 Marks)

2. Outline the main challenges managers face in implementing strategic plans within Kenyan
organizations. (6 Marks)

o Answer:

 Limited Resources: Many organizations in Kenya face budgetary constraints,

impacting their ability to implement strategic plans fully.
  Political Influence: Projects and decisions are sometimes swayed by political
agendas, affecting their objectivity and alignment with strategic goals.

 Technological Constraints: Lack of advanced technology can limit efficiency and

increase costs. For instance, limited internet connectivity in rural areas hinders
communication and real-time tracking of project progress.

 Cultural Differences: In diverse Kenyan settings, cultural nuances can lead to

misunderstandings and may affect team cohesion and project acceptance.

 Bureaucracy: Complex administrative processes can slow down decision-making,

particularly in public sector projects where delays in approvals are common.

 Corruption: Corruption poses significant risks in implementing strategic plans,

with resources sometimes diverted, undermining project effectiveness.
(6 Marks)

3. Describe the significance of ethical practices in management, and discuss how ethics impact
decision-making within a Kenyan organization. (8 Marks)

o Answer:

 Significance of Ethics: Ethics in management builds trust and credibility,

ensuring that actions are in line with moral and social standards. In Kenya,
ethical practices are particularly critical in promoting transparency, curbing
corruption, and ensuring public trust.

 Impact on Decision-Making:

 Promotes Fairness: Decisions made ethically consider all stakeholders,

from employees to clients, ensuring fairness and minimizing bias.

 Legal Compliance: Ethical decision-making helps organizations avoid

legal issues. For example, adherence to Kenya’s Employment Act ensures
fair treatment of employees, reducing the risk of lawsuits.

 Reputation Management: Companies known for ethical behavior, such

as Safaricom’s transparency in corporate governance, gain a competitive
edge and public trust.

 Example in Practice: Ethical practices guide management in making

responsible choices, such as sourcing products sustainably or addressing
employee concerns fairly. Ethical standards influence the overall
sustainability and growth of an organization in Kenya’s increasingly
competitive market.
(8 Marks)

4. Explain the core functions of management: Planning, Organizing, Staffing, Directing, and
Controlling. Provide examples of each within a Kenyan context. (10 Marks)

o Answer:
  Planning: Setting objectives and determining the best way to achieve them.
Example: A county government planning road development to improve access in
rural areas.

 Organizing: Allocating resources, delegating tasks, and creating structures.

Example: A Kenyan NGO organizing volunteer teams and resources for disaster
relief.

 Staffing: Hiring, training, and retaining the right personnel. Example: Recruiting
agricultural extension officers to support Kenyan farmers.

 Directing: Leading and motivating employees to work towards organizational

goals. Example: A project manager directing a team to complete a water
conservation project in arid regions.

 Controlling: Monitoring and evaluating performance to ensure objectives are

met. Example: Kenyan businesses tracking budget performance in projects and
adjusting expenses accordingly.
(10 Marks)

5. Identify and explain any three leadership styles, and provide examples of where they might be
effectively applied in Kenyan organizations. (6 Marks)

o Answer:

 Autocratic: Leader makes decisions without consulting others. Effective in

emergencies, such as a company’s crisis response team handling flood relief in
Kenya.

 Democratic: Leader involves team members in decision-making. Useful in

education, where input from teachers and administrators can shape curriculum
development.

 Transformational: Leader inspires and motivates employees to exceed

expectations. Effective in Kenya’s tech sector, where innovation and creativity
drive success, like in Nairobi's startup hubs.
(6 Marks)

6. Discuss the role of corporate social responsibility (CSR) in Kenyan companies and its impact on
communities. Provide an example. (5 Marks)

o Answer:

 Role of CSR: CSR enhances a company's image, builds community relations, and
addresses social issues. In Kenya, CSR activities support education, health, and
environmental sustainability, which help build goodwill and loyalty.

 Impact on Communities: CSR programs provide essential services, improve

infrastructure, and contribute to social development. Example: Safaricom
Foundation’s efforts in healthcare and education support underprivileged
 communities, enhancing the company's brand and fostering community
development.
(5 Marks)

Section B (60 Marks)

Answer any TWO questions. Each question carries 30 marks.

1. Explain Maslow’s Hierarchy of Needs theory and discuss how it can be applied by managers to
motivate employees in a Kenyan organization. (30 Marks)

o Answer:

 Maslow’s Hierarchy:

 Physiological Needs: Basic needs like food, water, shelter. Kenyan

organizations meet these needs by providing fair wages and basic
allowances.

 Safety Needs: Job security, safe workplace. Kenyan employers address

this by offering contracts and ensuring safety standards, especially in
manufacturing.

 Social Needs: Relationships, belonging. Kenyan firms build team spirit

through events, team-building activities, and promoting a collaborative
culture.

 Esteem Needs: Recognition and status. Employers reward hard work

with promotions, public recognition, or leadership roles, which are
valued highly in Kenyan culture.

 Self-Actualization: Personal growth and fulfillment. Managers can offer

training, challenging projects, and professional development to help
employees reach their full potential.
(30 Marks)

2. Discuss the importance of effective communication in management and identify barriers to

communication in Kenyan organizations. Provide strategies to overcome these barriers. (30
Marks)

o Answer:

 Importance of Communication: Communication builds clarity, minimizes

misunderstandings, and aligns team efforts. Effective communication enhances
productivity, fosters collaboration, and ensures organizational goals are
understood and followed.

 Barriers:
  Language Differences: Kenya’s diverse languages can create
misunderstandings.

 Technological Barriers: Limited access to communication tools,

particularly in rural areas.

 Cultural Barriers: Cultural norms and values may differ, leading to

misinterpretations.

 Strategies:

 Provide Translation Services: Ensuring all communications are clear and

understood.

 Invest in Communication Infrastructure: Expanding access to

technology to rural teams.

 Cultural Training: Training employees to understand and respect cultural

differences.
(30 Marks)

3. Explain the principles of Total Quality Management (TQM) and analyze how Kenyan
organizations can benefit from TQM practices. Include examples of industries where TQM
could be effectively implemented. (30 Marks)

o Answer:

 Principles of TQM: Focuses on continuous improvement, customer satisfaction,

and employee involvement.

 Application in Kenya:

 Customer Satisfaction: Banks using customer feedback to enhance

service quality.

 Continuous Improvement: Manufacturing sectors like tea production

employing TQM to improve processes.

 Employee Involvement: Engaging workers in decision-making, as seen in

agribusiness cooperatives.

 Benefits: TQM leads to higher productivity, better quality products, and

customer loyalty.

 Example Industries: Effective in Kenya’s healthcare and tourism sectors,

improving patient care and service standards, respectively.
(30 Marks)