Business Function Week 3-4 2024
Business Function Week 3-4 2024
BUSINESS STUDIES
GRADE 10
TERM ONE
CHAPTER 5
NOTES BUSINESS FUNCTIONS
2024
WEEK 3-4
TABLE OF CONTENTS
TOPICS PAGES
Exam guideline for the business functions 2-3
Eight Business functions 4
The importance of the eight business functions 4
General Management Function 4-7
Differences between leadership and management 7
Organisational structure 8
Administration Function 9
Financial Function 9-11
Purchasing Function 12-14
Public Relations 16-17
Production Function 17
Marketing Function 18
Human Resource Function 18
The relationship between the business functions 18
1
NWED NOTES GRADE 10 2023 BUSINESS FUNCTIONS CHAPTER FIVE
GENERAL MANAGEMENT
• Outline/Discuss/Explain the differences between leadership and management.
• State/Outline/Explain/Discuss/Describe the three levels of general management.
• Explain/Discuss/Describe management tasks.
• Identify management tasks from scenarios/case studies/statements.
• Identify the levels of management from given scenarios/statements.
• Outline/Mention/Discuss/Explain/Describe the responsibilities of various levels of
management.
• Identify the levels of management from given scenarios/case studies.
ADMINISTRATION FUNCTION
FINANCIAL FUNCTION
PUBLIC RELATIONS
PURCHASING FUNCTION
• Outline/Explain/Discuss the purpose of the purchasing function.
• Outline the activities of the purchasing function
• Explain/Describe/Discuss the purchasing procedure.
2
NWED NOTES GRADE 10 2023 BUSINESS FUNCTIONS CHAPTER FIVE
Always trying to find more efficient ways of Enforces rules on subordinates/Ensure that
completing tasks. tasks are completed.
3
NWED NOTES GRADE 10 2023 BUSINESS FUNCTIONS CHAPTER FIVE
Top management
• Reports to a board of directors/advisory board.
• Takes long term strategic decisions.
• Responsible for directing, controlling and managing risks.
• Determines the vision/mission/objectives/strategy of the business.
• Act of getting people together to accomplish certain goals.
• Oversees the activities of the other functions so that the business can achieve its
objectives.
Middle management
• Responsible for specific departments within the business.
• Takes medium term tactical decisions.
• Responsible for achieving the goals and objectives set for the specific department.
• Concerned with implementing plans made by top level management.
• Implements the vision and plans of the top management.
• Responsible for working with managers in other departments and for acquiring
resources needed in their departments.
Lower management
• Responsible for a high level of productivity, technical assistance and motivating
employees.
• Takes short term routine/tactical decision.
• Carry out instructions given by middle management
• They are also called first management level as it is the first management level to
which subordinates can be promoted.
4
NWED NOTES GRADE 10 2023 BUSINESS FUNCTIONS CHAPTER FIVE
NOTE: You must be able to identify the levels of management from given statements
and scenarios
Planning
• The process of setting goals and developing strategies.
• It includes getting all the information you need for planning.
• Top management formulates strategic plans.
• Middle management formulates tactical plans.
• Lower management formulates operational plans
• Analysing the information and set long term goals.
• Considering different plans to achieve the goals.
• Choosing the best plan and decide on the action to be taken.
5
NWED NOTES GRADE 10 2023 BUSINESS FUNCTIONS CHAPTER FIVE
Organising
• It is the mechanism used to execute the plan.
• Involves breaking a plan into action.
• The way in which people are grouped together.
• May also include training to ensure that the jobs are carried out successfully.
• Ensures successful execution of the plan by using relevant organisational structure.
• It looks at what needs to be done and organizing resources need to achieve goals
and objectives.
• Organising the jobs within specific functions or departments.
• People must understand what is expected from them in terms of tasks/ authority /
responsibility etc.
• Employees must know the organisational procedures for instructions and feedback
and which resources they can use.
Leading/Directing/Activating
• The process of leading is to guide, motivate and inspire others to achieve goals.
• Refers to inspiring employees to carry out their task to the best of their abilities.
• Establishing a productive working climate.
• Motivating employees to achieve the goals set.
• Guiding employees in the right direction so that the business can achieve its goals.
• Activating workers to use their skills and resources to their best ability.
• Providing employees with directions on how things should be done.
• Respecting and treating employees so that they work willingly to achieve the
business goals.
• Leaders set up proper communication channels so that the workers are always
informed and there is clear transfer of information.
Controlling
• Ensures that the business achieve its goals.
• Ensures that standards are met
• Ensures activities are carried out as planned.
• Enables the business to take corrective measures if the objectives are not achieved.
• Risk can be identified during control.
• Involves comparing actual results with goals set by management
• Corrective measures must be taken if there is a difference between actual results
and the goals the business set out to achieve.
• Continuous control ensures that the business runs smoothly. .
Risk Management
• Identifies possible risk by finding risk-bearing activities (i.e. activities which could go
wrong) within the organisation.
6
NWED NOTES GRADE 10 2023 BUSINESS FUNCTIONS CHAPTER FIVE
• Assists businesses to in analyse each possible risk to assess how likely it is that the
risk will happen.
• Evaluates the potential impact of risk in terms of financial liability.
• Controls/Monitors the risk by studying reports and trends in the environment so that
measures can be taken to prevent it from happening.
• Handles the risk by determining what actions to take should the event happen using
available resources and contingency plan and communication with stakeholders.
7
NWED NOTES GRADE 10 2023 BUSINESS FUNCTIONS CHAPTER FIVE
Business functions work together to ensure that the survival and sustainability of the
business.
2 General management
• Sets the overall direction or strategy for the business.
• This function leads, organises and controls all the other functions.
• There are also decisions taken in each level.
• Management has three different levels, each with its own roles and responsibilities.
• Ensures that there is co-ordination among the seven different functions of the
business.
4 ADMNISTRATION FUNCTION
Collection of information
• Information is collected from both outside and inside the business
• Correct and reliable information should be available for meaningful decision making
and to run the business successfully.
Handling of information
• It is important for the administrative staff to handle information correctly to avoid
making wrong decision based on wrong information.
• The administration function is responsible for dealing with the following types of
information:
o Accounting Records-can be used to draw up financial statements and
reports.
Keep an up-to date all business transactions
Information Technology
• IT is the use of electronic equipment to assist with various administrative tasks.
• Technology is used to both communicate and handle information and referred to as
ICT (information and communication technology).
8
NWED NOTES GRADE 10 2023 BUSINESS FUNCTIONS CHAPTER FIVE
Office Practice
• Office practice refers to how the administrative staff should handle their duties
• It covers matters such as the dress code for employees/ proper filing of documents/
telephone etiquette/internet usage by staff etc.
5 Financial Function
Bank overdraft
• It is the short -term loan added onto the account of the entrepreneur. It is also repaid
with an interest over a set period of time.
Asset-based loan
• The money lent to successful businesses that want to expand further.
• The loan is used to purchase an asset and that asset belongs to the lender until it is
fully paid off.
• If the money is not paid back, then the lender will take that asset.
Grants
• This is money provided by government to small businesses that are developing.
• The money does not have to be paid back if it benefits the community.
• The government want to see small developing businesses benefiting the community
and the environment in some way.
9
NWED NOTES GRADE 10 2023 BUSINESS FUNCTIONS CHAPTER FIVE
Receivable finance
This is a loan provided to businesses while waiting for payment of the goods /service
provided to avoid a cash flow shortage.
• The loan is equal to the outstanding invoices that are due.
Angel funding
• This is money offered by wealthy entrepreneurs to other businesses for a share in
that business.
• This is usually used at the start of a business and carries a high risk for the investor.
Venture Capital
• This is money offered by individuals or organisations to start up or expand the
business.
• This is done in exchange of a share in the business.
• The investor usually requires for a management position or to be a board member in
the business
NOTE: You must be able to identify the sources of financing from given
scenarios.
5.5 Types of capital
Fixed capital
• Money pays fixed assets, e.g. land and buildings etc.
• Finance long term capital needs of the business.
• Examples: capital market, selling shares, mortgage bonds etc.
Own capital
• It is money provided by the owners of the business. It could come from their own
savings or the sale of their assets or investors e.g. personal savings and venture
capital
Borrowed capital
• It is money borrowed from financial institutions like banks or person. The money
should be paid back with interest. E.g. bank loan, bank overdraft
10
NWED NOTES GRADE 10 2023 BUSINESS FUNCTIONS CHAPTER FIVE
- Money pays fixed assets, e.g. land and - Money pays for day to day activity,
buildings etc. e.g. trading stock, raw materials, etc.
- Finance long term capital needs of the - Finance the short term capital of the
business. business
- Examples: capital market, selling shares, - Examples: money market, credit
mortgage bonds etc. allowed by suppliers, short terms
loans etc.
6 PUPLIC RELATIONS
11
NWED NOTES GRADE 10 2023 BUSINESS FUNCTIONS CHAPTER FIVE
Media
• Businesses get publicity for promotional events and information through media.
• Includes advertising and the distribution of about the business
Direct contact
• Information about the business is passed on to the members of the public who have
dealt with the business previously.
Direct contact with employees or telephonic communication is a popular form of
public relations.
Brochures
• Excellent way of distributing information in a cost effective way.
Exhibitions
• The business is introduced to the public and meet existing customers in shopping
centres
Social responsibility
• The business uplifts the community as the community support the business by buying
their product.
Transit advertising
• Advertising on vehicles such as taxis, busses, vans etc.
7 PURCHASING FUNCTION
12
NWED NOTES GRADE 10 2023 BUSINESS FUNCTIONS CHAPTER FIVE
• It ensures that ordered goods are delivered at the agreed price, right quantities and
right quality.
7.2 Purpose of the purchasing function
• Manage stock to ensure sufficient levels of stock to carry out business operations.
• Continuously looking for the best/reputable suppliers.
• Regular make contact with other business departments to determine their needs.
• Send damaged goods back to the supplier and see to it that it is replaced.
• Receive confirmation that all goods were according to specifications and the price
invoiced as the quoted price.
• Negotiate the best possible term of payment with suppliers.
13
NWED NOTES GRADE 10 2023 BUSINESS FUNCTIONS CHAPTER FIVE
Ensure that there is enough stock available for continuous production and sales.
Place orders with suppliers and follow up on them.
• Ensure that ordered products are delivered on time.
• Send damaged products back to the suppliers and see to it that they are replaces.
• Buy the right amount of stock/quantity so that the business does not run out of
stock.
• Buy goods from the best supplier, who supply the goods at the right time and place
• Get the best price for the quality that the purchasing function requires
• Keep the correct stock levels of stock on hand
• Record the cost prices and selling prises of stock
7.4 Purchasing procedure
Place an order
• The purchasing function should place an order in writing so that goods delivered can
be compared with the order.
• Confirm the prices of the products on order to avoid unexpected surprises when
payments are made.
14
NWED NOTES GRADE 10 2023 BUSINESS FUNCTIONS CHAPTER FIVE
Distribute stock
• The purchasing department should ensure proper distribution of stock/raw materials
to all relevant departments.
• Distribution of stock should be in line with pre-requisite orders from each department
to avoid stock loss.
15
NWED NOTES GRADE 10 2023 BUSINESS FUNCTIONS CHAPTER FIVE
Ombudsman
An ombudsman is an independent person with authority and responsibility to
receive/investigate/formally address complaints from consumers.
Positives/Advantages
• Lower bad debts resulting in better cash flow.
• Protects business against non-paying consumers.
• Increases cash sales as credit can only be granted to qualifying customers.
• Prevents reckless lending by financial institutions.
Ensures that businesses settle their debts on time so that they can obtain good
credit scores.
• Ensures that credit process is transparent e.g. both businesses and customers know
their responsibilities.
AND/OR
16
NWED NOTES GRADE 10 2023 BUSINESS FUNCTIONS CHAPTER FIVE
Negatives/Disadvantages
• Businesses are forced to budget to keep more cash/have enough cash on hand for
stock purchases.
• Businesses can no longer take the risk of selling poor quality goods at high prices.
• Businesses can no longer carry out credit marketing.
• Leads to loss of sales as many businesses may no longer qualify to buy on credit.
• Businesses can only buy limited stock as credit is not available resulting loss of
customers.
• The Act complicates the purchasing process due to too much administration work in
the credit providing process.
• The purchasing department must know the terms and conditions of credit granting
and the National Credit Act.
• It may take longer to purchase goods and this could influence the overall efficiency
of the business.
• The Act compels businesses to sell quality products or businesses may be forced to
reimburse the consumer.
17
NWED NOTES GRADE 10 2023 BUSINESS FUNCTIONS CHAPTER FIVE
Negatives/Disadvantages
• Confidential business information may become available to competitors.
• Penalties for non-compliance may be very high.
• Businesses may feel unnecessarily burdened by legal processes.
• They have to disclose more information about their products and processes/services
• Staff need to be trained /Legal experts need to be consulted, which can increase
costs
18