Administrative Office Management Concepts

Introduction

• Administrative Office Management (AOM) involves designing, implementing, evaluating, and maintaining workplace processes to enhance efficiency and productivity.
• AOM focuses on streamlining operations within an office or organization.

Teamwork and Flexibility

• Teamwork is crucial with a focus on collaboration and shared responsibility.
• Consistency in teamwork ensures a smooth flow of work and reduces individual strain.
• Cohesion is the ability to work effectively together, even in challenging situations.
• Flexibility in the workplace involves adjusting work arrangements for both employees and employers to better meet individual and business needs.
  • Formal Flexibility includes officially recognized policies and procedures.
  • Informal Flexibility refers to unwritten policies and practices.

Key Concepts in AOM

• Enterprise-wide systems integrate various functions, aiding in managerial decision-making and control.
• Enterprise Resource Planning is company-wide software that manages resources, information, and functions from a shared data system.

Significant Thrusts in AOM

• Information Management focuses on organizing, retrieving, acquiring, and maintaining information, closely related to data management.
• Knowledge Management involves managing an organization's intellectual capital, human resources, and strategic relationships.
• Office Manager oversees and reviews systems, aiming to improve efficiency, performance, and productivity.

AOM Responsibilities

• Planning involves strategic planning and development, including the creation of new functions and services.
• Organizing focuses on implementing effective methods and techniques to maximize productivity.
• Staffing addresses employee development and fostering positive employee experiences.
• Directing ensures employees follow policies and procedures, meeting performance expectations.
• Controlling ensures the quality and quantity of work are maintained at a high standard.

Importance of Stress Management

• Stress negatively impacts teamwork, leading to uncooperativeness and withdrawal.
• Stress can affect performance, reducing productivity and impacting career development.
• Managing stress leads to better team collaboration and improved individual performance.

Time Management

• Time management involves effectively utilizing time to allocate the right amount of time to the appropriate activity.

Elements of Time Management

• Effective Planning: Develop a "to-do" list or task plan, prioritizing tasks based on importance and allocating specific times.
• Setting Goals and Objectives: Establish clear targets and ensure they are achievable.
• Setting Deadlines: Set realistic deadlines and use a planner to track progress.
• Delegation of Responsibilities: Delegate tasks to others based on interests and skills.
• Prioritizing Tasks: Identify urgent and important tasks and prioritize accordingly.
• Spending the Right Time on the Right Activity: Allocate time effectively, avoiding wasting time on tasks that can be completed more efficiently.

Requirements for Time Management

• Organization: Ensure the workspace is tidy and well-organized to avoid wasted time searching for items.
• Focus: Avoid distractions and maintain focus on tasks.
• Clarity in Communication: Communicate clearly to avoid misunderstandings.
• Active Listening: Pay attention to others and acknowledge their communication.
• Professional Posture and Body Language: Communicate through appropriate body language and actions.

Presentation and Telecommunication

• Presentation: A means of communication adaptable to various settings, such as group speeches, meetings, and team briefings.
• Telecommunication: Exchange of information over long distances through electronic means.

Ergonomics

• Ergonomics focuses on adapting work environments to suit the worker, addressing the challenges of adjusting to work environments.

Internal Staffing Sources

• Internal Promotions: Promote qualified employees from within the organization.
• Employee Referrals: Employees recommend qualified individuals for open positions.
• Databanks: Computerized systems store employee job qualifications, facilitating quick screening for open positions.

External Staffing Sources

• Unsolicited Applications: Individuals apply for a position without knowing if a vacancy exists.
• Advertising: Promote job openings through various media channels.
• Educational Institution Placement Services: Utilize placement services offered by educational institutions.
• Public and Private Employment Agencies: Utilize agencies that connect job seekers and employers.
• Web-based Employment Services: Utilize online job boards and platforms.

Supervision and Employee Development

• Supervision involves managing employees through leadership and influence.
• Supervisors ensure that employees complete tasks on time and at the highest quality.
• Employee Development is a continuous process aimed at maximizing employee potential.

Performance Appraisals

• Performance appraisals evaluate employee job performance, typically conducted by managers or supervisors.
• They play a role in guiding career development.

Promotion

• Promotion involves advancing an employee's rank or position within the organizational hierarchy.

Job Analysis

• Job analysis systematically details the requirements, functions, and procedures of an employment position.
• Job Content: Encompasses the job activities, or what workers actually do.
• Job Context: Describes the working conditions and demands associated with the job.
• Work Requirements: Outlines the qualifications needed for successful job performance, encompassing knowledge, skills, abilities, personal characteristics, and credentials.

Job Evaluation

• Job evaluation systematically determines the relative internal worth of a job within an organization.
• It facilitates compensation level determination.
• Job Ranking ranks jobs from highest to lowest based on value and quality.
• Job Classification utilizes job classes or groups for more customized evaluation, measuring performance against predetermined scales.
• Factor Comparison scientifically compares jobs based on specific factors, using predetermined weights for each factor's importance.
• Point Method measures performance using scales and specific job factors, rather than ranking employees against each other.
• Consideration is generally viewed as a more reliable and valid method compared to subjective methods like job ranking.

Compensation

• Compensation is used by management for various purposes to support the company's success.
• Compensation is adjusted based on business needs, goals, and resources.

Types of Compensation

• Base Pay regular salary or wage.
• Commissions compensation based on performance metrics.
• Overtime Pay payment for work beyond regular hours.
• Bonuses, Profit Sharing, Merit Pay various forms of performance-based rewards.
• Stock Options opportunities to purchase company stock.
• Allowances payments for expenses like travel, meals, or housing.
• Benefits insurance, medical, dental, paid time off, retirement contributions, taxes.

Incentive Pay

• Incentive pay motivates specific actions or behavior. It aims to provide value for money and contribute to success.

Types of Incentives

• Renumerative Incentives: Involve material rewards (typically money) for specific actions.
• Moral Incentives: Incentives based on what society considers the "right" thing to do.
• Coercive Incentives: Incentives associated with repercussions or negative consequences for failure to act in a specific way.

Common Personal Problems in the Workplace

• Inherited Poor Performers: Employees with a long history of poor performance, primarily due to inadequate supervision.
• "Excuse Meisters": Individuals who blame others and deflect responsibility for their mistakes.
• "Piss-poor Attitude": Employees with a negative attitude, often unaware of the issue.
• "Lazy Lumps": Individuals who avoid work and effort.

Workplace Teams

• A group of employees working collaboratively, either temporary or permanent, to achieve common objectives.

Types of Workplace Teams

• Project Teams: Formed specifically for a project, disbanding after completion.
• Cross-Functional Teams: Members from different departments work together.