Administrative Office Management Overview

Definition of Administrative Office Management

• Administrative Office Management is related to the word administration, defining the performance or carrying out of assigned tasks.
• It refers to the group of individuals carrying out those tasks.
• It is fundamental to every aspect of business operations.

Definition of Office

• An office is where information is processed, e.g., a credit office, a lawyer's office, or an office in a home.
• "Officer" refers to those working in those locations.
• The office functions as a place where interdependent systems of technology, procedures, and people work to manage information, which is a crucial organizational resource.

Definition of Management

• Management is the skill involved in combining the six M's (Manpower, Materials, Money, Methods, Machines, and Morale) to achieve organizational goals.
• Management refers to the group of individuals that make up the top management of the organization.
• Management entails directing people of diverse backgrounds and coordinating the use of economic resources.

The Role of the Office

• Administrative office management plays a crucial role in creating, processing, storing, and retrieving information for the organization.
• This information focused approach makes administrative office management essential for organizational success.
• Knowledge management involves managing the organization's intellectual capital, human resources, and strategic relationships.
• The efficiency of information management is impacted by administrative office management functions, including office environment, office employees, office systems, and various office functions.

Administrative Office Management Functions

• This management area aims to ensure relevant organizational activities are designed to minimize individual and unit productivity.
• It aims to provide effective management of the organization's information.
• It strives to maintain reasonable quantity and quality standards for work.
• It seeks to develop effective work processes and procedures.
• It works to provide a pleasurable physical and mental working environment for all employees.
• It helps define duties and responsibilities of employees assigned within the administrative office management functional area.

Objective of Administrative Office Management

• The goal is to develop satisfactory lines of communication between employees within the administrative office management functional area and employees in other areas within the organization.
• This management area works to help employees maintain a high level of work effectiveness.
• It aims to enhance the effective supervision of office personnel.
• It seeks to ensure the efficient and proper use of specialized office equipment.
• It works to determine the most effective ways to implement desired changes.
• The objective includes determining the unit's budget, personnel requirements, space and equipment needs, and the design of new operational systems.

Job Responsibilities or Activities of Office Managers

• Office managers work to organize resources to achieve goals and objectives.
• They determine the most effective way for employees to perform specific tasks.
• They design efficient work methods and procedures.
• They aim to maximize the utilization of the organization's office equipment.
• They develop effective methods and techniques for implementing changes.
• They develop techniques for maximizing organizational and individual productivity.
• They create effective procedures for evaluating equipment being considered for acquisition.

Leading (Staffing and Directing)

• Office managers are responsible for implementing efficient employee selection procedures, including placement and orientation.
• They should provide sufficient growth opportunities and experiences for employees.
• They provide appropriate training experiences.
• They assure effective appraisal of employee performance.
• They ensure realistic descriptions of employee jobs.
• They use effective techniques to supervise and motivate employees.
• They design effective lines of communication within the unit.
• They ensure employee compliance with organizational policies and procedures.
• They guarantee that employee performance meets expectations.
• They help employees solve work-related problems.

Qualifications of an Administrative Office Manager

• AOMs require a thorough understanding of various business fundamentals, such as economics and management, to help achieve individual or organizational goals.
• They should have specialized knowledge in areas like records management, data processing, office layout, office equipment, and productivity improvement.
• They need a commitment to ethical behavior.
• They need to be able to delegate responsibility.

Qualifications of an Administrative Office Manager (Continued)

• They need to possess leadership qualities to inspire and motivate employees to perform at their best.
• They need interpersonal behavior and human relations skills.
• They require a commitment to ethical behavior.
• They have to be skilled at delegation.
• They should be able to make effective decisions.
• They need to have effective communication skills.
• They should accept the viewpoints of others.
• They need to be able to exercise good judgment.
• They need the initiative and desire to continue learning and developing professionally.

Professionalism, Education and Background

• Administrative Office Managers can enhance their professionalism by participating in professional organizations and associations and earning degrees such as a Certified Administrative Manager (C.A.M.)
• A successful AOM needs a certain level of education and relevant work experience.
• Educational background sets the stage for solving problems.

Skills of the Administrative Office Manager (AOM)

Conceptual Skills

• This skill involves using existing knowledge to acquire new knowledge.
• It enables an AOM to view an entity as a whole and understand how a change in one part impacts other parts.
• These skills can be learned through experiences and education, but some can be intuitive, allowing an AOM to make the right decision based on instinct.

Human Skills

• These skills involve using knowledge and understanding of people in their interactions.
• This includes the AOM's ability to communicate, coach, lead, resolve conflicts, achieve consensus, and motivate workers.
• Understanding human skills helps AOMs identify, understand, and solve human problems.
• These skills can be developed through on-the-job training or courses designed to improve supervisory abilities.

Technical Skills

• These skills are work-related and showcase the AOM's ability to use technology tools, techniques, and procedures specific to a field.
• This skill involves understanding specific functions and using tools and techniques associated with those functions.
• Technical skills can be acquired through various training techniques.
• These AOMs require conceptual, human, and technical skills, alongside skills in teaching, coaching, counseling, and communication.
• These skills are often developed through supervisory training experiences.

This quiz explores the foundational concepts of Administrative Office Management, including the definitions of office and management. Understand the roles of individuals and systems within business operations, and how effective management utilizes resources to achieve goals.