Second Meeting AOPRM PDF

SECOND MEETING Subject/Course AOPRM Task Type Discussion Status Done Due Date @September 30, 2024 Year & Sem 1Y1S KEY AREAS TYPICALLY COVERED IN ADMINISTRATIVE...

SECOND MEETING Subject/Course AOPRM Task Type Discussion Status Done Due Date @September 30, 2024 Year & Sem 1Y1S KEY AREAS TYPICALLY COVERED IN ADMINISTRATIVE OFFICE PROCEDURES Communication Internal and External: email, phones, fax, written correspondents, etc. Recordkeeping Setting appointments and meetings, report submission, calendar management Time Management Following deadlines Human Resources Hiring, onboarding, performance eval Finance Budget Facilities Management SECOND MEETING 1  procedures for maintaining office environment security IMPORTANCE OF EFFECTIVE ADMINISTRATIVE OFFICE PROCEDURES EFFICIENCY: WELL-DEFINED PROCEDURES STREAMLINE WORKFLOWS AND REDUCE WASTED TIME. CONSISTENCY: CONSISTENT PRACTICES ENSURE THAT TASKS ARE PERFORMED IN THE SAME MANNER, LEADING TO BETTER QUALITY AND FEWER ERRORS. ACCOUNTABILITY: CLEAR PROCEDURES ASSIGN RESPONSIBILITY FOR TASKS, MAKING IT EASIER TO TRACK PERFORMANCE AND IDENTIFY AREAS FOR IMPROVEMENT. COMPLIANCE: ADHERING TO ESTABLISHED PROCEDURES CAN HELP ORGANIZATIONS COMPLY WITH LEGAL AND REGULATORY REQUIREMENTS. ORGANIZATIONAL SUCCESS: EFFICIENT ADMINISTRATIVE OPERATIONS CONTRIBUTE TO THE OVERALL SUCCESS AND GROWTH OF AN ORGANIZATION. SECOND MEETING 2  CHAPTER 1: THE OFFICE IN THE CHANGING BUSINESS WORLD A. THE OFFICE TODAY An office is defined as a room or other area where an organization's personnel or employees perform administrative work in order to support and realize objects and goals of the organization. An office is a place in which the affairs of a business or an organization is carried out. Latin word “oficium” — moral duty WORKPLACE ERGONOMICS AND OFFICE LAYOUT Ergonomics the process of designing or arranging workplaces, products and systems so that they fit the people who use them. the science of fitting a workplace to the user's needs KEY ELEMENTS FOR AN ERGONOMIC OFFICE/WORKPLACE Lighting Lighting is one of the most essential elements for good office ergonomics. Having the proper lighting level for the type of task being performed increases your comfort and accuracy and reduces eye strain. Color The colors that surround you can have a lot to do with how you feel when inside the office environment. Floor Plans The overall layout of the office environment needs to be considered for ergonomic issues as much as for aesthetic and human resource issues. Acoustics SECOND MEETING 3  Acoustics is the interdisciplinary science that deals with the study of all mechanical waves in gases, liquids, and solids including topics such as vibration, sound, ultrasound and infrasound. Furniture Workplaces that do utilize ergonomic office furniture experience better employee morale, less loss of work time, and greater efficiency. Office Layout It is the arrangement of office equipment, machines and furniture and providing adequate space to office personnel for regular performance of work with efficiency. Office layout means the systematic arrangement of office equipment, machines and furniture and providing adequate space to office personnel for regular performance of work with efficiency. Definition of Office Layout According to Littlefield, "Office layout is the arrangement of equipment within the available floor space". OBJECTIVES OF OFFICE LAYOUT — The main objectives of office layout are as follows: Both power and telephone service is made available whenever necessary. Office supervision is made easier and convenient. Good working conditions should be provided to each employee The reception room should be very near to the main gate or entrance so that the visitors may feel easy and convenient. A sense of belonging and loyalty should be made in the minds of office employees. Employee's satisfaction should be the outcome of proper office layout. There should be a free flow of communication among employees. SECOND MEETING 4  All the sections can not work independently. Hence, the office layout ensues the interlinking of each sections according to their needs. There must be an adequate space between desks, tables and chairs for free movement of employees. Noise and disturbing operations should be segregated within the office. Some sections require privacy. The sections may be an interview section and inquiry section. Interview section is dealing with recruitment of staff and inquiry section is dealing with progress and performance of the existing staff. Frequent mutual consultation and interference between clerks should be avoided. The room of the manager should be arranged in such a manner that he can easily observe the activities of staff for exercising control on them. The external noise and disturbance should be avoided by fixing double glazed windows and doors. Staff doing confidential work should be provided adequate privacy. There must be sufficient, natural or artificial light. IMPORTANCE OF WORKPLACE ERGONOMICS Reducing the negative consequences on health: Poor ergonomic practices can lead to a range of injuries and illnesses, such as musculoskeletal disorders, carpal tunnel syndrome, and eye strain. Improving employee productivity Saving money: Workplace injuries and illnesses can be costly for employers due to medical expenses, lost productivity, and workers' compensation claims. B. TECHNOLOGY IN MODERN OFFICES ALTERNATIVE OFFICES SECOND MEETING 5  Telecommuting is the practice of working and communicating with others from a remote location using the internet or an intranet. Virtual Office. A company that operates as one unit and has a physical mailing address but does not exist in one specific location. Mobile Office. A mobile office is an office built within a truck, motorhome trailer or shipping container. Home Office or Work from Home. With our present situation, most of the organizations encourage work from home wherein workers can communicate easily with other using e-mail, the internet, an intranet, fax and a telephone. C. THE OFFICE IN RELATION TO THE TOTAL ORGANIZATION WAYS IN WHICH OFFICES ARE RELATED TO THE TOTAL ORGANIZATION 1. Information Hub Data Collection and Management Communication Center 2. Administrative Core Policy Implementation Record Keeping 3. Support Functions Human Resources Facilities Management 4. Strategic Planning Data Analysis Project Coordination 5. Customer Service SECOND MEETING 6  Customer Interaction Sales Support SECOND MEETING 7