Learning Module In Administrative And Office Management PDF

DON MARIANO MARCOS MEMORIAL STATE UNIVERSITY MID LA UNION CAMPUS COLLEGE OF MANAGEMENT LEARNING MODULE IN ADMINISTRATIVE AND OFFICE MANAGEMENT HuRM 101...

DON MARIANO MARCOS MEMORIAL STATE UNIVERSITY MID LA UNION CAMPUS COLLEGE OF MANAGEMENT LEARNING MODULE IN ADMINISTRATIVE AND OFFICE MANAGEMENT HuRM 101 Business Administration ELEC104 FUNDAMENTALS OF BUSINESS ANALYTICS Lesson 1  Office Organization Office organization is a process of defining and grouping of office activities into main heads of functions, select suitable personnel, assign jobs to them and delegate authority to them for performing the jobs, coordinate the activities of different individuals and provide necessary facilities like forms, stationery, equipment, machines and suitable working environment to enable the persons to perform their work efficiently. Objectives and Purpose of Office Organization  Division of Work or Specialization The activities of the office should be divided according to functions and assigned to persons according to their specialization.  Principle of Efficiency The office activities are assigned to an employee on the basis of talent or skill or efficiency what he possess. An effective and economical way of attaining the objectives are possible through applying principle of efficiency.  Unity of Command Each subordinate or an employee should know who is his/her superior, to whom he/ she is answerable and whose orders he/she has to obey for smooth functioning of an office. More than one superior to an employee or subordinate creates confusion and disorder in the office organization.  Principle of Definiteness Each job in the business organization should be well defined. If so, the specified job can be easily distributed or assigned to an employee. Besides, every employee must definitely know of his/her position in the business organization and purpose thereof.  Scalar Principle This principle is also known as Chain of Authority or Chain of Command. There should be a clear cut and well defined line of authority in the office organization. If so, everybody knows to whom he/she is responsible and to whom he / she is not answerable.  Principle of Span of Management This principle is also known as span of supervision. There is a limit to supervise the number of subordinate effectively by an executive i.e. span of supervision. This principle is taken into consideration while allocating activities to departments, divisions, sections etc.  Principle of Authority An authority is a tool by which an executive do the work in order to achieve the desired objectives in an office. Hence, the authority of each position in an office should be clearly defined. 1 HuRM 101 ADMINISTRATIVE AND OFFICE MANAGEMENT  Delegation of Authority A subordinate gets his/her authority from his/her immediate, superior in the same line of hierarchy. Therefore, authority always flows downward.  Responsibility A superior is held responsible for whatever the acts of his/her subordinates. It means that a superior should not be allowed to avoid responsibility by delegating authority to his/her subordinates. Authority can be delegated but the responsibility cannot be delegated at any cost by the superior.  Principle of Authority Level for Decision-Making Decisions are taken according to the level of authority vested with the employees in an office. It should be noted that decision making process starts from bottom to upwards. If a decision is not taken or fails to take a decision at lower level, high level authority personnel is going to take a decision. At the same time, if high level authority personnel is not taken a decision or fails to take a decision, a lower level authority personnel is not able to take a decision.  Simplicity The level of authority should be minimum in number. If so, organization structure is simple in nature. A simple organization structure is highly responsible for effective performance of work instead of creating problems and confusion for effective communication and coordination.  Coordination Coordination is essential to bring unity of action in an office organization. The organization structure should establish relationship among the employees to secure coordination.  Flexible The organization structure should be flexible in nature. If so, it is adoptable at any time according to the changing circumstances and permit expansion.  Principle of Parity of Authority and Responsibility Authority is delegated according to the nature of work. At the same time, responsibility is fixed according to the level of authority vested with the employee who is going to perform the work. It means that an employee must have sufficient authority to discharge the responsibility entrusted to him/her.  Balance The identified activities are grouped on anyone of the basis. Now, the grouping of activities has the equal weightage in all the departments. It means that no department or division or section has more activities than any other department or division or section. There should be a balance among all the departments while grouping of activities.  Continuity An organization structure should be designed in such a way that ensures the existence of a business organization in the long run and must permit the growth and expansion of an office organization in the days to come.  Personal Ability A selected office staff must be trained to get talent according to the nature and volume of work assigned to him/her. If so, an office organization is in a position to achieve the specified objectives without any delay. 2 HuRM 101 ADMINISTRATIVE AND OFFICE MANAGEMENT  Principle of Leadership Facilitation An organization structure should be designed for the growth of leadership position in the different levels of management. Characteristics of Office Organization The characteristics of an office organization are listed below: 1. Fixing of responsibility on each office employee. 2. Assigning of work on the basis of competency of an office employee. 3. Avoiding the delay in doing the office work. 4. Completion of work as per the predetermined system and procedure. 5. Proper and adequate delegation of authority for doing work. 6. Providing adequate supervision for each work. 7. Exercise proper control over the office employees. 8. Proper supply of necessary forms and stationery for doing the work. 9. Effective utilization of available equipment and machines in an office. 10. Creating suitable working environment. Steps Involved in Office Organization 1. The first step is that an identification of office activities which are to be performed in order to achieve main objectives of the business organization. 2. Such identified activities are classified for facilitate the grouping of activities. 3. Then, all the identified activities are grouped on any one of the basis. The selection of basis is based on the nature of business organization. If the activities are grouped on functional basis, the departments or divisions are created on functional basis. For example, Production, Sales, Finance, Accounts, Personnel and the like. 4. The grouped activities are assigned to an individual or a group. Generally, production activities are assigned to production manager and production department. In this way, other grouped activities are assigned to each individual and a department. The responsibility is fixed at each level of all the departments. 5. Whenever, responsibility is fixed, there is a need of authority to perform the work. Hence, adequate authority is delegated to every manager for their respective department. 6. A proper organization structure is created in order to facilitate effective coordination of grouped activities both horizontally and vertically. Moreover, structural relationship is also clearly defined. 3 HuRM 101 ADMINISTRATIVE AND OFFICE MANAGEMENT