AOM Midterm Revise PDF

MODULE 1 ======== Lesson 1 Teamwork ----------------- -is the collaborative effort of a group to achieve a common goal or to complete a task in the most effective and efficient way. To make teamwork happens powerful actions must occur: 1. **Trust is important**. It is essential to an effective...

MODULE 1 ======== Lesson 1 Teamwork ----------------- -is the collaborative effort of a group to achieve a common goal or to complete a task in the most effective and efficient way. To make teamwork happens powerful actions must occur: 1. **Trust is important**. It is essential to an effective team, because it provides a sense of safety. When your team members feel safe with each other, they feel comfortable to open up, take appropriate risks, and expose vulnerabilities. 2. **Competence is necessary**. The ability to work with others toward a shared goal, participating actively, sharing responsibility and rewards, and contributing to the capability of the team. 3. **Consistency is a key component**. It keeps the flow of teamwork and reduces the need for other players to add to their workload if everyone stays consistent. Consistency builds great confidence in a team. 4. **Cohesion**. It is the ability to hold together no matter how difficult the circumstances get. Maxwell describes it as ― a pride in the ability of your group to function at a higher level than possible for the individual. Lesson 2 Flexibility -------------------- **-** is about an employee and the employer making changes to when, where and how a person will work to better meet individual and business needs. -enables both individual and business needs to be met through making changes to the time (when), location (where) and manner (how) in which an employee works. Types of Flexibility -------------------- 1. **Formal Flexibility**- the policies are ―officially approved by human resources policies as well as any official policies that give supervisor\'s discretion to provide flexibility. 2.. **Informal Flexibility**- refers to the policies that are not official and not written down, but are still available to some employees, even on a discretionary basis. Flexibility can take many forms: 1. Staggered Hours - end work in different time out 2. 4 Hours of Flexibility - allow employee to come anytime 3. Flexible Daily Schedule - come anytime just complete 8 hours work 4. Compressed Work Week - 4 days work office 5. Work from Anywhere - Work from home 6. Telecommunicating - online or physical office 7. Seasonal Work - less work hours Lesson 3 Office --------------- - Refer to the place where information is processed, such as a credit office, a lawyer's office or an office in the home. Management ---------- -Is the art or skill used by those who blend together the six M's - Manpower, - Materials - Money - Methods - Machines - Morale -- in order to set and achieve the goals of the organization. Administrative Office Management -------------------------------- -It is a profession involving the design, implementation, evaluation, and maintenance of the process of work within an office or organization, in order to maintain and improve efficiency and productivity. MODULE 2 ======== Lesson 2 Ethics --------------- - are the guidelines or accepted beliefs about what is right or wrong, good or bad. Ethical Theory in the Workplace: -------------------------------- 1. **Utilitarianism** - In this raw form might seem to uphold everyone's best interest, but in reality it benefits a greater number of workers while compelling the rest to adapt to majority rule. 2. **Deontology**- The intrinsic value of goodwill-behavior that is not dependent upon an outcome to justify its occurrence. 3. **Egoism**- This gives people permission to consider only what benefits their personal needs. This theory can create a hotbed of contempt in the workplace due to its lack of social responsibility-being aware of the impact your actions have upon the workplace as a whole. Ethical Work Practices ---------------------- 1. **Compliance level**- In this level, ethical work practices help the company to stay within the law. Working against compliance laws can cost you your job, and can cost your company money if fines are incurred. 2. **Stakeholder level**- ethical work practices extend to customers, vendors, stockholders and the communities in which the company operates. What the stakeholders see, the public sees- and companies seen by the general public as being unethical can lose customer and market share. 3. **Employee level**- In this ethical work practices build a positive environment founded on trust. Distrust in the workplace causes stress. You work better when you can trust that your colleagues will work with you ethically. Five Common Personal Values --------------------------- 1. **Honesty-** Be honest. Don't deceive, cheat, or steal. Consider how you feel when someone lies to you. Being honest not only means telling the truth, but also giving the relevant information. 2. **Fairness-** Being fair means acting without prejudice or favoritism. Be fair in your dealings with coworkers, customers, and supervisors. Listen to others. Don't blame others, and do not take advantage of others. 3. **Respect**- Respect others. Respect cultural differences and diversity in the workplace. Try to understand differences in opinions and find common ground and consensus in decision making. Respect also means listening with an open mind to the opinions of others. 4. **Responsibility**- Take responsibility and be accountable for your duties and actions. Always try to do your best. Use your manners. When you make a mistake, own up to it and correct it. 4\. **Compassion**- Be kind and considerate toward others. Use your manners. Show understanding and caring for your co-workers. Try to put yourself in another person's situation to understand how that person might act and feel. Avoid hurting others feelings. Lesson 3 Anger -------------- **-** is the negative feeling / strong emotion that you feel when you think that someone has behaved in an unfair, cruel, or unacceptable way. Stress ------ -defined as the degree to which you feel overwhelmed or unable to cope as a result of pressures that are unmanageable. 1. **Demands**- including such issues as workload, work patterns and work environment. 2. **Control**- how much say the person has in the way they do their work. 3. **Support**- includes the encouragement, sponsorship and resources provided by the organization, line management and colleagues. 4. **Relationships**- includes promoting positive working to avoid conflict and dealing with unacceptable behavior. 5. **Role**- whether people understand their role within the organization and whether the organization ensures that the person does not have conflicting roles. 6. **Change**- how organizational change is managed and communicated within the organization. Stress Management in the workplace ---------------------------------- \- is a useful skill that many don't take advantage of. Many of us and leaders alike, get caught up in day to day tasks. Time Management --------------- -refers to managing time effectively so that the right time is allocated to the right activity. Time Management includes: ------------------------- 1. Effective planning 2. Setting Goals and Objectives 3. Setting Deadlines 4. Delegation of responsibilities 5. Prioritizing Tasks 6. Spending the right time on right activity 1. **Organized**- Avoid keeping stacks on file and heaps of paper at your workstation. 2. **Don't misuse time**- Do not kill time by loitering and heaps or gossiping around. Concentrate on your work and finish assignments on time. 3. **Be focused**- One needs to be focused for effective time management. Lesson 4 Team ------------- \- are a group of employees who work together towards a common goal\--simply put, people who work together to get a job done. Steps to help you launch a successful work team: ------------------------------------------------ 1. Choose your leader 2. Find the right team size 3. Pick your team members 4. Set Roles 5. Determine how the team will fit within the organization 6. Establish a collaborative environment MODULE 3 ======== Lesson 1 Communication ---------------------- **-** vital tool of management and is simply the act of transferring information from one place to another. The different categories of communication are: ---------------------------------------------- 1. **Spoken or verbal communication-** is the use of sounds and words to express yourself, especially in contrast to using gestures or mannerisms. 2. **Non-verbal communication-** body language, gestures, how we dress or act-even our scent. 3. **Written communication**- letters, e-mails, books, magazines, internet, or via other media. It is the most common form of business communication. 4. **Visualization**- graphs and charts, maps, logos and other visualization can communicate messages. Types of Office Communication ----------------------------- 1. **Internal Communication --**takes place among the people working inside the office. It also means communication between employer and employees or among the members of an association or between a company and its shareholders. 2. **External Communication**- communication is with the outsiders, like the customers, the suppliers, the debtors, the creditors and the other organization. 1. **Face to face Conversation**- This is the most natural way of transmitting the message. Face to face communication is more successful because the communicator can make the listener understand his message not only by the spoken words but also by the gestures he makes. Good Workplace Communication Skills ----------------------------------- 1. Courteousness 2. Precision 3. Language 4. Low Speaking Volumes 5. Clarity 6. Listen to Others 7. Posture and Body Language MODULE 4 ======== \- is an approach or solution to deal with a number of problems---among them are work- related musculoskeletal disorders. -is the study of the relationship between people and their environment. Office Environment and Health ----------------------------- a. Temperature b. Humidity c. Ventilation d. Contaminated air e. Smoking f. Ozone and photocopiers g. Lighting h. Color Lesson 1 -------- SOURCES OF POTENTIAL OFFICE EMPLOYEES: 1. **Internal Sources** - It is better to promote an employee who meets the requirements of the position than hiring from the outside. a. **Employee referral.** When this is used, employees recommend individuals for open positions within the organization. b. **Employee Promotion.** Morale is likely to increase and turnover decrease when employees can be promoted. c. **Databanks.** The information regarding employees ‗job qualifications is stored in a computerized databank. 2. **External Sources** - The advantage of external sources is that there will be big potential applicant pool with new ideas to join in the organization. 3. **Unsolicited Application** - This is used to apply for a position without knowing whether an opening actually exists. d. **Advertising.** As a recruiting source, advertising includes classified newspaper advertisements, magazines and journals. Radio and television notices, electronic bulletin boards found on the internet. e. **Education Institution Placement Services.** Provide important services to both the employer and the job seeker. f. **Public Employment Agencies and Private Employment Agencies.** These agencies help employers design testing programs, job analysis and evaluation. g. **Web-based Employment Services.** Using the web, the job seekers register with the employment services and electronically submit resume type information. 4. **Outsourcing.** Organization turns over certain of its function to any outside agency that has the specialization of recruiting, selecting and hiring employees. 5. **Hiring people with disabilities.** Employers cannot discriminate against an individual with disability as long as a person is otherwise qualified for the job. INTERVIEW AND RESUME PREFERENCES: ================================= **Scanning Resources.** Almost all the recruiters interviewed resort to ―eye scanning‖ a resume, skimming it to find the key words related to the position and power words that indicate the applicant is capable and hard work words like ―adaptable, innovative, problem solving‖ and skills like ― oral communication, ability to delegate‖. **The Interview.** Employers now often try to reduce the list of candidates further by conducting telephone interviews. They note the applicant's ability to discuss education, job history, and current interests on the telephone. Lesson 4 Job analysis --------------------- \- is a step-by-step specification of employment positions requirements, functions, and procedures. Three categories of job analysis -------------------------------- 1. **Job content.** Refers to workers\' job activities or what workers actually do on the job. 2. **Job context**. Refers to the conditions under which the work is performed and the demands such impose on the worker. 3. **Worker requirements**. Refers to the worker qualification needed to perform the job successfully. a. **Knowledge**. The body of information one needs to perform the job. b. **Skill**. The capability to perform a learned motor task, such as forklift operating skills and work-processing skills. c. **Ability**. The capability needed to perform a non- motor tasks such as communication abilities, mathematical abilities and reasoning or problem solving abilities. d. **Personal characteristics**. An individual trait (e.g tact, assertiveness, can for others, objectivity, work ethic) or this willingness or ability to adapt to the circumstances in the environment (e.g. ability to withstand boredom, willingness to work overtime, willingness to treat others cordially). e. **Credentials**. Proof or documents that an individual possesses certain competencies (diplomas,license). Job evaluation -------------- \- is the process of systematically determining a relative internal value of a job in an organization. Four major methods of job evaluation: ------------------------------------- 1. **Job ranking**. The simplest and easiest job evaluation method; jobs and the employees who perform those jobs are ranked from highest to lowest depending on their quality and value to the organization. 2. **Job classification**. Uses job classes or job groups to provide customization in the evaluation. It also uses scales to measure performance rather than comparing and ranking employees. 3. **Factor comparison.** It Is more scientific and complex than any other method. Each job is ranked according to a specific set of factors such as physical effort, mental effort, or responsibility, all of which have predetermined weights indicating their importance to success. Lesson 5 Compensation --------------------- - is a tool used by management for a variety of purposes to further the existence of the company. Incentives ---------- - can be classified according to the different ways in which they motivate agents to take particular course of actions. TYPES OF INCENTIVE: =================== 1. **Remunerative incentives or financial incentives -** are said to exists where an agent can expect some form of material reward especially money in exchange for acting in a particular way. 2. **Moral incentives -** Are said to exist where a particular choice is widely regarded as right thing to do or as particularly admirable, or where the failure to act in a certain way is condemned as indecent. 3. **Coercive incentives -** are said to exist where a person can expect that failure to act in a particular way will result in physical force being used against them by others in the community. Fringe Benefits --------------- - Various non-wage compensation provided to employees in addition to their normal wages or salaries. Where an employee exchanges(cash) wage for some other form of benefits. MODULE 6 ======== Lesson 1 Workplace team ----------------------- - means a group of employees who are working together on either a temporary or a permanent basis to achieve a common adjective. THE TYPES OF WORKPLACE TEAMS ============================ **Project team.** A group of people brought together to accomplish a particular project. **Self-directed work team**. A team that determines how it will get a job done and has the authority, and often the budget to carry out decisions. MODULE 7 ======== Record management (RM) ---------------------- - is also known as **records and information management**or RIM, is the professional practice of managing the records of an organization throughout their life cycle, from the time they are created to their eventual disposal. Governance, risk and compliance or (GRC) ---------------------------------------- - primarily concerned with managing the evidence of an organization\'s activities as well as the reduction of mitigation of risk associated with it. Record ------ - is something that represent proof of existence and that can be used to recreate proves state of existence, regardless of medium or characteristics. BASIC FILING TERMS ================== **Unit.** Each part of a name is a unit. Names are alphabetized unit by unit. **Indexing**. Indexing is determining the order and format of the units in a name. **Alphabetizing.** When you arrange names in alphabetical order. **Case.** Letter is written as a capital letter called uppercase or written as a small letter called lower.