Chapter 1 Administrative & Office Management PDF

Chapter 1 HRM01 Administrative and office management 1  Overview The Administrative Office Management involves a very comprehensive office procedure which provides essential knowledge and skills needed in a variety of career in the business wo...

Chapter 1 HRM01 Administrative and office management 1  Overview The Administrative Office Management involves a very comprehensive office procedure which provides essential knowledge and skills needed in a variety of career in the business world. Today, the tasks required of office workers are far more diverse and complex than in the past. Workers in administrative office management need more than just excellent phone, typing and people skills to work in modern offices. Rather, they also need the technical, organizational and critical-thinking skills that they can use in the workplace. This handout deals with the different functions of management and all the information related activities to attain the objectives of the organization. May this inspire you to learn and desire to work in the field you dream of someday. 2  Objective: After reading this, you are expected to learn the ff  Explain the importance of teamwork in the workplace Discuss the advantages and disadvantages of workplace flexibility Explain what is administrative office management : Identify a career in administrative office management Discuss the responsibilities of AOM 3 What is Administrative Management? The process of managing information through people 4 What is Office Management? Is the technique of planning, organizing, coordinating & controlling office activities with a view to achieve business objectives & is concerned with efficient and effective performance of the office work. 5 Elements of Office management means People environment purpose 6  What is Teamwork Is the collaborative effort of a group to achieve a common goal or to complete a task in an effective and efficient way. 7 Why is Teamwork important in the workplace? 8  Main skills needed in business Teamwork Flexibility > Is about an employee and an employer > A crucial part in business, making changes to when, where and how as it is often necessary for a person will work to better meet colleagues to work well individual and business needs. together, trying their best > It allows employers and employee to in any circumstances. make arrangements about working conditions that suit them. This help employees maintain work/life balance and can help employers improve the productivity and efficiency of their business. 9  Main skills needed in business Communication > Necessary to make contacts, to explain things > To exchange ideas > To convey information > To give instruction > To remove misunderstandings. 10 To make teamwork happens, these powerful actions must occur:  Trust  Competence  Commitment  Consistency  cohesion 11 Types of Flexibility 1. Formal flexibility- refers to policies that are officially approved by human resources, policies as well as any official policies that give supervisors discretion to provide flexibility. 2. Informal flexibility- refers to policies that are not official and not written down, but are still available to some employees, even on a discretionary basis 12 Advantages of Flexibility Disadvantages of Flexibility, as managers > It reduces may fear of the following: absenteeism, > If I let one person have a flexible schedule, overtime, sick leave everyone will want one. and tardiness > Someone not working on a traditional > It reduces stress schedule is not as productive > It improves > You cannot have an effective team if performance, quality, employees are not working in the same place productivity and job at the same time. satisfaction > If I allow flexible work hours for one > Increases commitment employee, it won’t be fair to the others and job engagement > Curbs turnover. 13 What is Administrative office management 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 14 The most significant thrust in aom 1. Information Management (Im)- it entails organizing, retrieving, acquiring and maintaining information closely related to data management 2. Knowledge Management (KM)- involves managing the organization’s intellectual capital, human resources and strategic relationships. Components of KM are: PEOPLE, PROCESS, TECHNOLOGY AND STRUCTURE 15 Objectives of aom > Ensure that relevant organizational activities are designed to minimize individual and unit productivity > Provide effective management of the organization’s information > Maintain reasonable quantity and quality standards > Develop effective work process and procedures > Provide a satisfactory physical and mental working environment for the organization’s employees > Help the define duties and responsibilities of employees assigned within the AOM function area > Develop satisfactory lines of comm. among the employees within the AOM function area and bet. these employees in other areas w/in the org. > Help employees maintain a high level of work effectiveness > Enhance the effectiveness of supervision of office personnel > Ensure the efficient and proper use of specialized office equipment 16 Functions of AOM THE OFFICE MANAGER IS RESPONSIBLE FOR MONITORING AND REVIEWING SYSTEMS, USUALLY FOCUSING ON SPECIFIC OUTCOMES SUCH AS IMPROVED TIMESCALES, TURNOVER, OUTPUT, SALES, ETC. THEY MAY SUPERVISE OR MANAGE A TEAM OF ADMINISTRATORS, ALLOCATING ROLES, RECRUITING AND TRAINING AND ISSUING ASSIGNMENTS AND PROJECTS 17 Personal competencies of AOM - PROBLEM SOLVING SKILLS - GOOD DECISION MAKING ABILITIES - INTEGRITY - RESOURCEFULLNESS - CREATIVITY - ASSERTIVENESS - FLEXIBILITY - ABILITY TO COPE WITH PRESSURE 18 19 20 Qualification of AOM  Thorough understanding of various business management fundamentals  Leadership  Educational requirements  Traits such as: integrity, intelligent, energy  Able to write the formal reports on finance and planning  Assertiveness  Flexibility  Accuracy  Ability to cope with pressure 21 Strategies for effective administrative management o Budget control and cost management o Change control and management o Delegation o Goal setting o Leadership development o Performance management o Problem management o Setting standards o Team building o transparency 22  Benefits of implementing strong administrative management strategies  Healthy financial situation  Maximum productivity  Facilitating achievement of goals  Maximum employee and customer satisfaction  Data-based decisions 23 effective administrative management Plan strategically Focus on all processes Evaluate company performance Prioritize communication 24  Thanks! 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