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BME_1101 : ADMINISTRATIVE MANAGEMENT AND AUTOMATION PRELIMS Reviewer MODULE 1: Office Management and Modern EFFICIENT = performing a work or task using obedience, application, energy, and Office and its Functions less money or resources....

BME_1101 : ADMINISTRATIVE MANAGEMENT AND AUTOMATION PRELIMS Reviewer MODULE 1: Office Management and Modern EFFICIENT = performing a work or task using obedience, application, energy, and Office and its Functions less money or resources. outward marks of respect. How do we become a manager who is able to Unity of Command. Each employee MANAGEMENT = is a process of designing direct people in the most effective and efficient should have one superior only. and maintaining an internal environment in way? Unity of Direction. Each group of which people are working together as a group, Using the 5 FUNCTIONS OF activities having the same objectives effectively and efficiently, towards the MANAGEMENT (POSDC). must have one head and one plan. attainment of an organizational goal or group Subordination of Individual Interest objective. PRINCIPLES OF MANAGEMENT to Group Interest. The interest of (DADUUS) groups should supersede (replace) PROCESS = task/something to do/human A principle may be defined as a those of the individuals. When they are activity fundamental statement or general truth found to differ, it is the function of INTERNAL ENVIRONMENT = workplace, firm, providing a guide to thought or action. The management to reconcile them. business, company principles of management are guidelines and ground rules for the efficient management of MEANING OF MODERN OFFICE How do we design and maintain an internal any undertaking. The following are the In simpler terms, we can say that the environment? principles of management outlined by Henri office is a place where business is carried on. Using the 5 FUNCTIONS OF Fayol. In common parlance, an office is understood to MANAGEMENT (POSDC). Division of work. Principles of be a place where clerical work is performed specialization are necessary to and where all kinds of paper work (like letters, How do we organize people? increase the efficiency in the utilization correspondence, files, records, etc.) are dealt AS A GROUP, not in groups (as one, of labor. The works should be assigned with. It is a “central place where all sorts of teamwork, coordination, unity, harmony). In according to the specialization of the clerical work is done to coordinate and control short, working together as a system. employees, as this would prevent the affairs of the whole organization.” A few SYSTEM = is a unit composed of several overlapping. definitions may be noted: parts, but functions for one specific purpose or Authority and Responsibility. “The office is the administrative center of a objective. Responsibility is the corollary (natural business. The purpose of an office has - If you miss even one component, it will consequence) of authority and arises been defined as the providing of a service mess up the performance of the whole from it. Authority is a combination of of communication and record.” – Mills and team. official and personal. Authority can be Standingford delegated, but not accountability, “An office is a place where business is Management’s two (2) important likewise the responsibility. transacted or professional services are characteristics: effective and efficient. Discipline. Respect for agreements, available.” – Random Hours of Dictionary EFFECTIVE = performing a work or task using which are directed at achieving less time and effort. MANAGEMENT FUNCTIONS BME_1101 : ADMINISTRATIVE MANAGEMENT AND AUTOMATION PRELIMS Reviewer In business, administration consists of regarding the future in visualization and selection, recruitment, training, development, the performance or management of business formulation of proposed activities believed promotion, and remuneration of employees. operations and thus, the making or necessary to achieve desired results. Staffing means filling job positions with implementing of major decisions. Planning is deciding in advance what to the right people at the right time. Administration can be defined as the do, how to do it, when to do it, and who should It involves determining staffing needs, universal process of organizing people and do it. It maps the path from where the writing job descriptions, recruiting, and resources efficiently so as to direct activities organization is, to where it wants to be. screening people to fill the positions. toward common goals and objectives. The planning function involves Administrators engage in a common set of establishing goals and arranging them in 4. Directing. (LCSM) The process of direction functions to meet the organization’s goals. logical order. Administrators engage in both refers to the way an executive issues short-range and long-range planning. instructions to his subordinate. It includes: (a) 5 FUNCTIONS OF OFFICE MANAGEMENT Leadership: the quality of leadership is the (POSDC) 2. Organizing. According to Oliver Sheldon, ability to influence people to strive willingly for Since office management is similar to “organization is the process of combining the realization of mutual objectives; (b) general or administrative management, it the works done by an individual or a group, Communication: it is the process of passing performs the same functions as performed by to perform with facilities necessary to form information from one person to another. It the management. The functions of office its execution, that the duties so performed involves a systematic and continuous process management are: provides the best channel for the efficient, of telling, listening, and understanding; (c) systematic, positive, and coordinated Supervision: supervision attempts to bring application of the available efforts.” about conformity between planned and actual 1. Planning Designing of an 2. Organizing internal environment Organizing involves identifying results; (d) Motivating: motivating is a process 3. Staffing responsibilities to be performed, grouping of stimulating an individual to take action, responsibilities into departments or divisions, which will bring about the satisfaction of a need 4. Directing Maintaining of an and specifying organizational relationships. and the accomplishment of a desired goal. 5. Controlling internal environment The purpose is to achieve coordinated Motivation moves a person to action. It is efforts among all the elements in the achieved by: 1. Planning. Planning is concerned with organization (coordinating). a. the use of power or force dealing in advance what is to be done. Organizing must take into account b. providing inducements and According to Terry, “planning is the first delegation of authority and responsibility and incentives to employees fundamental function of management. It span of control within supervisory units. c. by satisfying the needs of the provides, prior to activity, guides and employees courses for action required by managers in 3. Staffing. Staffing in an organization refers to Directing is leading people in a manner order to achieve goals.” the selection of men for various jobs. It refers that achieves the goals of the organization. Planning is the selecting and relating of to choosing and preparing men for the This involves proper allocation of resources facts and making use of the assumptions, and providing an effective support system. BME_1101 : ADMINISTRATIVE MANAGEMENT AND AUTOMATION PRELIMS Reviewer Directing requires exceptional an enterprise and making, and preserving 1. Basic functions or routine functions interpersonal skills and the ability to motivate records for further usage, so from this, we can 2. Administrative management functions people. call office work as clerical work. And office One of the crucial issues in directing is work not only deals with records, it also Basic Functions or Routine Functions. to find the correct balance between emphasis includes communication, mechanical data (RRAC) on staff needs and emphasis on economic processing, planning, and scheduling, etc. (A) Receive and collect information about production. According to Leffingwell and the activities of the organization the source Robinson, “office work is concerned with may be: (a) Internal sources, like different 5. Controlling. It means monitoring, balancing, records and statistics, with communication, departments, sections, etc; (b) External and keeping the team together, by ensuring a with computing, with planning, and with sources, like government departments, suitable allocation of tasks to various scheduling. Every office task comes within financial institutions, universities, general members, and by seeing to it that these tasks the scope of one or the other of these public, etc. are performed with an opinion of the members activities.” (B) Recorded of collected information. In a themselves. suitable form, this recorded information is Controlling is a function that evaluates OFFICE ACTIVITIES needed for preparing future policies and taking quality in all areas and detects potential or Each office has a personality of its own. decisions. actual deviations (doing different jobs) from the This personality is a reflection of the purpose (C) Arranging or proccesing of information. organization’s plans. for which an office exists. In organizing a new All the information received cannot be used in This ensures high-quality performance office, the office manager must first determine the same form. The office has to convert it in and satisfactory results while maintaining an the prime reason for the existence of that office the form of notes, reports, diagrams, graphs, orderly and problem-free environment. and then add the necessary ingredients to etc., and showing different aspects of Controlling includes information bring about an efficient operation entity that business. management, measurement of performance, achieves pre-determined results. (D) Communication of recorded and and institution of corrective actions. Although offices differ from one another arranged information promptly. The office in prime responsibility, many activities are has to supply the information to different A management assistant must know commonly carried out by all the offices. Some departments and outside bodies who are and practice all these functions in order to of these are: (i) processing incoming mail; (ii) related in some way or the other. Example, obtain the best results at work. They all work processing outgoing mail; (iii) dictation; (iv) planning is to be done for which future together and anyone is better than the others, transcription; (v) typing; (vi) printing; 66(vii) information and projections are to be made on each one needs from others to complete its copying; (viii) filing; (ix) records retrieval; (x) the bias of part information which has to be duties. records disposal; and (xi) communication. supplied by the office in the most suitable form. OFFICE WORK OFFICE FUNCTIONS Administrative Management Functions. According to the old concept, office The functions of a modern office may Apart from the basic functions of an work is mostly concerned with the records of be classified into two (2) categories: office, there are certain administrative BME_1101 : ADMINISTRATIVE MANAGEMENT AND AUTOMATION PRELIMS Reviewer management functions, which have to be assets, like buildings, plants, performed for a smooth functioning of the machinery, and office equipment, office. These functions are outlined below: movable assets, like furniture and office (i) Management Functions machinery, or the cash, title deeds, (POSDCCCM): For efficient functioning of an records and documents, etc. office, the management function includes: IV. Controlling Office Costs. With the (a) Planning. adoption of scientific methods for office (b) Organizing. management, a modern office is further (c) Staffing. supposed to discharge the function of (d) Directing. controlling office costs. This may be (e) Communicating. done by: (f) Controlling. A. Mechanization of the office. (g) Co-coordinating. B. Adopting time and labor saving (h) Motivating. devices in the office. C. Using better forms. Office work has to be properly planned, D. Analyzing the existing office and then organized and executed according to routines and adopting improved the plan (PRSC). ones. I. Public Relations Functions. An office not only maintains relations with the other departments, it also needs to maintain good relations with the outside world, the public. Maintaining good relations with the company increases the reputation and good will of the company. II. Retention of the Records. Office records include correspondence, letters, invoices, orders, financial and cost records, minutes, etc. These records have to be retained for future reference. III. Safeguarding Assets. It is the function of the office to safeguard the assets of the organization, which may be fixed