Introduction To Administrative Office Management PDF

INTRODUCTION TO ADMINISTRATIVE resources, information and functions of a OFFICE MANAGEMENT business from shared data stored. Teamwork-Creating a work culture which The Most Significant Thrust In AOM values collaboration...

INTRODUCTION TO ADMINISTRATIVE resources, information and functions of a OFFICE MANAGEMENT business from shared data stored. Teamwork-Creating a work culture which The Most Significant Thrust In AOM values collaboration Information Management (IM)-It entails Consistency. It keeps the flow of teamwork organizing, retrieving. acquiring and and reduces the need for other players to maintaining information closely related to add to their work load. Cohesion It is the data management. ability to hold together no matte how Knowledge Management- involves difficult the circumstances get. Flexibility managing the organization's Intellectual employee and employer making changes to capital, human resource and strategic when, where, and how a person will work to relationships. better meet individual and business need. Office Manager- responsible for monitoring TYPES OF FLEXIBILITY: and reviewing systems, usually focusing on specific outcomes such as improved Formal Flexibility the policies are "officially timescales, turnover, output, sales. approved by human resources, policies as well as any official policies that give RESPONSIBILITIES OF AOM supervisors discretion to provide flexibility. Planning function. is all about planning and Informal Flexibility refer to policies that are development. Assessing the need for not official and not written down, but are still designing and implementing totally new available to some employees, even on a functions and services discretionary basis. Organizing function. This is necessary to Administrative Office Management- It is the produce effective methods and techniques profession involving the design, when implementing changes to maximize implementation, evaluation, and organizational and individual productivity, maintenance of the process of work within an office or organization, in order to Staffing function. This is about the growth maintain and improve efficiency and and experiences of an employee. productivity. Directing function. This is all about Enterprise-wide system allow an employees to assure that they comply with organization to integrate a diverse array of the policies and a procedure of their functions which can provide a powerful tool performance meets the expectations of the for managerial decision-making and control. employees. Enterprise Resource Planning is Controlling function. This is about the quality company-wide computer software-base and quantity of the work. This is where we system used to manage and coordinate all take corrective actions whenever necessary. This also motivates employees to be cost personal device at work to become more conscious. comfortable and lessen the time for training. Administrative Assistant- may be Culture As work life becomes more flexible, responsible for compiling or even blending home and work life, there's a composing some parts of a formal report. growing issue with the trust in the workplace. CHAPTER 2: WORKPLACE ETHICAL THEORIES to behave in certain Workplace- is a place such as an office or ways. factory, where people are employed, it is also the place where one is employed or NORMS- Cultural values dictate workplace customarily does one's work. ethics and encourage staff 5 FORCES SHAPING THE FUTURE UTILITARIANISM- to uphold everyone's best interest, but in reality it benefits a Place Workplace is not only a place we go, greater number of workers while compelling but it's also a thing we do. The place we go the rest to adapt to majority rule. to work influences how we perform. The workplace is constantly evolving, so it DEONTOLOGY- Intrinsic value of good requires a physical transformation of the will-behavior that is not fixed spaces in the office because hinders the creativity and collaboration of the dependent upon an outcome to justify its employees. occurrence. EGOISM-Gives people permission to consider only what benefits People People are the one's who does the their personal needs. work in the office Employee engagement doesn't only revolve around the pay cheque, KEY AREA TO MONITOR TO ASSESS t's also about how we recognize the hard LEVEL OF STRESS works and reward the employee in other way. Offering flexibility is one possible way Demands including such issues as to increase their productivity, reduce stress workload, work patterns and work and boost their employee morale environment. Transport-It talks about the distance and Control How much say the person has in transportation mode of the employees to the way they do their work. reach the workplace. Technology The tools we use at home are becoming more Support includes the encouragement, advance. sponsorship and resources provided by the organization, line management and However, some business leader doesn't colleagues. keep up with these changes To address this some companies implement a BYOD policy, Relationships includes promoting positive where employees allowed to use their working to avoid conflict and dealing with unacceptable behavior. Role whether you will able to meet the deadlines and people understand their role within keeps you focused. the organization and whether the Decrease chances of unethical issues organization When people are stressed, they are more likely to do unethical actions or decisions. ensures that the person does not have Removing your stressor enables you to conflicting roles. Change how organizational maintain ethical actions. Company may change is managed and communicated implement an ethics seminar to create an within the organization. ethical work environment. Reduces possibilities of workplace conflicts Stress Stress Management- is a useful skill that often leads to misunderstanding. Conflicts many don't take advantage of many of us inside the workplace is inevitable especially and leaders alike. when stressed people meets. So, managing stress is important to reduce conflicts to 10 reasons why to use stress management make a harmonious work environment. Improves ability to motivate employees Strengthen communication process When Stress negatively impacts the employee stress level is high, it negatively impacts the morale. It can lead to reduce the focus and communication process of a person. This reduce the ability to think positive. So, by leads to misunderstanding and managing stress it can improve your mental miscomunication. Removing your stressor health and can create positive healthy work will help you to communicate and enable environment. Lessen opportunity to you process thing properly inside your head. decrease productivity Stress can directly Impacts your productivity. Due to lack of Smooth running projects When an focus and poor time management skills, it employee have a project and stress comes affects your work performance and out, it would be difficult for him to manage it. productivity. The employee is more likely to missed the deadlines and unable to create a better Managing stress helps to maintain your work. Managing stress helps you to have a productivity level. Improves ability to lead - better output. As a leader, stress management can be your friend. Because at work, there are Improve your ability to develop teamwork times that your subordinates will be asking and team building-When an employee is for your assistance or guidance. A leader being stressed, he is more likely to be who can manage their own stress can uncooperative. and being withdrawn with his provide a support for the team. teammates. This negatively impacts the team work which can cause delays. Allow the meeting of deadlines- Stress can Removing your stressor allows you to lead to decrease your focus and create a more collaborative workplace and concentration making it hard to meet to unite with others. Helps in writing deadlines. Stress management contribute to performance appraisal Stress can affect maintain your productivity. The result here it your performance. This can lead to reduce your productivity and poor performance. important Identify which tasks should be Managing stress is important because it will done within a day. help you on your career development and able to do well in your job. Tasks which are the most important should be done earlier. Spending the right time in TIME MANAGEMENT - refers to managing the right activity - Develop the habit of doing time effectively so that the right time is the right thing at the right time. Don't waste allocated to the right activity. a complete day on something which can ELEMENTS OF TIME MANAGEMENT be done in an hour or so. REQUIREMENT FOR TIME MANAGEMENT Effective Planning Prepare a to do list or a "task plan". Jot Organized - Keep your things tidy, so you don't have to waste your 1. time for down the important activities that need to be searching in your disorganized things. done in single day against the time that Declutter items that are no longer need. should be allocated to each activity. Do not Being organized means you are able to plan begin fresh work unless you have finished things effectively. your previous task. 2. Don't misuse time -Put your focus and Setting goals and objectives Working w/o attention to your task. Keep in mind that the goals and targets in an organization would company doesn't pay you for playing games be similar to a situation where the captain of and gossiping with others. Finish first your the ship loses his way in the sea. Set task then once you're done you can do what targets for yourself and make sure they are you want. 3. Be focused realistic ones and achievable. Maintain your focus because people easily Setting deadlines - Set deadlines for get distracted. Organize your desk and only yourself and strive hard to complete tasks put things you need on working your task to ahead of the deadline. Use a planner to stay focus. Develop the habit of using mark the important dates against the set planners foe better time management. deadlines. BUILDING A TEAM ENVIRONMENT IN Delegation of Responsibilities - Learn to say THE WORKPLACE "no" at workplace. Don't do everything on your own. The roles and responsibilities 1. Choose your leader Pick a manager who must be delegated as per interest and you know your employees trust and will be specialization of employees for them to willing to follow. Ideally, you want someone finish tasks within deadlines. aho is visionary but not egotistical; someone who can delegate and keep the team Prioritizing tasks Know the difference focused, w/o turning into a tyrant. 2. Find between urgent and the right team size Big teams do have the advantage of drawing on more skill sets, but a larger gestures, how we dress or act-even our group of people can also have more trouble scent. reaching a concensus. Small teams can foster close working relationships. 3. Pick WRITTEN COMMUNICATION-letters, your team members Members should bring e-mails, books, magazines, the internet or a diverse set of skills and personalities to via other media. the table, each of which complements the project and the the group reach its goal. All VISUALIZATIONS graphs and charts, of the team members should be competent maps, logos and other visualization can a, efficient and able to wrok well together. communicate messages. 4. Set roles Clearly define each person's GOOD WORKPLACE COMMUNICATION position, and what the or she needs to SKILLS 1. COURTEOUSNESS a person accomplish within the team.. should always be courteous while 5. Determine how the team will fit within the speaking to anyone in the workplace. 2. organization - Will it be self-managed or PRECISION mostly consists of delegating overseen closely by corporate tasks and reporting results. management? LANGUAGE-one should never use any slang terms, while at work. 3 6. Establish a collaborative environment Team work is built on trust. All employees 4. LOW SPEAKING VOLUMES but should feel comfortable asking questions, speaking loudly is disturbing to other people expressing their opinions and making around you hence, a low speaking volume suggestions, Each person's input should should be maintained. highly valued, 5. CLARITY- to ensure that the person you CHAPTER 3: EFFECTIVE are speaking with has 6. LISTEN TO COMMUNICATION OTHERS one of the effective communication skill at completely Communication is the of transferring understood what you have to say. work information from one place to another. 7. POSTURE AND BODY LANGUAGE- DIFFERENT CATEGORIES OF they say action speak louder than words COMMUNICATION: and the same can be considered to be true at the workplace. Spoken or verbal communication face to face, telephone, radio,tv, and other media. PRESENTATION- is a means of Interpersonal or oral communication skills communication which can be adapted to are the ones most prized various speaking situations, such as talking to a group, addressing a meeting or briefing by employers in the new informal workplace a team. atmosphere. NON VERBAL COMMUNICATION-body language, TELECOMMUNICATION- is the exchange Public Employment Agencies and Private of information over significant distance by Employment- job fair electronic means. Web-based Employment Service- Indeed, ERGONOMICS- the science that seeks to Jobstreet adapt work or working conditions to suit the worker. The study of the problems of people Supervision is managing others through adjusting to their environment. leadership and personal influence. 1. INTERNAL SOURCES- It is better to Supervisor play important role in the promote an employee who meets the business environment. Their primary job is requirements of the position than hiring from to see that the work performed by the outside. employees is completed on time and at the highest level of quality. Employee Employee Referral. When this is used, Development which helps maximize use of employee recommend individual for open human potentials is see as a continuous positions within the organization. Referrals process. give employees a feeling of recognition or it may cause problems if the individual Performance Appraisals method by which referred does not perform satisfactorily. the job performance of an employee is evaluated typically by the corresponding Employee Promotion. Morale is likely to manager or supervisor. Part of guiding and increase and turnover decrease when managing career development. Process of employees can be promoted. Databanks. obtaining, analyzing and recording The information regarding employees' job information about the relative worth of an qualifications is stored in a computerized employee to the organization. databanks. This can be easily and quickly screened to determine which employees are Promotion is the advancement of an presently qualified for the open position. employee's rank or position in an organizational hierarchy system, Job 2. EXTERNAL SOURCES Analysis is a step-by-step specification of an employment position's requirements, 3. UNSOLICITED APPLICATIONS this used functions, and procedures. Job Content to apply for a position without knowing refers to the workers job activities or what whether an opening actually exist. Individual workers actually do on the job. using this method may apply either in person or by mail. Job Context refers to the conditions under which the work is performed and the Advertising-newspaper, magazines, demands such jobs impose on the worker. journals. Work Requirement refer to the worker qualifications needed to perform the job Educational institution Placement Service successfully. Job Knowledge- the body of information one focusing on entire job functions and ranking needs to perform the employees against each other. Skill the capability to perform a learned Consideration it is usually seen as the most motor task, such as forklift operating skills reliable and valid evaluation method by and word-processing skills. Ability-the employees compared to more subjective capability needed to perform a non-motor methods such as the job ranking method. tabl Compensation is a tool used by Personal Characteristics- an individual's management for a variety of purposes to traits pr his ability to adapt to the further the existence of the company. It may circumstances in the environment, be adjusted according to the business needs, goals and available resources. Credentials proof or documentation that an individual possesses certain competencies. Job analysis the process of analyzing jobs from which job descriptions are developed. Job Evaluation is a process of systematically determining a relative jobs for Job analysis techniques include the use of the por pa je in de oreaning appropriate interviews, questionnaires and observation. compensation levels internal value of a job Pay Structures-useful for standardizing in an organization, it is a system for compensation practices. comparing for job individual jobs or job elernents. Job Ranking is the simplest and Salary surveys-Companies may purchase easiest job evaluation method: jobs and the results of survey conducted by survey employees who perform those jobs are vendors or may conduct their own salary ranked from highest to lowest depending on surveys. This may include average salaries, their quality and value to the organization. inflation indicators, cost of living indicators, salary budget averages. Job Classification is a method uses job classes or job groups to provide more customization in the evaluation. Also, uses TYPES OF COMPENSATION scales tomeasure performance rather than comparing and ranking employees. Factor Base pay comparison - this method is more scientific Commissions and complex than any other method. Each Overtime pay job is ranked according to a specific set of Bonuses, profit sharing, merit pay factors, such as physical effort, or Stock options responsibility, all of which have Travel/meal/housing allowance predetermined weights indicating their importance to success. Benefits including dental, insurance, medical, vacation leaves,retirement, taxes. Point method this measures performance through scales and job factors rather than INCENTIVE PAY is any factor (financial or non financial) that enables or motivates a particular course of action. It is an expectation that encourages people to behave in a certain way. It aims to provide value and contribute to organizational success. 1. Remunerative incentives - are said to exist where an agent can expect some from of material reward especially money in exchange fro acting in a particular way. 2. Moral incentives are said to exist where a particular choice is widely regarded as the right thing to do. 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