L1: INTRODUCTION TO ADMINISTRATIVE OFFICE PROCEDURES AND MANAGEMENT
ADMINISTRATIVE OFFICE PROCEDURES
Administrative procedures are a set or system of rules that govern the procedures for managing an
organization.
WHY IS IT IMPORTANT?
Establish efficiency
Consistency
Responsibility
Accountability
Provide an objective set of rules by which an organization is governed
Help establish the legitimacy of management action by ensuring the application of
management rules and decisions is done in an objective , fair , and consistent manner.
Help ensure that managers are held accountable for decisions that deviate from the
procedures
EFFECT OF USING OFFICE PROCEDURE
Following that office procedure would be mandatory
Disobeying it could cost staff members their jobs.
EXAMPLES:
No personal phone calls , checking voicemail in the mornings
No uncessary conversations with clients
No accepting of gifts
Also include the handling of office equipment such as reloading empty copy machines and
refilling staplers.
ADMINISTRATIVE OFFICE MANAGEMENT (AOM)
- A Profession involving the designed, implementation, evaluation and maintenance of the
process of work within an office or organization, in order to maintain and improve efficiency and
productivity.
- In practices different virtues and accomplishments of different chores and works in the office
within a given time.
HEIRARCHICAL STRUCTURE OF ADMINISTRATIVE OFFICE MANAGEMENT
PRESIDENT
VICE PRESIDENT|VICE PRESIDENT ADMINISTRATIVE SERVICES|VICE PRESIDENT|VICE PRESIDENT
MANAGER SYSTEM ANALYSIS AND DESIGN|MANAGER DATA PROCESSING|MANAGER OFFICE SERVICES
DIFFERENCE BETWEEN TODAY’S AOM AND FROM THE PAST
A. Enterprise- wide systems allow organization to integrate o diverse array of functions which can
provide a powerful tool for managerial decision making and control.
B. Enterprise Resource planning- is company wide computer software- base system used manage
and coordinate all resources , information and functions of business from shared data store.
MOST SIGNIFICANT THRUST IN AOM
Information Management (IM) - Is It entails organizing , retrieving , acquiring and maintaining
information closely related to management.
Knowledge MANAGEMENT (KM) - involves managing the organization’s intellectual capital, human
resources and strategic management . Comprises rang of practices used in the organization to identify,
create, represent , distribute and adoption of insights and experiences. Components of KM are: People,
Process , Technology , and Structure.
MAIN FUNCTION OF ADMINISRATIVE OFFIE MANAGER
Customer services Forms / template designs
Budget management website maintenance
Report writing Project Management
System analysis Management consultancy
Process mapping Facilities Management
Purchasing Space Management
Bookeeping Risk management
Human Resources Payroll
Recruitment Accounting
Sales and monitoring Data base Management
Records management
CAREERS IN ADMINSTRATIVE OFFICE MANAGEMENT
Individuals who started in low- level can now be a vice president in an administrative service, such as
opportunities make a career in administrative office management challenging and rewarding.
RESPONSIBILITIES OF AOM
Planning Function is all about planning and development , assessing the need for designing and
implementing totally new function and services.
Organizing Function- this is necessary to produce effective methods and techniques when
implementing changes to maximize organizational and individual productivity
Staffing Functions- this is about growth and experiences of employees.
Directing Function- this is all about employees to assure that they comply with the policies of
their performance meets the expectations of the employees.
Controlling Functions: This is all about the quality and quantity of the work. This is where we
take corrective actions whenever necessary. This is also motivates to be cost conscious.
QUALIFICATIONS:
A. Coping with governmental regulations
B. Coping with new technology
C. Enhancing Organizational Productivity
[Link] Diversity
F. Serving as change agent
G. Accomodating Globalization
H. Dealing with office systems that fail to perform as expected
CHALLENGES AFFECTING THE AOM
A. Coping with governmental regulations
B. Coping with new technology
C. Enhancing Organizational Productivity
[Link] Diversity
F. Serving as change agent
G. Accomodating Globalization
H. Dealing with office systems that fail to perform as expected
L2: LEADERSHIP THEORIES AND BEHAVIORS SKILLS NEEDED IN THE BUSINESS
LEADERSHIP
It is activity of leading a group of people or an organization for the ability to do this.
BEHAVIORAL THEORY OF LEADERSHIP
Behavioral theories of leadership are based upon the belief that great leaders are made, not born.
Rooted in behaviorism, this leadership theory focuses on the actions of leaders through teaching and
observation.
SITUATIONAL THEORY OF LEADERSHIP
The situational leadership theory developed by Paul Hersey, and Ken Blanchard. The fundamental
underpinning of the situational leadership theory is that there is no single “best style” of leadership.
DIFFERENT LEADERSHIP STYLES
1. Autocratic – authoritarian leader are often described as those with ultimate authority and power over
others.
2. Authoritative- Act as mentors for their employees and work to inspire their teams.
[Link]- a leader leads from the front , constantly sets high standards for their team and expects
them to exceed with minimal management.
[Link]- also known as participative leadership in which members of the group participate in the
decision-making process.
[Link]- a style involves recognizing team members’ strengths, weaknesses and motivations to help
each individual improve
6. Affiliative – is a practical approach to building relationships and harmonizing a disjointed team in an
organization
7. Laissez-Faire- takes hands-off approach to leadership and gives others the freedom to make
decisions.
HOW TO CHOOSE YOUR STYLE?
- Know yourself
- Understand the different styles
- Practice
- Stay agile
THREE MAIN SKILLS NEEDED IN AN OFFICE
1. TEAM WORK
- Trust
- Competence
- Commitment
- Consistency
- Cohesion
2. FLEXIBIITY
Types of Flexibility
- Formal Flexibility
- Informal Flexibility
ADVANTAGES OF WORK FLEXIBILITY
- It reduces absenteeism , overtime, sick leave, and tardiness
- It reduces stress
- It improves performance,quality, productivity, and job satisfaction.
- Increases commitment and job engagement
- Curbs turnover
3. COMMUNICATION
- Spoken or verbal communication
- Non-Verbal communication
- Written communication
GOOD WORKPLACE COMMUNICATION SKILS
- Courteousness
- Precision
- Language
- Low speaking volumes
- Clarity
- Listen to others
- Posture and Body language