INTRODUCTION TO ADMINISTRATIVE

OFFICE MANAGEMENT

At the end of the chapter the learner will be able to;

 Know the importance of teamwork in the workplace;
 Identify the advantages and disadvantages of workplace flexibility;
 Understand what is administrative Office management;
 Be able to differentiate the AOM from today to yesterday;
 Appreciate the most significant new thrust Of AOM;
 Know the objectives Of administrative office management;
 Know what is Office administrative management;
 Appreciate a career in administrative office management; and
 Identify the responsibilities of AOM.

The new trend in today's businesses is to increase productivity while

decreasing costs, so many companies are reducing their staff. One worker now
does the work of many as middle management is shrinking. With the continuous
change in technology, employees are required to gain new skills to keep abreast of
the changes. Today's workers need communication skills such as oral, written
and technological.
Today, business and industry leaders are looking for specific skills in entry
level employees. Thus, the schools in particular, need input from the workplace in
order to develop articulation, agreements with business and industry and to
establish curricula designed to crease a skilled workforce.
According to the survey conducted, there are three main-
skills needed in business and these are teamwork, flexibility and
communication.

TEAMWORK. Why is Teamwork Important in the Workplace?

Fostering teamwork is creating a work culture which values collaboration. In

a teamwork environment, people understand and believe that thinking, planning,
deciding and actions are better when done cooperatively. People recognize, and
even assimilate, the belief that none of us is as good as all of us.
It's hard to find workplaces that exemplify teamwork. Organizations are
working on valuing, diverse people, ideas, backgrounds and experiences. We have
miles to go before valuing teams and teamwork will be the norm.
According to Gault on the Law of Countability, "teammates, must be able to
count each other when it counts". "We don't work for each other; we work with each
other"
To cite, in Pinoy Big Brother, they always had two groups and they
competed with each other. Each member of the group had to count on with each
other to hold on to their goal of winning. If one member will not hold on to the goal
of winning, surely the group would lose the game.
To make teamwork happens, these powerful actions must occur:

In a team, Trust is important. If you cannot trust someone, you will not
count on him. You trust someone if you know his character "There is no substitute
for Character. You can buy brains, but you cannot buy character -a Robert Cook.
Competence is necessary too. If you have to go into surgery because of
life-threatening illness, would you be happier to have a good surgeon who is a bad
person or a good person?
Competence matters. And if the person is going to be on the same team,
you want both competence and character (without competence one person can put
the entire team to jeopardy).
It is your duty to accomplish tasks assigned to you promptly and punctually,
in fairness to others who might have to rely on your accomplishment of suck tasks
for the conduct of their own job. Don't think about yourself alone. You are part of a
great game plan and you will win with all the rest only if you do your part.
Commitment. Teams succeed or fail based on teammates commitment to
one another.
Teams succeed or fail based on the commitment of team members with
each other. If a good team player "breaks a leg" the
others carry him to the top of the mountain. Many times, it is not about being the
first one to be at the top of the mountain but that the whole team makes it to the top
of the mountain.
Never pass the buck. If something is to be done, it is your duty to do it. Not
to fulfill them constitutes a betrayal of trust. Do you do your job well? Even without
supervision, or oven when nobody is watching you?
Consistency. If you want your teammates to have confidence
you, they should know that they can count on you day in and day out. Be a good
example (it keeps the flow of teamwork)
Consistency in a team 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. Your consistency
great confidence in your teammates.

Cohesion. It is the ability to hold together no matter how difficult the

circumstances get. Without cohesion people are not really a team because they are
not pulling together. They are merely a group of individuals working for the same
organization.
It is the glue which •holds a team together. It is the journey to a worthwhile
common goal that gives a team its identity and provides a foundation on which a
team stands on. Maxwell describes it as "a pride in the ability of your group to
function at a higher level than possible for the individual. The unit doesn't shine
because you're a member, you shine because you're good enough to be a member.

WORKPLACE FLEXIBILITY
 Flexibility is about an employee and an employer making changes to
when, where and how a person will work to better meet individual and business
needs. Flexibility 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. Flexibility should be mutually beneficial to both the employer and
employee and result in superior outcomes.

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 policies that are not official and not written down,
but are still available to some employees, even
on a discretionary basis.

Advantages of Work Flexibility

Managers should love flexibility because:
l. It reduces absenteeism, overtime, sick leave and tardiness.
2. It reduces Stress
3. It improves performance, quality, productivity and
satisfaction.
4. Increases commitment and job engagement.
5. Curbs turnover.

However, workplace flexibility often is seen as a job accommodation or an

exception to the rule. Managers may fear of
the following:

 If let one person have a flexible schedule, everyone will tmnt one.
Managers whose entire staff works flexibly say it has made them better
managers because it allows goals to be set together, it allows
all employees to know what they have to do and their deadlines, and it shows a sign
of trust. proof of whether it works is in the
results.
 Someone not working on a traditional schedule is not as productive. Make
sure the work is measurable and focus on the results.
 You cannot hate an effective team if employees are not working in the same
place at the Same time. Just because an employee is at his or her
workstation doesn't mean that person is being productive.
 If I allow flexible work hours for one employee, it won't be fair to the others.

"Equality has a new definition, and that is" how can we make your lives more livable
and still get the work done?"

The 21st century workforce is diverse. Employees have different needs at different
times of their lives, and one solution will not Work for every employee.
 Flexibility can take many forms: flextime, job sharing.
telecommuting, part-time work options, compressed workweeks, daily or
informal/flexibility, phasing in or Out Of job and seasonal

Flexibility can be done by trying the following suggestions Of

Kathy Gurchiek, an associate editor of HR News:
 Seek Out and listen to employees ideas about how to get the
work done.
 Consider how a business decision will affect an employee's life:
 Take time to anticipate work/life issues that may present a conflict.
 Make an exception in a normal work practice so an employee can handle a
personal issue.
 Let staff know you are open to considering flexible work arrangements and
will approve them as long as business needs can be met.
 Model behavior that Says its 0K to have a life.
 Trust that employees will get the job done and demonstrate that trust
 Offer information about the company's resources and encourage their use.

ADMINISTRATIVE OFFICE MANAGEMENT (AOM)

 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.
 It practices different virtues and accomplishments of different chores and
works in the office within a given time. (Wiki.com)

Difference of Today's AOM from the Past

 Enterprise-wide systems allow an organization to integrate a diverse array of
functions which can provide a powerful tool for managerial decision-making
and control.
 Enterprise Resource Planning is company-wide com software-base system
used to manage and coordinate all resources, information and functions of a
business from data store.

The Most Significant Thrust in AOM

 Information Management (IM) — it entails organizing, retrieving acquiring and
maintaining information closely related to data management.
 Knowledge Management (KM) — involves managing the organization's
intellectual capital, human resources and strategic relationships. Comprises
range of practices used in an organization to identify, create, represent,
distribute and adoption of insights and experiences. Components of KM are:
people, process, technology and structure.

Objectives of Administrative Office Management

 1. To ensure that relevant organizational activities are designed to minimize
individual and. Unit productivity;
2. To provide effective management of the organization's information;
3. To maintain reasonable quantity and quality standards;
4. To develop effective work process and procedures;
5. To provide 'a satisfactory physical and mental working environment for the
organization's employees;
6. To help the define duties and responsibilities of employees assigned within
the AOM function area;
7. To develop satisfactory lines of communication among the employees within
the AOM function area and between these employees in other areas within
the organization;
8. To help employees maintain a high level of work effectiveness;
9. To enhance the effectiveness of supervision of office personnel;
10.To ensure the efficient and proper use of specialized office equipment.

Main Functions of Administrative Office Management

An 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. As
such the role is varied, often including responsibilities across a diverse range of
functions such as:
 Customer Service
 Report Writing
 Budget Management
 Database Management
 Systems Analysis
 process Mapping
 Purchasing
 Bookkeeping
 Human Resources
 Recruitment
 Accounting
 Sales and Marketing
 Records Management
 Form/template Design
 Website Maintenance
 Project Management
 Management Consultancy
 Facilities Management
 Space Management
 Risk Management
 Payroll
 Personal competencies useful in the role are problem solving skills, good
decision-making abilities, integrity, resourcefulness, creativity, assertiveness,
flexibility and the ability to cope with pressure.

Career in Administrative Office Management

Administrative office management' is generally considered to be within the
middle-management level of the organizational hierarchy. In some organization,
especially in larger ones, administrative office management typically is an important
component of the functional areas such as administrative services.
Individuals who started in low level office can now be a vice president in
administrative service. Such opportunities make a career in administrative office
management challenging and rewarding.
Facility management is another attractive opportunity for those who have
training and/or background on administrative Office management.
Facility managers are concerned on the efficient utilization of workspace
especially workforce expands or contracts. With its increasing use of facility
managers, administrative office managers expanded its opportunities.

Responsibilities of AOM
Responsibilities have several important job ' and has basic management
functions especially for the Administrative Office Manager. The Five functions of
management are responsibilities of the AOM. Planning, Organizing, Staffing, Directing
and Controlling.
• Planning function. Is all about planning and development. Assessing the need
for designing and implementing totally new functions and services
• Organizing function. This is necessary to produce effective methods and
techniques when implementing changes to maximize organizational and individual
productivity.
 • Staffing function. This is about the growth and experiences of an employee.
• Directing function. This is all about employees to assure that they comply with
the policies and a procedure of their performance meets the expectations of the
employees.
• Controlling fil notion. This is about the quality and quantity of the work. This is
where we take corrective actions whenever necessary. This also motivates employees
to be cost conscious.

Qualifications
Considering the diversity of functions, someone holding and administrative office
manager position is expected to have many talents. Some of the competencies which
he or she is expected to posses are:
 Thorough understanding of various business management fundamentals
 Leadership
 Educational requirements
 Traits such as: integrity, intelligent, energy
 Able to write the formal reports on finances and planning
 Assertivity
 Flexibility
 Accuracy
 Ability to cope with pressure

The Administrative Assistant Functions

The Administrative Assistant may be responsible for compiling or even
composing some parts of a formal report. The smaller the company, the more likely that
an administrative assistant may be asked to do such tasks. An administrative assistant
is likely to serve as a greeter and introduce speakers at formal functions.
Some companies also like to "grow their own" managers by extending such
responsibilities to entry-level personnel, encouraging them to accept the challenge.
Manager's Duties and Responsibilities Differ from one Office to Another Office
Duties and responsibilities for managers differ according to the position within an
executives in the different companies as shared by some of the big companies here in
the Philippines.
JULIES BAKESHOP, Bakeshop (1) Bakeries) Sun Valley Subdivision,, Cebu City
reported that Operation/Administrative Manager exercises the overall operation of 11
bakeries. Coordinated), Product Consultant regarding product quality. Ensures smooth
administration of the bakery in coordination with the Branch supervisors, performs the
overall personnel functions such as employees discipline, recruitment and other
employee's services, initiates promotional activities that enhance higher sales, finds
other potential location for new opening.
The ELEGANT GARMENT CORP. Garment described that the Administrative
Manager exercises the overall management of human resources development. It
develops the company's manual in coordination with the top management on
employees benefits disciplines and other limitations. It provides comprehensive
recruitment system training program and standards and proper maintenance of 201 file
monitors smooth administration of company and statutory benefits, oversees employees
discipline system and implementation of the Code of Conduct, coordinates medical,
dental, canteen, maintenance, security, housekeeping and administrative services.
However, The FREIGHT LINK FORWARDER. Forwarding A.0 Codes, Mandaue
City, cites that Administration Officer handles primarily administrative functions such as
renewal of various government license. Prepares monthly and quarterly reports on SSS,
Philheallh, Pag-ibig and BIR . Performs other multi-task on the operation such as
preparation of related documents on the track of shipment arrivals. Provides monthly
report to management on sales and expenditures and generate semi-monthly payroll to
employees.
As shared by the KH CEBU CORP. Garment Manufacturing stated that their
Operation/Administrative Supervisor facilitates the overall operations of human resource
department such as recruitment and industrial relations. It handles cases relative to
labor in coordination with retained lawyer, oversees employees needs on dental and
medical, ensures order and safety through frequent communication with the head
guard, conducts employee's on for newly hired employees, studies and proposes
policies that will promote mutual benefit of the company and employees. While their
Production Supervisor ensures the completion of the production schedule and meets
the target sales and output. It coordinates with the Production Manager on the
improvement of the department system and procedures, works wall the Personnel
Office in looking the job morale to the workers, ensures the quality of production items
meets the standard specification, initiates the technical training of the newly hired
employees.
In addition, the UNION AGGREGATES CORP. Sand and Gravel Production,
Personnel Administrative Officer handles the acquisition of human resources such as
recruitment and screening of applicants. It facilitates industrial relations like employees
motivation and discipline coordinates with retained lawyer on cases relative to labor,
oversees medical, dental needs of employees handles timekeeping of employees
prepares 10 quarterly collection list and other SSS transactions, facilitates Community
Relation projects and activities, prepares performance evaluation sheet of employees,
performs other administrative functions such as Royalty negotiations and procurement
of company's clearance to various government agencies.