HRM1 - The Modern Office and Its Function (W1-2)

OFFICE
MANAGEMENT:
MODERN OFFICE
and its Function
HRM1 - Administrative and Office
Management
Manilyn Canino, MEAM
UST ANGELICUM COLLEGE

Unauthorized Reproduction & Dissemination is prohibited
Learning Objective(s):
To improve knowledge on Office

management, Modern Office and its
functions.

Principles of Management
by Henri Fayol
I. Division of work
II. Authority and Responsibility
III. Discipline
IV. Unity of command
V. Unity of direction
VI. Subordination of Individual
Interest to General Interest

Functions of Office
Management
I. Planning
II. Organizing
III. Staffing
IV. Directing
V. Coordinating

Functions of Office
Management
I. Planning - concerned with
dealing in advance what is to
be done.

Functions of Office
Management
II. Organizing – It involves
assigning tasks, grouping tasks
into departments, delegating
authority, and allocating
resources across the organization.

Functions of Office
Management
III. Staffing – Staffing an
organization refers to the
selection of men for
the various jobs.

Functions of Office
Management
IV. Directing – concerns
leadership, communication and
supervision.

Functions of Office
Management
V. Motivating – moves a person
to action.
It is achieved by:
(a) The use of power, or force.
(b) Providing inducements and
incentives to employees.
(c) By satisfying the needs of the
employees

Functions of Office
Management
VI. Coordinating – the unification,
integration, synchronization of
the efforts of group members.

“An Office may be regarded as a
place where the control
mechanisms of an organization are
located.”
- GEORGE R. TERRY

OFFICE
A central place where all sorts of

clerical work is done to coordinate
and control the affairs of the whole
organization.

OFFICE
• As a function:
“It can plan, organize, coordinate,
standardize and supervise paperwork,
wherever it is done and whosoever
does it.”
• As a certain place:
The “paperwork” done outside the
boundaries of that place called the
Office would not be under its control.

OFFICE WORK
“Office Work” is concerned primarily with
the records of an enterprise — making
records, using records and preserving
them for future reference.
(old concept)
“Office Work is concerned with records

and statistics, with communication, with
computing, with planning and scheduling.
Every office task comes within the scope of
one or the other of these activities”.
(modern concept)

OFFICE WORK
“Primarily concerned with making,

preserving and using records — the
records about purchasing,
producing, selling, accounting and
correspondence, inventories and
written or printed memorandums
of all kinds.”

OFFICE ACTIVITIES
(i) Processing Incoming Mail;
(ii) Processing Outgoing Mail;
(iii) Dictation;
(iv) Transcription;
(v) Typing;
(vi) Printing;
(vii) Copying;
(viii) Filing;
(ix) Records Retrieval;
(x) Records Disposal; and
(xi) Communication.
THE PURPOSE OF AN
OFFICE

THE PURPOSE OF AN
OFFICE
(i) To direct and coordinate the
activities of the various departments;
(ii) To plan the policies of the business
and ensure their implementation;
(iii) To preserve all the records of the
business;
(iv) To handle inward correspondence;
and
(v) To maintain accounts, statutory
and non-statutory books, etc., of the
business.
OFFICE FUNCTIONS
I. Basic functions (or routine functions); and

II. Administrative management functions.

OFFICE FUNCTIONS
I. Basic functions (or routine functions)

• Receiving Information
• Recording Information
• Arranging Information
• Giving Information

OFFICE FUNCTIONS
1. Management Functions
2. Public Relations Function
3. Instituting Office Systems and Routines
4. Retention of Records
5. Safeguarding Assets
6. Form Designing and Control
7. Stationery and Supplies Control
8. Selection and Purchase of Office Appliances
9. Personnel Function
10. Controlling Office Costs

OFFICE FUNCTIONS
1. Management Functions
2. Public Relations Function
3. Instituting Office Systems and Routines
4. Retention of Records
5. Safeguarding Assets
6. Form Designing and Control
7. Stationery and Supplies Control
8. Selection and Purchase of Office Appliances
9. Personnel Function
10. Controlling Office Costs

-END-


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OFFICE

UST ANGELICUM COLLEGE

To improve knowledge on Office

UST ANGELICUM COLLEGE

UST ANGELICUM COLLEGE

UST ANGELICUM COLLEGE

UST ANGELICUM COLLEGE

UST ANGELICUM COLLEGE

UST ANGELICUM COLLEGE

UST ANGELICUM COLLEGE

UST ANGELICUM COLLEGE

UST ANGELICUM COLLEGE

UST ANGELICUM COLLEGE

A central place where all sorts of

UST ANGELICUM COLLEGE

UST ANGELICUM COLLEGE

“Office Work is concerned with records

UST ANGELICUM COLLEGE

“Primarily concerned with making,

UST ANGELICUM COLLEGE

UST ANGELICUM COLLEGE

I. Basic functions (or routine functions); and

UST ANGELICUM COLLEGE

I. Basic functions (or routine functions)

UST ANGELICUM COLLEGE

UST ANGELICUM COLLEGE

UST ANGELICUM COLLEGE

UST ANGELICUM COLLEGE

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