COURSE CODE: FREAOM

Management’s Role in the Workplace

COURSE TITLE: Administrative Office  Management is the process of working with
Management and through other to blend together people,
materials, money, methods, machines, and
DISCLAIMER: Students are still advised to morale in an effort to set and achieve goals of
check on the other materials provided by their the organization.
professors. This reviewer is based on the  Administrative management is related to the
materials posted in Canvas. word administration, which describes the
performance for carrying out of assigned
duties.
 To achieve the goals of the organization, a
CHAPTER 01: THE BASICS OF firm must be well-managed.
ADMINISTRATIVE OFFICE  Managerial roles can be grouped into three:
MANAGEMENT 1. Interpersonal: involves human
interaction.
 Administrative management has been 2. Informational: involves the sharing
defined as that function within the and analyzing of information.
organization with responsibility for overall 3. Decisional: involves decision-
operations of the enterprise. It does not making.
signify the function of a single management
executive or of any single administrative Roles of a Manager in an Office
department, rather it expresses the function 1. Figurehead: managers perform the duties
of overall administration and management of of a ceremonial and symbolic in nature.
the enterprise, whether performed by one 2. Leadership: all managers have a
executive or by a number of executives. leadership role.
 Computerized information processing, 3. Liaison: the manager has to perform the
information retrieval, and centralized functions of motivation, communication,
computer facilities provide management encouraging team spirit and the like.
with volumes of data never thought possible
a few decades ago.

FREAOM Reviewer by: Management Society

 4. Monitor: manager gets information by on (1) standardization, (2) time and
scanning his environment, subordinates, task study, (3) systematic selection
peers, and superiors. and training, and (4) pay incentives.
5. Disseminator: manager disseminates Frank and Lillian Gilbreth further
information. developed scientific management
6. Spokesperson: manager is required to thought. Henry L. Gantt refined the
speak on behalf of the organization. production control and cost control
7. Entrepreneur: manager is a creator and techniques.
innovator. - Administrative Management:
8. Disturbance Handler: manager takes Focuses on the management process
corrective action to respond to previously and principles of management. Henri
unforeseen problems. Fayol argued that management was a
9. Resource Allocator: manager is universal process consisting of
responsible for allocating human, functions – planning, organizing,
physical, and monetary resources. leading, and controlling.
10. Negotiator: manager represents the 14 Principles for Organizational
organization in bargaining and Design and Effective
negotiations. Administration:
1. Division of Work
Schools of Management Thought 2. Authority and Responsibility
 Five Schools of Management Thought 3. Discipline
1. Classical School: Oldest formal school of 4. Unity of Command
management thought. According to this 5. Unity of Direction
approach, all organizations require the 6. Subordination of Individual
same rational process. Interest to General Interest
- Scientific Management: Attempts to 7. Remuneration of Personnel
create a mental revolution in the 8. Centralization
workplace. Frederick Winslow 9. Scalar Chain
Taylor, the father of scientific 10. Order
management started scientific 11. Equity
management movement by focusing 12. Stability of Tenure Personnel

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 13. Initiative - Management Science: treat problems
14. Esprit de corps associated with global welfare.
Mary Parker Follett stressed the - Operations Management: focuses on
importance of organization managing the process of
establishing common goals for its transforming materials, labor, and
employees. capital into useful goods and/or
- Bureaucratic Management: Focuses services.
on the ideal form of organization. - Management Information System: It
Max Weber concluded that many organizes past, present, and projected
early organizations were data.
inefficiently managed. 4. Quality Management School:
2. Behavioral School: Recognizes the Comprehensive Concept for leading and
importance of people in management. operating an organization.
- Advocates:  Organization Makeup
o Abraham Maslow:  Quality of Goods and Services
Developed the theory based  Continuous Improvement in Goods
on the hierarchy of needs. and Services
o Douglas McGregor: Theory  Employees Working in Teams
X and Theory Y.  Developing Openness and Trust
o Frederick Herzberg: - Advocates:
Motivation-Hygiene o Edwards Deming
Theory. o Joseph M. Juran
o George Elton John Mayo: o Philip Crosby
Focused on emotional o Walter Shewart
factors. o Kaoru Ishikawa
o Peter F. Drucker: o Armand Feigenbaum
Management by Objective o William Ouchi
(MBO) 5. Systems School: Focuses on
3. Quantitative School: Focuses on understanding the organization as an
improving decision-making via the open system that transforms inputs into
application of quantitative techniques. outputs.

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  System 2. Means: office forms, machines, etc…
 Sub-system 3. Environment: various office jobs are
 Synergy being carried out as well as the external

 Entropy environment.

 Open and Close System 4. Purpose: administrative office manager,

 System Boundary together with the personnel must be clear

about the purpose he is seeking to
 Flow
achieve.
 Feedback

Complex Tasks of Administrative Office

Importance of Office Management
Manager Position
 George R. Terry defined office
 Administrative managers are responsible
management as the task of planning
for managing information, the systems
coordination, motivating the efforts of
that house information.
others towards the specific objectives in
the office.
Managerial Skills of Administrative Office
 Office Management, in conclusion, is the
Management
process of planning, organizing, leading,
1. Conceptual Skills
and controlling the activities of office.
2. Human Skills
1. Smooth flow of work
3. Technical Skills
2. Optimum use of resource
3. Maintain coordination
Responsibilities of Administrative Office
4. Meet competition
Manager
5. Maintain office efficiency
As suggested by Neuner and Keeling…
6. Dynamic approach
1. Layout
7. Provide innovation
2. Equipment
8. Promote leadership
3. Organization
4. Communication and Correspondence
Four Elements of Office Management
5. Records Management
1. Personnel: performs the office activities
6. Reproduction
and is the most important of the four
7. Budgeting and Cost Analysis
elements.

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 8. Reporting Today’s Office
 A modern office is well-planned, well-
Challenges Affecting the Administrative laid out and well-organized.
Office Manager
1. Serving as change agent Future Office
2. Coping with new technology  Technology and advancements are
3. Coping with government regulations having enormous impact on the working
4. Enhancing organizational productivity of the office.
5. Dealing with office systems that fail to
perform as expected Modern Office Definition
6. Accommodating diversity  Office is a place where business is carried
7. Accommodating globalization on. It is the center point of an
organization.
Qualifications of Administrative Office
Manager Relation of Office with Other Departments
1. Completion of relevant courses  Large organizations are divided into
2. Specialized knowledge of pertinent areas various departments such as office,
3. Capable of leading production, purchase, sales, finance,
4. Commitment to ethical behavior personnel, etc. All the departments
5. Capable of delegating depend upon the various information
6. Ability to write the formal reports on needs. The office serves as the
finances and planning coordinating link in any organization.
1. Office and Production Department
2. Office and Sales/Marketing Department
CHAPTER 02: THE MODERN OFFICE 3. Office and Purchase Department
4. Office and Accounts/Finance
 Office is described as the nerve center of the Department
entire organization 5. Office and Human Resource Department

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 Nature of Office Work 2. Modern Concept: explains that it is an
 Office work is mostly concerned with the activity rather than the place.
records of an enterprise and making,
preserving the records for further usage. Functions of an Office
1. Office work is predominantly mental 1. Basic Functions (routine functions): It is the
work, which is difficult to measure. regular activities of collecting and
2. There is a greater variability of volume of distributing information.
work from office to office.  Receiving and collecting information
3. There is irregularity in the flow of office  Recording information
work.  Analyzing
4. It is difficult to standardize several  Storing information
operations in the office.  Distribution of information
2. Administrative Management Functions
Office Activities  Managerial function
1. Processing Incoming Mail  Human resource function
2. Processing Outgoing Call  Purchase and control function
3. Dictation
 Public relation
4. Transcription
 The office should protect the properties
5. Typing
and assets of an organization
6. Printing
 Forms design and control
7. Copying
 System and procedure are required to
8. Filing
successfully accomplish different
9. Records Retrieval
activities
10. Records Disposal
11. Communication
Importance of an Office
1. Office as the information center
Two Concepts of Office
2. Office serves as the proof of existence
1. Traditional Concept: defines office as the
3. Office serves as the channel of
place to perform all managerial and
communication
clerical activities.
4. Office serves as the coordination of work

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 5. Office serves as the center for Measures for Making Virtual Office Effective
formulation of plan and policies 1. Providing computer resources
6. Office serves as the managerial control 2. Providing access to information
7. Office serves as the memory center 3. Arrangement for forwarding phone calls
8. Office serves as the service center 4. Arranging conference calls
Various Types of Office 5. Arranging regular meetings
1. Front Office: company’s department that 6. Follow-up of work routine
come in contact with clients. 7. Objective evaluation of work
2. Middle Office: departments of financial performance
services that manage position-keeping.
3. Electronic Office or e-office: the
increasing use of computer-based CHAPTER 03: OFFICE ACCOMODATION
information technology for office work.
4. Back Office: where the tasks are Factors of Office Accommodation
dedicated to operating the company. 1. Office location
5. Virtual Office: combination off-site live 2. Office building
communication and address services that 3. Shape and size of office
allow users to reduce traditional office - Number of employees
costs. - Size of salary bill
- Investment in machines and
Advantages of Virtual Office equipment
1. Reduced facility costs 4. Convenience to staff and visitors
2. Reduced equipment costs 5. Safety of records and staff
3. Emphasis on formal communication 6. Physical condition of office
4. Reduces work stoppages 7. Future expansion
5. Social interaction and social contribution 8. The cost of office accommodation
9. Type of building
Disadvantages of Virtual Office 10. Office layout
1. Lack of belongingness
2. Psychological fear of job loss
3. Family tension

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 Modern Open Offices 4. More congenial and less regimented
 The modern tendency is to adopt the open 5. Better ventilation
office instead of accommodating departments
or sections in separate departments. Disadvantages of Modern Private Offices
1. Uneconomical
Advantages of Modern Open Offices 2. Costly supervision
1. Economical 3. Poor natural lighting and ventilation
2. Better Lighting and Ventilation 4. Affects free flow of work
3. Better Supervision 5. Poor communication
4. Better Communication 6. Inflexible
5. Flexibility
6. Other Advantages Principles of Office Layout
1. Flow of work
Disadvantages of Modern Office 2. Sufficient work space
1. Lack of secrecy 3. Effective supervision
2. No concentration 4. Flexibility and adaptability
3. Untidy appearance 5. Good lighting and ventilation
4. Low morale 6. Maximum utilization
5. Impersonal atmosphere 7. Safety and security
6. Noisy 8. Service facilities
7. Unhealthy
Importance of Office Layout
Modern Private Offices 1. Proper utilization of floor space
 Private offices are small rooms of cubicles 2. Effective supervision
which are separated from similar other rooms 3. Facilitates for inter-communication
of the open office by full or half partitions. 4. Better use of office machines and
equipment
Advantages of Modern Private Offices 5. Provides comfort and increases
1. Greater privacy efficiency
2. Personal atmosphere 6. Gives favorable impression to customers
3. Increased efficiency and visitors

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 7. Smooth flow of work Understanding Workplace Ergonomics
 Ergonomics is simply defined as the study of
Factors to Consider in Undertaking the relationship of employees to their
Preliminary Planning for Layout physical environment.
1. Tasks  Ergonomics or “human factors” is a branch of
2. Work flow science that aims to learn about human
3. Organization chart abilities and limitations.
4. Projection of employees needed in the
future Three Broad Areas of Ergonomics
5. Communication network 1. Physical ergonomics: looks at how
6. Departmental organization human anatomical, anthropometric,
7. Private and general offices psychological and biomechanical
8. Space requirements characteristics relate to physical activity,
9. Specialized areas 2. Psychological ergonomics: studies
10. Safety requirements mental process.
11. Barrier-free construction 3. Organisational ergonomics: optimizing
12. Expansion the organizational structures, policies,
13. Environmental conditions and processes of socio-technical systems.
14. Equipment and furniture

New Work-arrangement Concepts Impacting GOOD LUCK ON YOUR PRELIM

Office Layout and Design EXAMINATIONS, AFFILIATES! 😊
1. Telecommunicating: work arrangement
that allow employees to perform some or
all of their work off the premises.
2. Work-based teams: employees do much
of their work in a team environment.
3. Hoteling: involved employees who spend
a significant amount of their time off
premises.

FREAOM Reviewer by: Management Society