Office Administration Flashcards
What are organizational chart?
Organizational chart show a graphical representation of how an organization is structured. It highlights the relationship among the different jobs within the organization.
What is span of control?
Span of control is the number of subordinates or lines of communication that a manager can oversee effectively.
What is chain of command?
Chain of command refers to the line of communication between the person in the management position and his or her subordinates.
What is hierarchy?
A hierarchy is a system in which members of an organization are ranked according to status or authority. Stop AR organized in levels and people at one level have authority over those below them.
What is a mission statement?
A mission statement defines the company objective and its approach to reach those objectives.
What is a vision statement?
A vision statement describes the desired future position of the company.
What Is An Office?
The office is the centre of all business activities, weather it is located in one room or several rooms, and need a certain amount of information in order to function properly.
Types Of Offices?
Records Management Office - looks after all the documents and records that are generated by the other offices in the company. They documents are stored easily accessible.
Human Resources Office - Responsible for recruiting staff, as well as employee interest such as pension plans and health and safety.
Accounts Office - handles the processing of all money that comes into the business, as well as that which is spent.
Purchasing & Stock Control - responsible for buying raw materials and ensuring that materials remain at adequete levels.
Sales & Marketing Office - promotes and sells the goods or services produced by the business.
Factory Dispatch & Transport Office - factory office ensures that the factory is funding efficiently. Dispatch & transport organize distribution to the customer.
Functions and Roles of the Office
The role or purpose of the office is to provide rooms, labour, and facilities which are used to organize and coordinate the various activities in which the organisation engages.
Functions Of The Office:
Production
Distribution and exchange of goods and services
Collection, processing, and preservation of data (manually & electronically)
Dissemination of Information
Organizational Management and Legal Control
The Production Cycle
INPUTS OURPUTS
Land/Materials Goods
Labour + Production + Sevices
Capital
Channels Of Distribution
Producer > Agent > Distribution > Wholesale > Retail > Consumer
Collecting, Processing and Storage of Data
Data - is unprocessed information. i.e raw facts and figures 685 units.
Information - is processed data i.e it informs as of something 685 units were sold this week.
TWO main reasons why businesses collect and process information:
- To ensure customers are getting what they want.
- To maintan processes that they allow all the different offices to function together in delivering the good/service to the customer.
What is Centralization?
Centralization occurs when certain office activities are concentrated in one department.
Advantages and Disadvasntages Of Centralization
Advantages:
- Noisy equipment will be housed in one place.
- The staff will be specially trained to carry out their functions and will be able to operate relevant equipment correctly.
Disadvantages:
- The staff may find their job repetitive and boring.
- There maybe a delay in work.
What Is Decentralization?
Decentralization occurs when office activities are carried out in each individual department.
Advantages And Disadvantages Of Decentralization
Advantages:
- Works can be carried out quickly, as equipment as needed is close by.
- It allow maintainance of privacy.
Disadvantages:
- There mayne duplication of work through out the department.
- Cost will be increased as materials will have to be provided to all department.
Main forms of office layout
The enclosed layout - also referred to the traditional or cellular layout. It includes rooms where employees work by themselves or in small groups, the enclosed layout will be enclosed by walls and accessible by a door.
The open plan - a large open area in which eployees work together in one integrated office. In the open layout there is no privacy and workers are able to see and communicate with each other freely. Inorder to povide some privacy in the open plan layout, sound proof screens or dividers can be used to seperate employees.
What is Ergonomics?
Ergonomics is the science concerned with designing the job, the equipment, and the workplace to benefit/ optimise employees wellbeing and productivity.
Office Ergonomics is the science of fitting jobs to people, or adapting working space and conditiond to suit the worker.
What are skills, attitudes, and attributes?
Skills- the abilities that you bring to an office job.
•Example time management, effective communication, literacy and numeracy, and computer literacy.
Attitudes- are one’s Outlook and perception of one’s job, role, and place in the office, and are reflected in one’s behavior.
• Keep a positive attitude including the following: team spirit and group dynamics, Corporation, and safety consciousness.
Attributes- a quality or feature regarded as a characteristic or inherent part of someone or something.
•Examples of attributes are punctuality and regularity, positive work ethic, willingness, and deportment.
What is job description?
The job description tell the applicant what the job entails. Through the job description the applicant learns what elements, duties, and abilities are essential to fulfil successfully their obligations in the jobs.
What are job specifications?
Job specification is an analysis of the kind of person to fulfill the job in the educational requirements, skill, attitudes, and experience required for the job.
What is communication?
Communication is a process between at least two people I send and a receiver that begins when one person wants to send a message to another.
What is effective communication?
Effective communication is the process of exchanging ideas, thoughts, knowledge, and information such that the purpose or intention is fulfilled in the best possible manner. In simple words, it is nothing but the presentation of fuse by the sender in a way best understood by the receiver.
What is electronic communication?
Ellectronic communication can be defined as, the use of electronic media to transmit the information or message using computers, email, Telephone, video calling, fax machine, e t c.
Communication flows
In a well-ordered organization, there must be a bearing flow of communication from different angles. The flow of communication includes: Upward Downward Vertical Horizontal Grapevine
What is barriers to communication?
Anything that impedes, block, or otherwise interferes with the communication of thoughts from one individual to another is a barrier of communication.
Types of barriers communication
Perceptual biases- people react to Communication in different ways. Please develop shortcuts which they use to organize data. Introduce some biases on to the communication process stereotyping is one of the most common.
Semantics or language barrier-the choice of word use in a message with influence the quality of communication. Different people could interpret the same word differently.
Interpersonal communication-how someone interprets a message may be affected by that person’s past experience with the sender of the message. Perception is always affected by the organization relationship between two people.
Poor literacy skills-some of his workers have deficiencies in their reading skills and those are unable to understand and take action the messages receive. Search deficiencies can be detected two tests and can be improved by using reading Improvement programs.
Time pressure-some managers never have time to meet with subordinates or talk with them on a regular basis. Subordinates Also may not take the time to read the message thoroughly because they are too busy.
Physical distance typing this can be a barrier especially in an open-plan office where employees does disrupting their colleagues.
Factors to consider When selecting communication media
Degree of urgency. Most appropriate method. Level of confidentiality. Location and distance. Cost. Time zone.
Telephone etiquette
When you answer the phone, start with a greeting. This is polite and will make the caller at ease.
Sit up straight and smile when you are talking this helps brighten your tone of voice.
Do not eat or drink while talking on the phone it will be obvious to the color from the noises that you make when you are not giving them your full attention.
Never interrupt the caller.
If you have limited time to talk, explain to the color that you must leave shortly.
Arrange a time to call them back, and offer for someone else to call.
