OFFICE ADMINISTRATION Compiled by HEB Solutions

1.1 The Role and Function of the Office Functions of the office The office is the nucleus of any organisation, all organisations need to have an office, sports and social club, hospital, military, emergency services, schools and religious groups. September 2014 Compiled by HEB Solutions

Office functions include: Buying Selling Collecting Processing Preserving Disseminating Exercising organisational and Legal control September 2014 Compiled by HEB Solutions

The Work! All the above activities must be recorded and controlled. The basic function of the office is to receive, record, store and process information which is needed by the organisation, since it is only on the basis of facts that business activities can be properly controlled. (Seunarine, 1983) All the above activities must be recorded and controlled. The basic function of the office is to receive, record, store and process information which is needed by the organisation, since it is only on the basis of facts that business activities can be properly controlled. (Seunarine, 1983) September 2014 Compiled by HEB Solutions

September 2014 Compiled by HEB Solutions

What goes on in the office? Receiving and opening mail and passing it on to the attention of the right persons. Collecting information about sales, markets, products available, etc. Reception and managing visitors, drafting and typing letter, reports, filing, research, sending s, answering phones, etc. Maintaining proper records of monetary transactions and complying with the law Receiving and paying out money in various forms. September 2014 Compiled by HEB Solutions

20 minutes Go here! Study this page, work in pairs to complete the TO DO Task in 20 minutes e+structure 1.2 Organisation of office activities Working together for a common goal September 2014 Compiled by HEB Solutions

1.2 Organisation of office activities Enclosed/cellular office: consist of small individual rooms occupied by one or two people Open-plan offices: consist of a large open room with no dividing walls or partitions September 2014 Compiled by HEB Solutions

Enclosed offices Advantages They offer privacy and protection from disturbance by other workers or machinery Disadvantages They are more costly to build and less easy to rearrange than open- plan offices Rooms in the centre of the building may not have access to natural light, and it is difficult to supervise workers at all times when they are in enclosed offices September 2014 Compiled by HEB Solutions

Open-plan offices Advantages They are simplier to build and to rearrange than enclosed offices. All areas can receive natural light, and it is easier to supervise all workers at the same time than it is when they work in enclosed offices. Communication between sections is quicker, and flow of work can be speeded up. They are generally cheaper to maintain. September 2014 Compiled by HEB Solutions

Open-plan offices Disadvantages Lack of privacy for confidential discussions, and workers may be disturbed by the noise from machines or from other workers. Open-planned offices can encourage idle chatter between employees. Security can also be affected because lockable doors are limited. The atmosphere can be impersonal and senior executives particularly tend to prefer their own offices. September 2014 Compiled by HEB Solutions

Additional Material/Activity 1. Read, study and make personal notes from this site: m/Unit+1.1+Role+and+functi on+of+the+office m/Unit+1.1+Role+and+functi on+of+the+office 2. Watch these videos ch?v=3DM3PsJ2F7E ch?v=3DM3PsJ2F7E ch?v=10gg2uwLIqM ch?v=10gg2uwLIqM Read and summarize the following article: om/ /primary- functions-of-an-office.html om/ /primary- functions-of-an-office.html Submit summary by Sept 12, 2014 to September 2014 Compiled by HEB Solutions

Activity 1. Find two (2) examples each to represent closed and open planned offices. 2. Identify two (2) local businesses or organisations which uses each type of office plan. 3. As a new clerical office junior which type of office plan do you prefer? Give five (5) reasons why you chose this option. your responses to By Sept 12, 2014 September 2014 Compiled by HEB Solutions

The Organizational Structure Reference material: See class text rganizational+charts rganizational+charts These may be formal or informal! They fall into three (3) main groups – 1) line, 2) staff and 3) functional. September 2014 Compiled by HEB Solutions

September 2014 Compiled by HEB Solutions

What is an organizational chart? It’s a pictorial representation of the structure of the organisation as seen in the slide above. What is the organizational structure for this class, the department, the school, the Ministry of Education? September 2014 Compiled by HEB Solutions

Organizational charts (Seunarine 1983) They make managers think clearly about the best form of organisation. They define authority and help in drawing up job specifications They provide a visual aid for all concerned. They give a clear idea of responsibility. They prevent passing the buck from one department to the next. They may be presented vertically, horizontally or in circular method. September 2014 Compiled by HEB Solutions

Demerits of the organizational chart They create dissatisfaction among those who think their status is too low. It represent the organization as managers think it is or would like it to be and not as it actually is. Often become dated unless reviewed often. September 2014 Compiled by HEB Solutions

Rules for making an Org Chart All boxes should be the same size Positions on the same level of seniority should be on the same level. Items should be fully labeled and dated. Direct lines of responsibility should be shown with a continuous line – relationship and contact between departments can be shown with broken lines Charts should be neatly prepared. Sometimes it is difficult to have the whole org on a single chart e.g. Multinational corporations like Proctor and Gamble September 2014 Compiled by HEB Solutions

OFFICE ACTIVITIES ???SPECIALIZATIONS??? Accountant/Chief Financial Officer (CFO) Company Secretary (Lawyer) General Manager/Chief Executive Officer (CEO) Purchasing Manager Factory/Production Manager Sales Manager Now name at least ten (10) other types of managers September 2014 Compiled by HEB Solutions

Due by to at midnight on September 15, 1.Describe the function of the office. 2 Marks 2.Draw up a simple organizational chart of the SJPP. 5 Marks 3.Identify 10 different types of office careers and explain what training and qualifications are required for each. 10 marks 4.Identify the rules to be observed when constructing an organizational chart. 8 Marks 5.Explain the importance of organizational charts to the modern office. 5 Marks 6.Chose three types of organizational structures and fully explain two of them. 5 Marks Total of 35 Marks

You can seek clarity for anything covered that you need further explanation on…. September 2014 Compiled by HEB Solutions

1.3 Centralization and Decentralizations Centralization and decentralization can relate to the organisation itself and how it makes decisions, to the functions carried out within the business or to services within the organisation. September 2014 Compiled by HEB Solutions

CentralizationCentralization All expensive and specialized machinery and equipment is gathered in one place. For example, computing, filing, mail-handling, reprographics, typing and word- processing This is the opposite of centralization. Machinery and equipment are sited as near as possible to the department or person which may need to use them. This is the opposite of centralization. Machinery and equipment are sited as near as possible to the department or person which may need to use them. DecentralizationDecentralization September 2014 Compiled by HEB Solutions

…Virtually all major decisions are made at head office or at central headquarters. In some instances, the head office may carry out the key functions of finance, marketing and purchasing. For example, retail firms Managers and staff at individual branches receive information and instructions from head office about virtually everything. Any difficult or unusual problems must be reported to head office. In a centralized organisation… September 2014 Compiled by HEB Solutions

Merit All branches operates the same way NB franchise businesses operates with this similarity All branches operates the same way NB franchise businesses operates with this similarity They may be inflexible and unable to respond quickly to a situation or take into account the local needs and differences Managers and staff often feel they have little influence over the operations and feel left out They may be inflexible and unable to respond quickly to a situation or take into account the local needs and differences Managers and staff often feel they have little influence over the operations and feel left out Demerit ks/accounting-for-managers/s using-decentralized-organizati.html September 2014 Compiled by HEB Solutions

Decentralization Gives more responsibility and individual freedom to managers and staff Allows branch managers to hire their own staff and make important decisions related to customer service. Gives more responsibility and individual freedom to managers and staff Allows branch managers to hire their own staff and make important decisions related to customer service. September 2014 Compiled by HEB Solutions

Dictatorships Military Government Television Typical corporations – General Motors and Microsoft The internet Apple Inc Alcoholics Anonymous Terrorist cells Johnson & Johnson September 2014 Compiled by HEB Solutions

Centralized services include Reprographics and printing Filing and retrieval Mail September 2014 Compiled by HEB Solutions

However! Most departments tend to manage their own Faxing Routine copying administration decentralized-organizational-structure-2785.html September 2014 Compiled by HEB Solutions

You can seek clarity for anything covered that you need further explanation on…. September 2014 Compiled by HEB Solutions

1.4 Office Equipment and Machinery These are labour saving devices to reduce error and improve efficiency in the office. September 2014 Compiled by HEB Solutions

Office equipment and machinery Reprographics machines Photocopier Shredder Computer (PC) Laptop Tablet Scanner Printer Dictation machine Laminating machine Label maker Binding machine Franking machine Telephones Closed Circuit TV’s September 2014 Compiled by HEB Solutions

Features of The Modern Copy Machines Single and multi-feed facilities Copies can be made of different paper weights from 65gsm to 130gsm Various size paper trays A maximum of 999 copies can be made at a time Copy density can be adjusted Collating bin can be installed Prints on both sides, etc September 2014 Compiled by HEB Solutions

HOMEWORK Class text (new edition) Pg 24 #10-23 September 2014 Compiled by HEB Solutions

Do you know what is meant by each of the following? Modem Networks/networking Internet Intranet Slide projectors Multimedia projectors TASK! – Write a brief definition for each of the above in five (5) minutes. Modem Networks/networking Internet Intranet Slide projectors Multimedia projectors TASK! – Write a brief definition for each of the above in five (5) minutes. September 2014 Compiled by HEB Solutions

You can seek clarity for anything covered that you need further explanation on…. September 2014 Compiled by HEB Solutions

September 2014 Compiled by HEB Solutions

1.5 Office Careers & Human Relations The meaning of CAREER An occupation undertaken for a significant period of a person’s life and with opportunities for progress To move swiftly and in an uncontrolled way in a specified direction The meaning of HUMAN RELATIONS Relations with or between people, particularly the treatment of people in a professional context September 2014 Compiled by HEB Solutions

New employees to a firm are given some form of induction to the organisation. It is intended to make them familiar with his or her role as quickly as possible. Such inductions will introduce new competencies. They will be learning new skills and knowledge will can be carried throughout their careers. September 2014 Compiled by HEB Solutions

YOUR ATTITUDE AND YOUR CAREER Your attitude is your outlook on life All office workers need the right attitude for the work they do Regardless of the post you hold you have to interact with co-workers, supervisors, and the public. September 2014 Compiled by HEB Solutions

YOUR ATTITUDE AND YOUR CAREER Your attitude, action, appearance and manner of speaking have important bearings on your interaction with other. Watch this presentation and make good notes.presentation September 2014 Compiled by HEB Solutions

Human Relations Human relations refers to interpersonal relationships/interaction (How well people get along with each other). Reasons for good human relations: Improved productivity Improved working environment (pleasant) September 2014 Compiled by HEB Solutions

Human relations helps with: Interacting with supervisors Interacting with co-workers Being a team member Not gossiping Be appreciative Accept responsibility Meeting the public September 2014 Compiled by HEB Solutions

Goodwill activities promoted by employers Group outings Family open day Sports and health and fitness centres Dances and other similar social gatherings Carnival bands, dinners and luncheons, etc September 2014 Compiled by HEB Solutions

A Professional Attitude Includes: Looking for good qualities in others Being courteous, even when others may be discourteous Trying to recognize and understand other points of views Being prompt, reliable and dependable Having a friendly but not over-familiar attitude Taking care over dress and personal appearance September 2014 Compiled by HEB Solutions

September 2014 Compiled by HEB Solutions

Office Careers Office careers differ from organisation to organisation. Each office has a slightly different function to perform and its own procedures for doing things. They can be broken down by specialty and by seniority and responsibility of the post. Watch this presentation as a guide to what you will need to do in planning your career.presentation September 2014 Compiled by HEB Solutions

Office careers include but are not limited to Receptionist Cashiers Sales persons Secretaries Clerk typist Accounts clerk Managers September 2014 Compiled by HEB Solutions

Task 1: If you have any type of work experience go to the class blog and briefly share you experience with your peers. Task 2: Class text (new edition) Homework Pg 24 #24-36 September 2014 Compiled by HEB Solutions

1.6 Health and Safety Accident prevention is the responsibility of management and this responsibility is often delegated to the human resources department. September 2014 Compiled by HEB Solutions

Health and Safety Cont’d Firms are required to comply with the Health and Safety Act 1974 which stipulates that the employers are to ensure, so far as reasonably practicable, the health, safety and welfare at work for all employees. (Specific details are outlined in the Act) September 2014 Compiled by HEB Solutions

Safety Legislation In Barbados the Factories Act 1984 deals with health and safety in the workplace. September 2014 Compiled by HEB Solutions

Under the act, the employer is required to provide: A safe and healthy working environment Safe equipment (including efficient maintenance) Safe systems of work Safe methods of handling, storing and transporting goods Training in safety practices Supervision Consultation for promoting health and safety September 2014 Compiled by HEB Solutions

Clean premises Adequate working spaces (minimum:8.5 cubic meters per person) Reasonable temperature (at least 16 0 C after first hour of working is normally necessary) Suitable and sufficient lightening and ventilation Adequate toilets, drinking water, washing and drying facilities and accommodation for clothing Under the act, the employer is required to provide: September 2014 Compiled by HEB Solutions

Under the act, the employer is required to provide: Meal room facilities Guarding of dangerous machinery First aid facilities Suitable seating and rest rooms Reporting of accidents September 2014 Compiled by HEB Solutions

The employer must also protect visitors to the business: Take reasonable care for the health and safety of themselves and of other persons who may be affected by their acts or omissions at work Follow safety practices Cooperate with their employer in promoting and maintaining health and safety Refrain from interfering with or misusing anything provided for health and safety of themselves or others September 2014 Compiled by HEB Solutions

Safe working practices Plan the layout of the office to reduce the danger of accidents Place furniture and equipment in safe positions Ensure that corridors, stairs, etc, are safe and free from combustible storage materials and other obstructions September 2014 Compiled by HEB Solutions

Safe working practices Cont’d Load and position filing cabinets safely Use a step-ladder when reaching files or other objects in a high position Make suitable arrangements for heating water and preparing hot drinks, preferably away from the workstation September 2014 Compiled by HEB Solutions

General hazards to look out for Overcrowding Unsuitable siting of furniture and equipment Trailing telephone or electric cords Filing cabinet drawers obstructing passage Protruding sharp corners of furniture and equipment Worn or missing stair treads Missing or damaged handrail on stairs September 2014 Compiled by HEB Solutions

General hazards to look out for Cont’d Slippery floors Parcels, luggage, furniture, etc, obstructing passages Cabinets toppling over because of heavy top drawer Open drawer obstructing passage Standing on a swivel chair Boiling water and pouring out hot water in a confined space September 2014 Compiled by HEB Solutions

Using Equipment Read and comply with operating instructions Switch off machinery and remove plugs when not in use Know how to stop electric supply in an emergency Avoid having a trailing flex from a socket to a machine Arrange regular care and maintenance of equipment. If a machine does not work properly, do not tamper with electrical parts – call an expert September 2014 Compiled by HEB Solutions

Using Equipment Cont’d Report faulty or damaged equipment without delay Check that dangerous parts of machinery are fitted with guards, especially paper-cutting machines Place equipment securely on desks and tables Use a trolley to move heavy machines and equipment, but do not attempt to lift very heavy weight. When lifting heavy loads from the floor, there is less strain if you bend your knees and keep your back straight Report accidents promptly on an accident report for September 2014 Compiled by HEB Solutions

Sample Accident Report form Accident Report Accident Report September 2014 Compiled by HEB Solutions

General hazards to look out for when using equipment Meddling with equipment and using it without proper training and supervision Broken switches Worn or dangerous appliances Trailing flex Loose and damaged connections Unearth equipment September 2014 Compiled by HEB Solutions

General hazards to look out for when using equipment Defective insulation Overloaded circuits Loose or missing safety guard Equipment falling off desk Lifting heavy weights Incomplete records for claiming damages September 2014 Compiled by HEB Solutions

Fire Precautions Keep all fire exits clear to ensure that they are immediately available for use in an emergency September 2014 Compiled by HEB Solutions

Make sure that all personnel know what to do should a fire break out, i.e. how to raise the fire alarm how to use fire fighting equipment if required Where to assemble outside the building Which is the shortest escape route to the assembly point and what other routes to use if the shortest is blocked September 2014 Compiled by HEB Solutions

When dealing with fires If clothes are on fire, wrap in a blanket, rug or similar article closely round them and lay them down on the ground to prevent flames from reaching the head. If electrical appliance are on fire, switch off the current before dealing with the fire Shut the door and if possible the windows of the room in which the fire is discovered. September 2014 Compiled by HEB Solutions

Keep Fire Doors Closed Except in situations where the Fire Department has given permission for the doors to be held open by automatic device Do not allow smoking in any part of the building where there is a risk of fire. Ensure that smokers use ashtrays and not the waste-paper bin or the floor. Make sure that bulk quantities or large cans of highly flammable correcting and cleaning fluids are locked away in a well ventilated store room or metal cabinet when not in use September 2014 Compiled by HEB Solutions

Keep Fire Doors Closed Insist upon combustible material such as paper and envelopes being placed in waste bins and that they are removed regularly for disposal. Ensure regular maintenance and checking of fire alarms and fire extinguishers Arrange regular fir drills for all personnel A member of staff should be trained as a fire warden September 2014 Compiled by HEB Solutions

Fire Hazards to look out for Obstruction of fire exits Inadequate or missing fire fighting/evacuation notices Damaged fire-fighting equipment Fire doors locked or propped open Use of wicker waste-paper baskets as ashtrays An open can of cleaning fluid left around the office A quantity of waste paper piled up in the corner of an office Fire alarm/fire-fighting equipment not working when required Delay and uncertainty when required to evacuate the building September 2014 Compiled by HEB Solutions

You can seek clarity for anything covered that you need further explanation on…. September 2014 Compiled by HEB Solutions

Important Warning Signs Examples of abstract IEC (Int’l Electrotechnical Commission) and ISO (Int’l Organisation for Standardisation) safety symbols (hot surface, laser, radiation). September 2014 Compiled by HEB Solutions

Examples of ISO 3864 safety signs (rotating gear hazard, wear safety gloves, do not touch). September 2014 Compiled by HEB Solutions

Task 1: Health and Safety Research and select 10 warning signs found in industry and briefly state what these sign warn against. 10 marks September 2014 Compiled by HEB Solutions

You can seek clarity for anything covered that you need further explanation on…. September 2014 Compiled by HEB Solutions

September 2014 Compiled by HEB Solutions

COMMUNICATION What do you understand by the word communication? September 2014 Compiled by HEB Solutions

1.1 Importance/Principles of business communication Communication is the means whereby people in an organization exchange information regarding the operations of an enterprise. It is the interchange of ideas, facts and emotions by two or more persons by the use of words, letters and symbols. September 2014 Compiled by HEB Solutions

Clarity: the language used should be clear and concise, the user should bear in mind the objective of the communication. September 2014 Compiled by HEB Solutions

Attention: Should be paid by the recipient of the communication – lack of careful attention is a human failing. September 2014 Compiled by HEB Solutions

Integrity and sincerity : The more workers are told of the company and its future, the more they will respect the integrity of management and morale will be raised and harmony of working encouraged. Changes should be carefully explained at an early stage. September 2014 Compiled by HEB Solutions

Integrity and sincerity : Communication should wherever possible also be sent down the accepted line of authority, because if people are by-passed they lose status and resent the action. September 2014 Compiled by HEB Solutions

1.2 Means of Communications Choice of media – it is important to choose the most appropriate media Face to face – for interviews, meetings and conferences Oral - telephone, radio,inter-communicating systems Written – letters, books, periodicals, circular, manuals, newspapers, advertisements, reports, notices, agenda, suggestions schemes September 2014 Compiled by HEB Solutions

OTHER FORMS OF COMMUNICATING Non-verbal – body language Electronic – Computers, , faxes Graphical – chart and graphs Pictorial – photographs and drawings Correct timing is also essential and the use of the right language is vital. (DISCUSS) September 2014 Compiled by HEB Solutions

Barriers to Effective Communication Lack of sound objective, words which are vague, imprecise, omitting necessary information Faulty organisation, such as lack of definition of responsibilities, too long chains of command and too wide span of control; Too many assumptions made by a receiver, who may be too quick in evaluating the meaning because of his inability to listen carefully; September 2014 Compiled by HEB Solutions

Use of technical jargon, particularly in new specialist fields, e.g computers/different educational and social backgrounds of recipients do not aid effective understanding; September 2014 Compiled by HEB Solutions

Barriers to Effective Communication Cont’d The atmosphere or environment may not be normal, and innocent remarks may be given wrong interpretations; Lack of informal or formal opportunities is a barrier to upward communication and feeling are not made known. September 2014 Compiled by HEB Solutions

1.3 Factors Influencing Choice of Media Cost involved Urgency Size of audience Safety of contents Distance Confidentiality Convenience September 2014 Compiled by HEB Solutions

1.6 Reference Material Dictionaries Thesaurus Telephone Directories Telex Directory Post Office Guide ABC World Airways Guide ABC shipping guide Maps Official Grazette Whitaker’s Almanack Stateman Year Book Hansard September 2014 Compiled by HEB Solutions

1.5 Stationery September 2014 Compiled by HEB Solutions

SizeMillimetres A0841x1189 A1594x841 A2420x594 A3297x420 A4210x297 A5148x210 A6105x148 A774x105 A852x74 September 2014 Compiled by HEB Solutions

1.4 Types of Communication Postal communication Letters and parcels Courier services Telecommunication Telephone services Internet September 2014 Compiled by HEB Solutions

Postal Communication In an office environment this may be the task assigned to a single person (receptionist) if the business is small, or it may be done by a special group of people in the mail room of a large business. September 2014 Compiled by HEB Solutions

The Business Envelope Cave Shepherd & Co. Ltd Broad Street Bridgetown Miss Cassandra Earle Wildey House Wildey Gardens St. Michael September 2014 Compiled by HEB Solutions

Postal Communication Cont’d Postal service is usually controlled by Government Postal services and charges can be found in the Post Office Guide Service for letter can either be: 1) first class, 2) second class, then air or surface mail September 2014 Compiled by HEB Solutions

FIRST CLASS MAIL Cost more than second class mail and should be used for priority mail as it has a quicker delivery service than second class mail. September 2014 Compiled by HEB Solutions

POST CODES EXAMPLE: US1 MZ3548 LG 3WK4 These are also know as ZIP CODES, they are organised by the postal services around the world and help to sort mail for speedy delivery. September 2014 Compiled by HEB Solutions

1.5 Stationery September 2014 Compiled by HEB Solutions

QUIZZ TIME September 2014 Compiled by HEB Solutions

Write brief notes on each of the following terms as they relate to postage: Redirection Recorded Delivery Registered Post Business Reply On Service Postage Paid Posté Restante Private Box and Private Bag Express Mail September 2014 Compiled by HEB Solutions