OAD 306: OFFICE SYSTEM AND

ADMINISTRATION

TOPIC 1: ENTERPRISE – OFFICE ROLE AND FUNCTIONS

Course Objectives Describe the operations commonly carried out in

an office

List the titles of common office positions and give a brief description of the duties of each position

Describe the prime function of a nominated enterprise

Identify and describe the key functions of the office/department/key personnel within the nominated enterprise 2

Understand the importance of a procedures manual and adhering to prescribed office and organizational procedures

Identify an actual or desirable workplace practice/ procedure that assists conservation and the environment

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TYPES OF BUSINESS ORGANIZATIONS

The prime function of an organization for which it is in business:

the manufacture of specific goods or the supply of specific services

Two categories of organizations:

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Private sectorProfit-making Non-profit Public (State) sector

The Sole trader (Sole Proprietor) One person in business working for him or herself

and possibly employing others as well

Examples: lawn mowing, hairdressing, plumbing, dentistry, building, garage proprietor or take-away shops

Partnerships Two or more people combine resources in order

to carry out their business with a view to profit

Examples: doctors, lawyers, accountants and architects 5

TYPES OF BUSINESS ORGANIZATIONS

Companies A separate and legal entity from its owners

(shareholders)

Private companies Usually in the form of small business; two or

three shareholders, often a family concern

Minimum of two shareholders and a maximum of 25

Examples: local dairy, a farm, a shop

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TYPES OF BUSINESS ORGANIZATIONS

Public companies Invite the general public to invest in the

company

Have a minimum of seven shareholders and no specified maximum

Non-profit organizations Operates independently from any government

Not conventional for profit business

Examples: charitable trusts, clubs, societies and churches

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ROLES AND FUNCTIONS OF AN OFFICE

What is an office?

An office is an area of a building where people, using materials, tools and resources, perform the administrative services required to support the main functions and goals of a business.

Components of an office People

Records/data

Tools

Other resource 8

Major roles of an office

Supports the primary concern of the business

The office complements the other activities of the business Examples: ordering supplies, paying wages

Controlling role, that is, controls operations connected with budgets, stock, finance and human resource management

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ROLES AND FUNCTIONS OF AN OFFICE

Operations carried out in an office

Operating office equipment correctly

Understanding the processes involved in organizational procedures

Communicating effectively within the office and with customers and suppliers

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ROLES AND FUNCTIONS OF AN OFFICE

OPERATIONS IN AN OFFICE

Depends on:

Your position in the organization

Size and type of business of the organization

1. Operating office equipment correctly in order to:

Photocopy documents

Use a facsimile machine

Use the telephone system

Bind documents

Use the computer and Microsoft office applications

Handle, process and retrieve documents11

OPERATIONS IN AN OFFICE

2. Understanding the processes involved in organizational procedures which include:

Identifying and solving routine problems

Implementing the correct solutions

Completing forms

Making out invoices

Ordering office supplies

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OPERATIONS IN AN OFFICE

3. Communicating effectively within the office and with customers and suppliers, which requires you to:

Know the hierarchical set-up of your organization

Know who is responsible for which section of your business

Know the products and services of your organization

Use the correct method of replying to letters and internal memos

Know the correct methods of using verbal and non-verbal communication

Know how to handle difficult customers

Organize meetings and travel arrangements13

MANAGEMENT STRUCTURES AND THEIR FUNCTIONS

Top Management Consists of the chairperson, the managing

director and other directors, and general managers who specialize in areas such as finance, production and marketing

Make decisions on company goals and policies

Middle Management Consists of managers who manage other

managers and supervisors

Develop departmental goals and policies in line with organizational goals

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Operating Management

Consists of managers and supervisors

Put management’s plan into action

Are the link between higher levels of management and office workers

Departmental Operations

Controlled by the managers of each department

Core functions for the organization is carried out at this level 15

MANAGEMENT STRUCTURES AND THEIR FUNCTIONS

TITLES AND DUTIES OF OFFICE POSITIONS

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Refer to the additional notes document

ORGANIZATIONAL POLICIES AND PROCEDURES

Organizational policies

decisions made by management on what operations need to be done,

and why they need to be done,

in order to fulfill the functions and goals of the business.

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Organizational procedures are how these operations are performed by the people who have to do them.

The office manager or supervisor should ensure that everyone has access to an office procedures manual so that all personnel comply with all the procedures.

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ORGANIZATIONAL POLICIES AND PROCEDURES

ORGANIZATIONAL POLICIES AND PROCEDURES

Advantages of well-planned and organized procedures:

Simplicity of operation of tasks

Use of minimum supervision

Utilization of specialist staff and equipment

Avoidance of non-essential steps

Less duplication of work

Less need for checking work

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The allocation of work according to ability and essential experience

The need for fewer rules

Reduction in paperwork

Better supervision and updating

Improved quality and uniformity of work and documentation

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ORGANIZATIONAL POLICIES AND PROCEDURES

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ORGANIZATIONAL POLICIES AND PROCEDURES

Organizations lacking a well-planned procedures manual will create a ‘bottleneck’ or barrier which will create problems such as:

Stress, frustration and exhaustionImpatience with customersLow job satisfactionHigh staff turnover

Breakdown of machinery or mistakes resulting from human error

Inability to meet deadlinesMissed contractsLate ordersLoss of continuing businessFailure to keep track of debtors

Losing customers leading to reduction in business and profits

An office procedures manual outlines clearly and simply:

The organizational chart of the business and who is responsible for which department or area of specialization

Who is responsible for which operation and how this should be carried out

The format and layout to be used for all written documents

The telephone protocol to be used by everyone

The steps to be taken in case of accident or fire22

ORGANIZATIONAL POLICIES AND PROCEDURES

How the filing system operates

The rules for the use of office equipment

Any other relevant procedural information

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ORGANIZATIONAL POLICIES AND PROCEDURES

CONSERVATION OF THE ENVIRONMENT

Switch off light and power when it is not required

Recycle paper:

Reuse envelopes

Use internal envelopes which can be readdressed up to 40 times

Place used or damaged paper in the recycle bin

Reuse manila folders from dead files in the filing system

Cut paper from dead files into squares and use these for taking notes

Take your own cup to work avoid using plastic cups which are not biodegradable 24