INTRODUCTION TO ADMINISTRATIVE OFFICE MANAGEMENT To cite, in Pinoy Big Brother, they always had two groups and they

competed with each other. Each member of the group had to count
The new trend in today's businesses is to increase productivity on with each other to hold on to their goal of winning. If one
while decreasing costs, so many companies are reducing their staff. member will not hold on to the goal of winning, surely the group
One worker now does the work of many as middle management is would lose the game.
shrinking. With the continuous change in technology, employees
are required to gain new skills to keep abreast of the changes. To make teamwork happens, these powerful actions must occur:
Today's workers need communication skills such as oral, written
and technological. Today, business and industry leaders are looking In a team, Trust is important. If you cannot trust someone,
for specific skills in entry level employees. Thus, the schools in you will not count on him. You trust someone if you know his
particular, need input from the workplace in order to develop character "There is no substitute for Character. You can buy brains,
articulation, agreements with business and industry and to establish but you cannot buy character - a Robert Cook.
curricula designed to crease a skilled workforce. According to the Competence is necessary too. If you have to go into
survey conducted, there are three main- skills needed in business surgery because of life-threatening illness, would you be happier to
and these are teamwork, flexibility and communication. have a good surgeon who is a bad person or a good person?
Competence matters. And if the person is going to be on the
TEAMWORK. Why is Teamwork Important in the Workplace? same team, you want both competence and character (without
competence one person can put the entire team to Jeopardy).
Fostering teamwork is creating a work culture which values It is your duty to accomplish tasks assigned to you promptly
collaboration. In a teamwork environment, people understand and and punctually, in fairness to others who might have to rely on your
believe that thinking, planning, deciding and actions are better when accomplishment of suck tasks for the conduct of their own job.
done cooperatively. People recognize, and even assimilate, the Don't think about yourself alone. You are part of a great game plan
belief that none of us is as good as all of us. and you will win with all the rest only if you do your part.
It's hard to find workplaces that exemplify teamwork.
Organizations are working on valuing, diverse people, ideas, Commitment. Teams succeed or fall based on teammates
backgrounds and experiences. We have miles to go before valuing commitment to one another.
teams and teamwork will be the norm.
According to Gault on the Law of Countability, "teammates, Teams succeed or fail based on the commitment of team members
must be able to count each other when it counts". "We don't work with each other. If a good team player "breaks a leg" the others
for each other; we work with each other." carry him to the top of the mountain. Many times, it is not about

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being the first one to be at the top of the mountain but that the works, Flexibility should be mutually beneficial to both the employer
whole team makes it to the top of the mountain. and employee and result in superior outcomes.
Never pass the buck. If something is to be done, it is your Types of Flexibility
duty to do it. Not to fulfill them constitutes a betrayal of trust. Do you 1. Formal Flexibility - the policies are "officially approved by
do your job well? Even without supervision, or oven when nobody is human resources, policies as well as any official policies that give
watching you? Supervisor's discretion to provide flexibility"
Consistency. If you want your teammates to have 2. Informal Flexibility - refers to policies that are not official and
confidence you, they should know that they can count on you day in not written down, but are still available to some employees, even on
and day out. Be a good example (It keeps the flow of teamwork) a discretionary basis.
Consistency in a team is a key component. It keeps the flow
of teamwork and reduces the need for other players to add to their Advantages of Work Flexibility Managers should love flexibility
workload if everyone stays consistent. Your consistency great because:
confidence in your teammates. 1. It reduces absenteeism, overtime, sick leave and tardiness.
Cohesion. It is the ability to hold together no matter how 2. It reduces Stress
difficult the circumstances get. Without cohesion people are not 3. It improves performance, quality, productivity and
really a team because they are not pulling together. They are satisfaction.
merely a group of individuals working for the same organization. 4. Increases commitment and job engagement.
It is the glue which holds a team together. It is the journey to 5. Curbs turnover.
a worthwhile common goal that gives a team its identity and
provides a foundation on which a team stands on. Maxwell However, workplace flexibility often is seen as a job accommodation
describes it as "a pride in the ability of your group to function at a or ari exception to the rule. Managers may fear of the following:
higher level than possible for the individual. The unit doesn't shine ● If let one person have a flexible schedule, everyone will
because you're a member, you shine because you're good enough want one.
to be a member. Managers whose entire staff works flexibly say it has made
them better managers because it allows goals to be set
WORKPLACE FLEXIBILITY together, it allows all employees to know what they have to
Flexibility is about an employee and an employer making do and their deadlines, and it shows a sign of trust proof of
changes to when, where and how a person will work to better meet whether it works is in the results.
individual and business needs. Flexibility enables both Individual ● Someone not working on a traditional schedule is not as
and business needs to be met through making changes to the time productive.
(when), location (where) and manner (how) in which an employee Make sure the work is measurable and focus on the results.

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 ● You cannot hate an effective team if employees are not ● Let staff know you are open to considering flexible work
working in the same place at the same time. arrangements and will approve them as long as business
Just because an employee is at his or her workstation needs can be met.
doesn't mean that person is being productive. ● Model behavior that says its OK to have a life.
● If I allow flexible work hours for one employee, it won't be ● Trust that employees will get the job done and demonstrate
fair to the others. that trust
● Offer information about the company's resources and
"Equality has a new definition, and that is how can we make encourage their use.
your lives more livable and still get the work done?"
ADMINISTRATIVE OFFICE MANAGEMENT (AOM)
The 21st century workforce is diverse. Employees have ● It is a profession involving the design, implementation,
different needs at different times of their lives, and one evaluation, and maintenance of the process of work within
solution will not work for every employee. an office or organization, in order to maintain and improve
efficiency and productivity
Flexibility can take many forms: flextime, job sharing, ● It practices different virtues and accomplishments of
telecommuting, part-time work options, compressed different chores and works in the office within a given time.
workweeks, daily or informal/flexibility, phasing in or out of (Wiki.com)
job and seasonal work.
Difference of Today's AOM from the Past
Flexibility can be done by trying the following suggestions of Kathy ● Enterprise-wide systems allow an organization to integrate
Gurchiek, an associate editor of HR News: a diverse array of functions which can provide a powerful
● Seek out and listen to employees ideas about how to get the tool for managerial decision-making and control.
work done. ● Enterprise Resource Planning is company-wide computer
● Consider how a business decision will affect an employee's software-base system used to manage and coordinate all
life. resources, information and functions of a business from
● Take time to anticipate work/life issues that may present a shared data store.
conflict.
● Make an exception in a normal work practice so an The Most Significant Thrust in AOM
employee can handle a personal issue. ● Information Management (IM) - it entails organizing,
retrieving acquiring and maintaining information closely
related to data management.

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 ● Knowledge Management (KM) - involves managing the improved timescales, turnover, output, sales, etc. They may
organization's intellectual capital, human resources and supervise or manage a team of administrators, allocating roles,
strategic relationships. Comprises range of practices used in recruiting and training and issuing assignments and projects. As
an organization to identify, create, represent, distribute and such the role is varied, often including responsibilities across a
adoption of insights and experiences. Components of KM diverse range of functions such as:
are people, process, technology and structure. ● Custom Service
● Report Writing
Objectives of Administrative Office Management ● Budget Management
1. To ensure that relevant are designed to minimize ● Database Management Systems Analysis
productivity; ● Process Mapping Purchasing
2. To provide effective information; organizational activities ● Book Keeping
and unit individual management of the organization's ● Human Resources Recruitment
3. To maintain reasonable quantity and quality standards, ● Accounting Sales and Marketing
4. To develop effective work process and procedures; ● Records Management
5. To provide a satisfactory physical and mental working ● Form/Template Design Website Maintenance
environment for the organization's employees; ● Project Management Management Consultancy
6. To help the define duties and responsibilities of ● Facilities Management
employees assigned within the AOM function area: ● Space Management
7. To develop satisfactory lines of communication among the ● Risk Management
employees within the AOM function area and between these ● Payroll
employees in other areas within the organization:
8. To help employees maintain a high level of work Personal competencies useful in the role are problem
effectiveness; solving skills, good decision making abilities, integrity,
9. To enhance the effectiveness of supervision of office resourcefulness, creativity, assertiveness, flexibility and the ability to
personnel; and cope with pressure.
10. To ensure the efficient and proper use of specialized
office equipment. Career in Administrative Office Management
Administrative office management is generally considered to
Main Functions of Administrative Office Management be within the middle-management level of the organizational
An office manager is responsible for monitoring and hierarchy. In some organization, especially in larger ones,
reviewing systems, usually focusing on specific outcomes such as administrative office management typically is an important

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component of the functional areas such as administrative services responsibilities of the AOM. Planning, Organizing, Staffing,
area. Directing and Controlling.

Individuals who started in low-level office office can now be ● Planning function. Is all about planning and development.
a vice president in administrative service. Such opportunities make Assessing the need for designing and implementing totally
a career in administrative office management challenging and new functions and services
rewarding. ● Organizing function. This is necessary to produce effective
Facility management is another attractive opportunity for methods and techniques when implementing changes to
those who have training and/or background on administrative office maximize organizational and individual productivity.
management. ● Staffing function. This is about the growth and experiences
Facility managers are concerned on the efficient utilization of an employee.
of workspace especially workforce expands or contracts. With its ● Directing function. This is all about employees to assure
increasing use of facility managers, administrative office managers that they comply with the policies and a procedure of their
expanded its opportunities. performance meets the expectations of the employees.
● Controlling function. This is about the quality and quantity
of the work. This is where we take corrective actions
whenever necessary. This also motivates employees to be
cost conscious.

Qualifications
Considering the diversity of functions, someone holding and
administrative office manager position is expected to have many
talents. Some of the competencies which he or she is expected to
Hierarchical Structure of Administrative Office Management posses are:
● Thorough understanding of various business management
Responsibilities of AOM fundamentals Leadership
Responsibilities have several important job and has basic ● Educational requirements Traits such as: integrity,
management functions especially for the Administrative Office intelligent, energy
Manager. The Five functions of management are ● Able to write the formal reports on finances and planning
● Assertivity
● Flexibility

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 ● Accuracy The ELEGANT GARMENT CORP. Garment described that
● Ability to cope with pressure the Administrative Manager exercises the overall management of
human resources development. It develops the company's manual
The Administrative Assistant Functions in coordination with the top management on employees' benefits
The Administrative Assistant may be responsible for disciplines and other limitations. It provides comprehensive
compiling or even composing some parts of a formal report. The recruitment system training program and standards and proper
smaller the company, the more likely that an administrative maintenance of 201 file monitors smooth administration of company
assistant may be asked to do such tasks. An administrative and statutory benefits, oversees employees discipline system and
assistant is likely to serve as a greeter and introduce speakers at implementation of the Code of Conduct, coordinates medical,
formal functions. dental, canteen, maintenance, security, housekeeping and
administrative services.
Some companies also like to "grow their own" managers by
extending such responsibilities to entry-level personnel, However, The FREIGHT LINK FORWARDER. Forwarding
encouraging them to accept the challenge. A.C Cortes, Mandaue City, cites that Administration Officer handles
primarily administrative functions such as renewal of various
Manager's Duties and Responsibilities Differ from one Office to government licenses. Prepares monthly and quarterly reports on
Another Office SSS, Philhealth, Pag-ibig and BIR. Performs other multi-task on the
Duties and responsibilities for managers differ according to operation such as preparation of related documents on the track of
the position within an executives in the different companies as shipment arrivals. Provides monthly report to management on sales
shared by some of the big companies here in the Philippines. and expenditures and generate semi-monthly payroll to employees.

JULIES BAKESHOP. Bakeshop (1) Bakeries) Sun Valley As shared by the KH CEBU CORP. Garment Manufacturing
Subdivision, Cebu City reported that Operation/Administrative stated that their Operation/Administrative Supervisor facilitates the
Manager exercises the overall operation of 11 bakeries. overall operations of human resource department such as
Coordinates Product Consultant regarding product quality. Ensures recruitment and industrial relations. It handles cases relative to
smooth administration of the bakery in coordination with the Branch labor in coordination with retained lawyer, oversees employees
supervisors, performs the overall personnel functions such as needs on dental and medical, ensures order and safety through
employees discipline, recruitment and other employee's services, frequent communication with the head guard, conducts employee's
initiates promotional activities that enhance higher sales, finds other orientations for newly hired employees, studies and proposes
potential location for new opening policies that will promote mutual benefit of the company and
employees. While their Production Supervisor ensures the

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completion of the production schedule and meets the target sales
and output. It coordinates with the Production Manager on the
improvement of the department system and procedures, works with
the Personnel Office in looking the job morale to the workers, Chapter 2
ensures the quality of production items meets the standard THE WORKPLACE
specification, initiates the technical training of the newly hired
employees. WORKPLACE
` Workplace is a place such as an office or factory, where
In addition, the UNION AGGREGATES CORP. Sand and people are employed. It is also the place where one is employed or
Gravel Production, Personnel Administrative Officer handles the customarily does one's work, ones office, laboratory, etc
acquisition of human resources such as recruitment and screening
of applicants. It facilitates industrial relations like employee's The Five Forces shaping the future of the workplace landscape
motivation and discipline coordinates with retained lawyer on cases We work from trains and airports, on tablets and
relative to labor, oversees medical, dental needs of employees smartphones - but it work culture doesn't catch up, organizations
handles timekeeping of employees prepares K3 quarterly collection will suffer.
list and other SSS transactions, facilitates Community Relation You'd have to have been living under a rock not to recognize
projects and activities, prepares performance evaluation sheet of that the future of work is changing. But we have been engaging in
employees, performs other administrative functions such as Royalty this discourse now for more than a decade - why isn't the future
negotiations and procurement of company's clearance to various here yet, and when will the workplace landscape feel settled?
government agencies.
We are in a period of near perpetual change, driven by five
primary forces. So long as these forces are factors in our lives, they
will continue to shape the way we work To tap into the power of the
workplace and build a truly 21" century company, organizations
need to be looking at how experiences and expectations of the five
forces are changing. A daunting prospect no doubt, but the price of
inaction is starker still when you look at the forces at play.
1. Place
When we think of work it's important to recognize
that it's not just the place we go, it's also a thing we do. Our
workplace is more varied than it has ever been. We're not

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only working in offices, but trains, airport lounges, serviced of Japan's subway pushers to appreciate that London's
offices, client sites and of course our homes. Very few commute is certainly not among the world's worst. par
organizations have mastered the mobile workforce quite yet.
Alongside where we work, the rigidity of physical space in Nonetheless, the commute takes its toll. Research part-
the office is becoming an issue. Office environments that funded by Hewlett Packard in 2004 found that the stress
have too many fixed spaces. Such as cellular offices and levels of an average commuter are equal to those of a
formal meeting rooms, are likely to restrict creativity. People fighter pilot or riot police officer. Anyone can tell that this isn't
crave social areas that get them bumping into each other healthy, but it also has a negative impact on the bottom line.
and sparking innovation. Spaces that are more organic and The average UK commute is between 45-60 minutes, which
fluid will always yield better creativity, productivity and at the wastes time, energy and productivity. By offering staff
end of the day, efficiency. When looking at designing new flexibility in working hours or work location, we can ensure
office space, consider modern art as your guide - try to we are not only supporting the well-being of our employees,
move from Mondrian to Miro. but also their performance.
2. People 4. Technology
The statistics about employee engagement make for Technology tools that offer up greater mobility will
grim reading. Worldwide, more than two-thirds of employees continue to be a catalyst for changing the way we work, but
feel disengaged at work and it is costing the economy alone business leaders aren't keeping up with the tools and
billions. Dan Pink's work on what drives us shows quite technologies we use at home.
clearly that engagement is about more than a pay-cheque - You only need to consider the multitude of tablets
its about how we stimulate and reward employees in other and smartphones on the commute to realize that any out-of-
ways. Flexibility in the way people work is often cited as the date technology will quickly have employees banging their
biggest non-remuneration benefit possible, and this is only keyboards in frustration. The move towards BYOD (bring
increasing with the millennial generation in the workforce. your own device) allows for greater flexibility of choice
The two biggest cost centres in most businesses are people around technology tools and empowers people to use the
and property, and businesses need to start linking these two tools that they feel most comfortable with. Early adopters will
pieces in a more strategic and agile way to maximize both. quickly see the benefits of this, as can be seen from
3. Transport organizations using consumer tools such as Gmail and
According to Transport for London for an instance, Hangouts in the enterprise environment with great success.
we cannot expect transport woes to abate for 30 years and 5. Culture
yet the IBM Commuter Pain Index ranks London as one of With the rise in flexible working and the blending of
the better commutes globally. You only have to view footage our home and work lives, we are going through a trust crisis

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 in the workplace. The culture of presenteeism in particular is ethics is an ever-evolving entity that can be evaluated from a
killing our companies and the notion that people need to be number of theoretical dichotomies.
seen working undermines autonomy and is supremely
demotivating. Banishing the beast of presenteeism and Norms - (trait taken to be, typical in of a social group the behavior)
working towards an autonomous, trusting organization is the Cultural values dictate workplace ethics and encourage staff
most effective cultural attribute that will support a truly to behave in certain ways. Adhering to these corporate social norms
motivated workforce. provides a structured path for people to follow; without this
man-made construct, companies would have greater difficulty
Trust also extends to transparency and vulnerability, maintaining a socially and psychologically healthy environment.
two other key components of any healthy workplace. Mental Breaking social norms, such as eating another employees
health issues will affect one in four of us, and yet less than refrigerated food or undermining a fellow staffer's performance,
10% of city bankers say they would feel comfortable indicates overstepping very specific guidelines that mandate certain
discussing a mental health issue with their boss. We can behavioral expectations within that particular workplace
banish the stigma of mental health issue by creating a more 1. Utilitarianism - (actions are right if they are useful or for
open and trusting culture, and in doing so, develop a the benefit of majority)
healthier and more engaged workforce. In its raw form, utilitarianism might seem to uphold
everyone's best interest, but in reality it benefits a greater
The future of the workplace number of workers while compelling the rest to adapt to
The real challenge in realizing the promise of the modern majority rule. Since it is highly unlikely to appease everyone
workplace is that all these forces are deeply interwoven. Sometimes in any given workplace, the utility theory serves to satisfy
businesses may feel that they have to respond to everything at needs of the many over the few, and may even be construed
once, and they may be right when we try to counter one force, the as a form of Darwin's survival of the fittest.
others become all the more apparent. Crafting and managing the 2. Deontology - (the study of the nature of duty and
workplace of the future requires a strategy, not just reactionary obligation.)
thinking. It may be a long road, but organizations that fail to start on The intrinsic value of good will behavior that is not
this journey will quickly get left behind as the forces rumble on. dependent upon an outcome to justify its occurrence - is the
basis of deontological theory. This Kantian perspective
ETHICAL THEORIES AND BEHAVIOR IN THE WORKPLACE applies to workplace ethics by highlighting mans need to
To live within a given society is to conform to the ethical reap a perceived value for doing what's considered a social
components dictated by its governing culture. This same philosophy and moral obligation. For example, an employee helps a
applies to the organizational environment, whereby workplace

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 coworker reach an important deadline without expecting action to stop unethical business practices shows the rest of the
recognition for his efforts. workforce that ethics do matter. Compliance not only keeps the
business legal - it is also promotes sustainable business by proving
3. Egoism - (decision making Self interest & guided by value to stakeholders. an investor
entirely)
In stark contrast to deontology, egoism gives people Stakeholder Level - (an employee, investor, customer, who is
permission to consider only what benefits their personal involved in or buys from a business and has interest its customer)
needs. This theory can create a hotbed of contempt in the At the stakeholder level, ethical work practices extend to
workplace due to its lack of social responsibility - being customers, vendors, stockholders and the communities in which the
aware of the impact your actions have upon the workplace company operates. What the stakeholders see, the public sees -
as a whole. Ethical egoists believe that no reasoning can and companies seen by the general public as being unethical can
overrule what is otherwise the moral and righteous actions lose customers and market share. Brand name integrity builds
all human beings are expected to uphold. brand name value. Employees within the company can build
positive relationships with people outside the company by
A lack of workplace ethics affects employee morale and interacting with them and transacting business ethically and
motivation, if you don't trust your colleagues or managers, it's hard responsibly. When stakeholders gain a sense of trust in the
to want to do a good job. But employees aren't the only ones company, customers keep company back
affected by poor ethics. Workplace ethics can make or break
companies because news media and the general public are quick to Employee Level
shine a light on companies whose business or community dealings At the employee level, ethical work practices build a positive
are unethical. That kind of publicity can steer customers away, if environment founded on trust. Distrust in the workplace causes
laws are broken, fines dig even further into profits. Ethics matter at stress. Energy that should be applied to work is applied to coping
the compliance level, the stakeholder level and the employee level. with anxiety, instead. You work better when you can trust that your
colleagues will work with you ethically. Your company also works
Compliance Level better when ethical values drive all of its work. Employees, not brick
At the compliance level, ethical work practices help the and mortar, establish a company's brand image.
company to stay within the law. Working against compliance laws
can cost you your job, and can cost your company money if fines Ethics Policies
are incurred. Company leaders must make sure employees adhere Ethics policies guide employees to do the right thing at each
to the principles defined by its ethics program. Employees found to level. Not every employee has the same expectations about how
work against these principles must be held accountable. Taking work gets done. Written policies clarify the company's expectations

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and get everyone moving it the same direction. Ideally, procedures In the UK, the Health & Safety Executive (HSE) has issued
or guidelines are also available to help answer specific questions, if a guide entitled Tackling Stress: The Management Standards
you're in purchasing, for example, guidelines and rules should be Approach (2005) which outlines six key areas of the workplace that
available to help you understand what transactions are okay should be monitored in order to assess levels of stress.
between you and vendors - such as whether you should accept
gifts. These key areas are:
1. Demands - including such issues as workload, work
ANGER, STRESS AND TIME MANAGEMENT IN THE patterns and work environment.
WORKPLACE 2. Control - How much say the person has in the way they do
In many countries, employers have a legal responsibility to their work.
recognize and deal with stress in the workplace so that employees 3. Support includes the encouragement, sponsorship and
do not become physically or mentally ill. resources provided by the organization, line management
It is important to tackle the causes of stress in the workplace and colleagues.
as stress at work can lead to problems for the individual, working 4. Relationships - includes promoting positive working to
relationships and the overall working environment. These issues avoid conflict and dealing with unacceptable behavior.
may include lowered self-esteem and poor concentration skills for 5. Role - whether people understand their role within the
the employee. The employer may suffer from increasing customer organization and whether the organization ensures that the
complaints, staff turnover and days lost to sickness. person does not have conflicting roles.
Managing stress in the workplace is therefore an essential 6. Change - how organizational change is managed and
part of both individual and corporate responsibility. communicated within the organization.

High Levels of Stress in the Workplace can lead to: Not All Stress is Harmful
1. Poor decision-making Stress affects people differently. Some people seem to
2. An increase in mistakes which in turn may lead to more thrive on extremely stressful lifestyles, while others struggle to cope
customer or client complaints. This in turn is likely to with everyday life.
produce more stress. Everyone has an optimum level of stress, Too little
3. Increased sickness and absence. excitement and too few challenges may lead to an extremely dull
4. High staff turnover. life, yet too much stress can lead to health problems. Nevertheless,
5. Poor employee/workplace relations. a certain amount of stress can actually prove to be good for
individuals.

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 Positive stress can act as a spur to achieve better results
than would otherwise be attained, and no one would wish to avoid
such potentially stressful but enjoyable events as the birth of a Short-Term Behaviours for Coping with Stress
child, forming new relationships or undertaking new challenges. When stressed, individuals often indulge in behaviours
which may relieve the immediate feelings of anxiety in the
Stress is also extremely useful in acting as an enabler to short-term, but which only add to their problems in the longer term.
avoid problems and dangers. It is a motivator to solve problems and
is an important warning signal that something is wrong with an For example, alcohol, drugs, smoking and/or over-eating are
individuals life, thereby allowing him or her to take some action. often used to cope with immediate problems of stress. Avoiding,
ignoring or failing to recognize underlying problems is also a
Panic Attacks common occurrence. When too many work demands are placed
In cases of extreme or continual stress, people can suffer upon someone, he or she may work harder for longer hours and
what is known as a panic attack. This is a brief but extremely attempt to keep up with an impossible schedule instead of trying to
frightening spell of severe anxiety. Lasting only a few minutes, the reduce such demands. In the long-term such behaviours will only
symptoms can include: serve to increase the physiological symptoms of tension and
● Feeling faint deplete physical energy reserves.
● Trembling
● Dizziness Stress Management In The Workplace: Why Its Important to
● Pounding, fast heart rate. Managers
● Feeling hot and sweaty Stress management in the workplace is a useful skill that
● Legs turning to jelly. many don't take advantage of many of us and leaders alike, get
● Butterflies (a fluttery feeling in the stomach) caught up in day to day tasks. To many job responsibilities might
● Shortness of breath keep you busy. The result is that stress management is often
● Dry mouth overlooked or ignored as a solution to business problems.
Whatever reason you have for not using stress management
Panic attacks often occur when the person is unaware of techniques is a big mistake. Stress in life today is widespread and
being particularly anxious. Recognizing panic attacks for what they has no boundaries. We all deal with stress daily, at work and at
are, learning how to cope with them, and dealing with the home. Stress comes in all forms and can affect emotions and
underlying problems of stress are essential to the sufferer. Anyone physical abilities.
who experiences such an attack should seek medical advise. In the workplace, stress can cause all kinds of business
issues and concerns. These issues and concerns left unaddressed

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will ultimately hurt morale and profits. One simple solution to talking one on one. It will all though depend on the source of the
managing stress is to understand what is stress management and stressor.
how to handle workplace stress. But before we get into solutions If you happen to be the stress, then there is bad weather in
explore more reasons why stress management in the workplace is the forecast. Remember good leaders have the trust and respect of
important. their employees. By properly handling stress and indentifying
stressful issues correctly you will be able to lead in the tough times.
10 Reasons Why To Use Stress Management In The Workplace
Being a good leader is more than having the respect of
Reasons #1: Improves your ability to motivate employees employees. Its about being willing to go where others don't want to.
The effects of stress on morale and workplace culture can Learn the ins and outs of how to be a standout leader. your
be devastating. Employees can become unfocused, distant,
distraught and even short fused. Teamwork may also break down. Reason #4: Allows the meeting of deadlines
Stressed employees are unmotivated and will make it difficult to set Many times employees become distracted and call out more
employee motivation strategies in motion. Keep in mind that often when stress arises. Depending on the source of the stressor.
motivation in the workplace is a powerful technique to build
teamwork and sustain employee morale. Some employees might start not caring and just go through
the motions. The result here is the lack of productivity and the
Reasons #2: Lessen opportunity for decreases in productivity missing of deadlines.
Managing stress at work will keep productivity levels at
acceptable levels. With stress levels under control, there will be less Keeping a lookout for stressors before they become an
of chance of an decrease in productivity. Keep in mind that there issue, should help your business run smoothly. But remember
are other factors beyond stress that can damage productivity. Some stress alone is not the only factor that affects.
examples of these factors are ethics, lack of communication,
performance and poor time management skills. Managing stress Reason #5: Decreases chances of unethical issues
will improve your chances of achieving sustainable productivity Unethical issues often rear its ugly head in times of high
levels. stress. There have been times when unethical practices are used
for shortcut purposes. Usually, the outcome here is more stress
Reason #3: Improves your ability to lead than before. The blame game starts with he said she said or figure
As a leader, stress management in the workplace could be pointing. The next thing that will happen will involve human
your best friend, When tifes are stressed, many employees will look resources and it is an investigation. Whenever he gets involved it
to you for guidance and direction. Some may seek help from you by ends up being another distraction that you don't need.

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 usually can identify a problem and resolve it. This in short
Stress management in the workplace can be solution to strengthens the communication process. key
ethical issues. Many ethics courses have discussed that stress Reason #8: Smooth running projects
plays a vital role in ethical issues. You may never be able to stop Stress and management go hand and hand. It always will be
the employee whom chooses to be unethical for reasons that are lurking around the corner. And there is no bigger example of this
not stress related. But you can provide ethics and stress seminars like managing a project. With managing a project you never know
to limit the chances of unethical practices. Ethics in the workplace when a vendor may be delayed or the lack of supplies may exist.
and workplace are also manageable. These issues will make it hard to reach a required deadline.

Reason #6: Reduces Possibilities of workplace conflicts What happens sometimes is employees of the project are
Workplace conflicts are not uncommon and happen more told to deal with it and meet the deadline. This often creates even
than you think. Many conflicts occur due to differences in opinions, more stress to an already stressful situation. You have no control
personalities and some times stress. Conflicts that deal with stress over vendor issues. But you do have a say in controlling the stress
usually build up over time and then explode. Learning how to that you may or may not created yourself.
manage conflicts in the workplace will also help. But by managing
stress and being aware of a possible issues will make everyone's Reason #9: Improves your ability to develop teamwork and
life easier. Workplace conflicts end up creating chaos and a big team building
distraction you don't need. Stress management in the workplace will allow you to build
team unity. Many times stress hurts your chance to build teamwork.
Reason #7: Strengthens communication process The leaders who search out stress management resources find
When stress levels are high, there is a corresponding strong positive results. They use handling stress as a tool. Since many
negative effect on communication. The negative actions are less employees hate the idea of team building workshops. For the
communicating about the job between individuals. Instead simple reason of stress in work. So remove the stressor and build
employees will talk to others about company issues or problems team unity.
with particular managers. Attitudes also tend to shift towards angry,
bitter and judgemental. Reason #10: Helps in the writing performance appraisals
Stress management in the workplace when used effectively
The process of communication in the workplace is a element will help you in the review writing process. Stress is a factor that
to business success. When the process fails, it can create a chain can be directly related to job performance. It is a factor that is
reaction. Managers that are strong in handling work-related stress measurable. It can also be used to judge how well employees work

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with others. Another question it answers, is does it affect an
employees ability to adapt and adjust to problems.

As you can see being able to handle and manage workplace Time Management includes:
stress has many benefits. Now that you understand the importance 1. Effective Planning
of stress and management. We will provide you with stress Plan your day well in advance. Prepare a To Do List or a
management article that will provide you with solutions, tools "Task Plan". Jot down the important activities that need to be done
strategies and tips. in a single day against the time that should be allocated to each
activity. High priority work should come on top followed by those
Time Management and its Importance in the Workplace which do not need much of your importance at the moment.
It is rightly said "Time and Tide wait for none". An individual Complete pending tasks one by one. Do not begin fresh work
should understand the value of time for him to succeed in all unless you have finished your previous task. Tick the ones you
aspects of life. People who waste time are the one's who fail to have already completed. Ensure you finish the tasks within the
create an identity of their own. stipulated time frame.
2. Setting Goals and Objectives
What is Time Management? Working without goals and targets in an organization would
● Time Management refers to managing time effectively so be similar to a situation where the captain of the ship loses his way
that that the right time is allocated to the right activity. in the sea. Yes, you would be lost. Set targets for yourself and
● Effective time management allows individuals to assign make sure they are realistic ones and achievable.
specific time slots to activities as per their importance. 3 Setting Deadlines
● Time Management refers to making the best use of time as Set deadlines for yourself and strive hard to complete tasks
time is always limited. ahead of the deadlines. Do not wait for your superiors to ask you
every time. Learn to take ownership; of work. One person who can
Ask yourself which activity is more important and how much best set the deadlines is you yourself. Ask yourself how much time
time should be allocated to the same? Know which work should be needs to be devoted to a particular task and for how many days.
done earlier and which can be done a little later. Use a planner to mark the important dates against the set
deadlines.
Time Management plays a very important role not only in 4. Delegation of Responsibilities
organizations but also in our personal lives. Learn to say "NO" at workplace. Don't do everything on your
own. There are other people as well. One should not accept
something which he knows it difficult for him. The roles and

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responsibilities must be delegated as per interest and specialization 3. Be Focused - One needs to be focused for effective time
of employees for them to finish tasks within deadlines. A person management.
who does not have knowledge about something needs more time
than someone who knows the work well. Develop the habit of using planners, organizers, table top
5. Prioritizing Tasks calendars for better time management. Set reminders on phones or
Prioritize the tasks as per their importance and urgency. your personal computers.
Know the difference between important and urgent work. Identify
which tasks should be done within a day, which all should be done WORKPLACE TEAM AND ENVIRONMENT
within a month and so on. Tasks which are most important should
be done earlier. Building a Team Environment in the Workplace
6. Spending the right time on right activity Do you like the idea of the team approach but don't know
Develop the habit of doing the right thing at the right time. where to start? Here are a few simple steps to help you launch a
Work done at the wrong time is not of much use. Don't waste a successful work team:
complete day on something which can be done in an hour or so. 1. Choose your leader. Pick a manager who you know your
Also keep some time separate for your personal calls or checking employees trust and will be willing to follow. Ideally, you want
updates on Facebook or Twitter. After all human being is not a someone who is visionary but not egotistical; someone who can
machine. delegate and keep the team focused, without turning into a tyrant.
2. Find the right team size. Some studies have indicated that
For Effective Time Management one needs to be: larger teams are more effective. Big teams do have the advantage
1. Organized - Avoid keeping stacks of file and heaps of paper at of drawing on more skill sets, but a larger group of people also have
your workstation. Throw what all you don't need. Put important more trouble reaching a consensus. (Cohen and Bailey). Small
documents in folders. Keep the files in their respective drawers with teams can foster closer working relationships. Consider the goal
labels on top of each file. It saves time which goes one when selecting the number of team members. For a small project,
unnecessary searching. you might only need three or four members. Larger, longer-term
2. Don't misuse time - Do not kill time by loitering or gossiping projects may require a dozen or more members.
around. Concentrate on your work and finish assignments on time. 3. Pick your team members. Members should bring a diverse set
Remember your organization is not paying your for playing games of skills and personalities to the table, each of which complements
on computer or peeping into other's cubicles. First complete your the project and helps the group reach its goal. All of the team
work and then do whatever you feel like doing. Don't wait till the last members should be competent, efficient and able to work well
moment. together.

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4. Set Roles. Clearly define each person's position, and what he or
she needs to accomplish within the team.

5. Determine how the team will fit within the organization. Will it Chapter 3
be self-managed or overseen closely by corporate management? HUMAN RESOURCE RECRUITMENT
6. Establish a collaborative environment. Teamwork is built on
trust. All employees should feel comfortable asking questions, Thousands of graduates are added to the nation's work force every
expressing their opinions and making suggestions. Each person's year. These graduates come either from high school or college. The
input should be highly valued. No one in the group should be so high school graduates are seeking manual labor both in the industry
self-driven that they're willing to undermine co- workers to reach and in the agricultural sectors. College graduates are seeking
their personal goal. employment based on the course they have taken. Unfortunately,
our country cannot provide them employment for lack of jobs
Give the team a time, to get to know one another and available, both in the government and in the private sectors. In view
develop a relationship and style that works for them. It can take of this, the labor market is wide open to the industry and other
several weeks for members to become accustomed to their roles business enterprises.
within the team and to become comfortable enough to share their
ideas. The question, however, is/are these available human resources
ready to assume the limited available vacancies in the competitive
Even though teams can improve productivity and morale, world of works? How prepared are the college graduates to assume
they don't work for every organization. First, not every corporation new challenges and the complexities of increasing technological
has the right structure to support teamwork. A strict hierarchy in advances? To a limited few graduate who are available, they may
which management is unwilling to give up the reigns might not be find employment suited to their college preparations, yet a lot may
the best place for a team approach. be under-employed as they are not properly ready to assume
higher jobs requiring greater preparations. The demands for
If you've tried establishing teams and it's being met with employment cannot seen to cope with the growing supply of
resistance, or don't keep pushing it or blame your employees. You manpower. The challenge now facing most companies is how to
can try bringing in a consultant who is experienced in team building attract and select the most desirable and qualified job applicants will
or go with another approach. likely jeopardize the delivery of basic services to their respective
clienteles.

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The direction being pursued by organizations determine the nature career mobility opportunities are provided. Promotions from within
of the job and the personnel they hire. Having established their generate a chain effect since they lead to other vacant positions
organizational goals, they will be able to determine the strength of that may also be lifted up from withing the organization. This
their personnel and from there determine whether they need upward movement will trigger a positive effect on employees'
additional ones to fulfill their goals. performance.
The recruitment from within the company is also less
MEETING NEEDS OF HUMAN ROSOURCES expensive in terms of time and resources because incumbent
RECRUITMENT is the process of attracting the best employees are already familiar with the organizational rules,
individuals to join the company on a timely basis in sufficient policies and regulations and the functions related to the new
numbers and meeting the qualification requirements, thereby position.
encouraging them to apply for the jobs in the organization. Promotions are best applicable for supervisory or mid-level
The process starts as soon as the need for additional positions. Supervisory employees who have proven their worth in
personnel is identified. It is ideally the result of good human terms of loyalty and dedication to their job and performance may be
resource planning. This process will thoroughly review and analyze promoted to managerial level. This upward movement will create a
the manpower requirements. In case the results of the analysis vacancy for the entry of another prospective employee that could be
reveal that the vacancy should be filled up, then the human source out from the external manpower.
resource department will announce the need for the manpower. To
serve the best interests of the company, the recruitment officer must 2. The external source - the hiring from the outside is a
identify the knowledge, skills and the abilities that individual management option. If it thinks that no one from within among the
applicant must possess in order to tackle the duties and next rank employees can successfully perform the job or deliver the
responsibilities in the vacant position. The refence for the required output, then hiring an outsider would be inevitable. This
qualification requirements is in the existing job description. could also be resorted to when the new vacant position requires
added skills due to the introduction of new technology and the need
WHAT ARE THE TWO MAJOR SOURCES OF CANDIDATES TO is immediate and necessary. Another reason why management may
FILL THE VACANT POSITIONS? resort to hiring from outside is the culture of conflict among
1. The internal source - these are the qualified candidates from employees who are vying for a new position. This practice of hiring
the company and within the ranks of its present employees. They from outside is resorted to by management to eliminate dissensions
have the advantage of boosting the morale of the other employees among internal employees competing for promotions.
and encouraging them to perform well. The employees look forward
to the brighter future, as management recognizes the performance DIFFERENT METHODS OF HUMAN RESOURCE RECRUITMENT
of the employees within the organization. Career development or 1. Job posting

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 This is the process by which internal recruitment is b. Some management members may be upset with
accomplished. Every time a position becomes available it is posted employees who apply for jobs outside their department and
in the company bulletin board for the information of all interested tend to take such a move personally.
parties, qualified employees are given preference for promotion or c. Losing an employee to job posting may mean having to
transfer to another section. The information posted in the bulletin wait for replacement that may not be as good.
board should specify and contain the job description; the d. Some companies believe that it is better to bring a new
department where there is a vacancy, salary grade, work schedule blood rather than recycling existing ones.
and work conditions. The deadline for applications should also be The success of job posting depends largely on who well it is
stated so that at the end of the schedule date, management may designed and monitored. The following guidelines may help in
open the position to outsiders. The standard time for job posting is a its successful implementation:
period of one week to two weeks. a. The employee must have been in the company for at
Some companies may requirement the interested applicants least one year and must be in the current position for at
to ask permission first from their immediate superiors before they least 6 months.
are considered as applicants for the position. In some companies b. The employee must have a rating of VERY
the confidentiality of the process is observed until a decision is SATISFACTPRY before he can apply for the posted vacant
reached. position.
c. The employee can only apply for not more than three
Promoting or transferring employees from within offers the times in one year.
following advantages:
a. It creates an opening for a lower easy-to-fill position. These guidelines will help prevent the problem of
b. The morale of the employee is boosted. "REVOLVING DOOR" employees who may opt to apply for virtually
c. Hidden talent maybe uncovered and utilized. every job posted. It also treats the process in a serious manner and
d. It saves considerable time and money. lends credibility, thus increasing its effectiveness.
e. Employees are already familiar with the company policy
and the job itself and therefore less adjustment is necessary. 2. The word-of-mouth
This method of recruitment is found to be effective in local
Some companies would not like to resort to job posting for the situations. It is one of the least expensive recruitment systems. As
following reasons: soon as people learn that there's a job opening, the word spread
a. Supervisors and managers want to promote someone around. The department head tells other department heads, the
from their department whom they have groomed for the employees talks with other employees and then it spreads out to
position. the company's community of friends and families. This is very

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common in a locality where there are few jobs available and more e. Be direct and straight forward in wording the ad.
applicants wants to get employed. f. Void cute and unprofessional phrases as it may reflect on
the image of the organization.
On the surface, word of mouth appears to be an ideal g. Hire an advertising agency if you are not sure of what to
recruitment source. It is certainly an effective tool butt the put in the ad.
following precautionary measures should be observed: h. For hiring executive positions, the services of a
a. REGIONALISM may dominate over the company consultancy agency may be employed.
employees. Tagalogs will recommend those from the same
region, the Ilocanos will dominate if the one at the helm is an Agencies may also be able to provide advice as to the best
Ilocano and so on. day of the week to put an ad. Usually Sunday is a good day for all
b. Pulling of string and the "PADRINO" system may prevail positions. The Bulletin is full of different ads during Sundays. Other
in the hiring of employees that discriminate against other newspapers and magazines have it on Saturdays. The time of the
applicants, who may be more qualified. year could also affect the applicant's response. Not many applicants
would be available in the months of November and December due
3. Advertising media to 13th month pay and other company incentives.
One popular and often effective means soliciting applicants
is advertising it through the media, like newspaper, magazines, WHAT ARE BLIND ADS?
radio or television. Careful planning in terms of content, timing and These are ads that do not reveal the identity of the
location can generate a large response, usually resulting in hiring. company, instead they give a box number where the resume' or
pertinent papers will be forwarded. This is usually done to avoid
The advertisement should reach the target clientele and it responding to flood of phone calls or unwarranted resumes.
should be designed according to the following guidelines:
a. For special skills, the ad must clearly stipulate the skills The following are the disadvantages:
required. a. There might be a limited number of applicants for the
b. In scouting for talent, the wording of the ad should be "hard to fill positions" where you want interested applicants
specific. to immediately get in touch with you.
c. For applicants who wants to know all about specifics, the b. Blind ads discourage some applicants to apply, as it may
ad must contain the duties and responsibilities of the be the same company they are working with.
position. c. Some applicants may have applied for the same position
d. Include the details where the applicant should send the not too long ago and it is a waste of time.
resume' or bio-data or where to apply personally if required.

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 When scanning personal files for existing applicants effectively if the company has embarked on manpower
compare carefully the background and skills with the requirements planning.
of the available position needed to fill up. Also review the notes of
the previous interview and if possible, talk to him in person. There
are those applicants who may not be able to pass the initial 5. Campus or University recruitment
interview due to various reasons or they may be qualified but there Colleges are undisputable sources of talent for an
were not many positions available at the time of filing the organization to tap. Recent graduates are considered highly
application. desirable for companies to select, groom and develop recruits from
top schools in the country.
4. Walk ins and unsolicited applicants The records of the graduating students are available at the
These unsolicited applicants could be a possible source of registrar's office and they are just too willing to provide the
outstanding employees, they are not, however, treated very information for companies who need their graduates. Some
seriously by the human resource department of the company universities have placement offices and will be most willing to
receptionist. More often, the applicant letters or resumes are put in coordinate with human resource practitioners in getting highly
the waste basket or at times put in files without even looking at the qualified applicants.
potential qualifications of the applicants. Campus recruitment requires careful planning and
preparations. As there are many universities that produce good
The following guidelines may be put into advantages for walk students, proper scheduling must be made and matched with
in or call in applicants: manpower projections based on present and future needs. Students
a. Applications should be categorized into different skills potentials must be properly evaluated together with their academic
qualifications standing along these line students who are leaders in the campus
b. A day of the week must be scheduled for the interview of activities are potential leaders in industry if given the proper break,
the applicants, Those who pass should be put in the active orientation and training. They may start as cadets and given training
files for three months for future. The applicants should be to assume future supervisory positions.
notified that their applications are for possible consideration
and that they may be called within the specified period. After 6. Job fair and open house
such period, the applications could be discarded. The job fair and open house are popularly increasing as
c. Unsolicited applications can also be reviewed with the list recruitment sources. The organizational representatives of the
of openings in mind. Possible job matching can be pursued, company gather and interview several applicants over a period of
wither by telephone or by mail. The system could work one to two days in some specified fields. An advertisement
announcing the location of the job fair is posted at least one week

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ahead of schedule to attract more applicants. Some local Radio and television are now used as mediums for
government units coordinate with the job fair for their interested manpower recruitment. Since the coverage of the advertisement is
constituents. Some job fairs are conducted during weekends at of great magnitude, more qualified applicants can be reached and
town centers or any convenient place in the town or city. could even tempt other applicants who are not actually looking for
jobs.
Brief interviews are conducted during the job fair. Applicants
submit resumes and bio- data for immediate reference. Those who While they have the advantage for job recruitment the
are found to be qualified are called for further interview at the following are some points to consider:
company's office where further tests and qualification checks are a. It is very costly, as the message has to be repeated to get
conducted. The participating company may choose to exchange the target audience.
information about the candidates depending on their needs. b. The message must be convincing and should be done by
a professional.
7. Government agencies c. The message on radio and television should be sincere
Some of the local government units have their placement and pleasing.
offices look for possible employments for their constituents. The d. The name of the company must be repeated including the
DOLE has also an agency that compiles applications for referral to telephone number so that the audience can remember
the different companies. They screen and refer many applicants where to contact the company.
usually for manual or unskilled positions. Some are new college
graduates or protegees of politicians who may not be qualified for 9. The internet
the job. Some referrals are accommodated at times for political The internet could become another source of employment
patronage. opportunities. Company profiles and job placement could eventually
These types of referrals are sometimes difficult to handle come up into the internet. While this method is not frequently
due to political pressures. The human resource manager must resorted to at the moment, it will come easy and handedly in the
screen the applicant properly to give consideration if found to future.
possess added qualities other than political connections, Rejections
sometimes may create friction with the powers that be. In case the The following are the advantages:
applicants fail to meet the standard requirements, the a. Application letters of resumes could immediately be sent
recommending official must be given a very strong justifiable reason to the company.
why the applicant was not accepted. b. Immediate answer could be available through e-mail.
c. Other necessary information could be available from the
8. Radio and television applicants,

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 d. Immediate needs of the company on manpower Planning for an office involves many details including these
requirements could be answered in a short time. key concerns:
e. They are less costly and get immediate response. ● Spatial Design and Layout
● Electrical Requirements
Chapter 4
MANAGEMENT OF THE OFFICE ENVIRONMENT ● Lighting
● Ergonomics
The Planning Stage Office Design/Layout
● Are you troubled with deciphering the exact needs required 1. Strip
when planning and designing your office space? 2. Corner
● How do you distinguish what office furniture is needed? 3. L-Shaped
Which would suit your needs best: a desk, work-station, or 4. U-Shaped w/ Peninsula
portable desk unit? .
● Are you under estimating or over estimating the amount of Spatial Design and Layout:
space you will require? How you use your space is critical in determining how to
● What is your working style? structure the layout of your office. When setting up your office
● Do you have a tendency to "spread out" where you work? consider these issues:
● Do you like things out of sight? 1. Establish primary and secondary work areas for these
● Are you more of a visual person? tasks:
● Are you currently juggling space for your computer and a. Paper work
papers all in the same work area? b Computer activities
● How much lighting is needed to work more efficiently and c. Projects
effectively? 2 Plan for accessible file systems:
● What type of lighting do you prefer? a. Action files
● How much space will be needed for storing surplus b. Administrative files
supplies? c. Client files
● Do you invest in lateral or vertical file cabinets? d. Project files
● How do you calculate future growth and space needs when e. Reference files
planning your office? 3. Allocate space for storage of office supplies:
a. Utilities: pens and pencils, staples, tape, paper
clips, rubber bands, etc.

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 b. Marketing materials: letterhead; envelopes; a. Business lines
company literature b. Fax lines
c. Fax supplies c. Dedicated data lines
d. Printer supplies
e. Copier supplies Lighting
Lighting is critical. Consider these three key sources:
Electrical Requirements: 1. Ambient light (overhead)
Plan for these electrical needs: 2 Task light font work stations)
1. Outlets: 3 Natural light sunlight/moonlight)
a. Answering Machines
b. Back-Up Drives ERGONOMICS
c. Computers What is office work? An office is a room where professional
d. Copiers duties and administrative work is carried out. The details of the work
e. Electric Pencil Sharpener depend on the type of business that you are involved i but will
f. External CD Roms usually include using computers, communicating with others by
g. External Hard Drives telephone or fax, keeping records and files etc. Features of an
h. External Modems office such as people, space, equipment, furniture and the
i. Fans environment, must fit well for workers to feel healthy and
j. Fax Machines comfortable and to be able to work efficiently and productively This
k. Lighting: is where ergonomics come in.
● ambient
● Task Definition of Ergonomics
l. Miscellaneous Powered Equipment The science that seeks to adapt work or working conditions
m. Printers to suit the worker, the study of the problems of people adjusting to
n. Scanners their environment.
o. Space Heaters
p. Stereos Vital Concerns of Ergonomics
q. Surge Protectors According to Ergonomist Sally Longyear the following are
r. Telephones things of importance to be aware of
s. Uninterrupted Power Supply (UPS) Systems
2. Telephone Lines:

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 ● Are your eyes really tired at the end of the day? If so, you 1. The eyes need to be approximately 24-36 inches away
may need to adjust your display or lighting and to practice from the screen, where the neck is bent within a 15 degree
eye fitness training angle, up or down. The top of the screen should be just
● Are your neck and shoulders often stiff and sore? If so, your below the eye level.
chair height, display or keyboard/mouse may need adjusting 2. The back and shoulders need to be relaxed and in a
Check your reach distance and phone posture. natural position, with the worker sitting firmly against the
● Do you ever feel pain or discomfort in your back while back of their chair.
working in your computer? If so, you might need to adjust 3. Elbows need to rest comfortably on arm rests, yet closely
your backrest or posture. to the sides of the body; in a 90 degree angle. Wrists need
● Do you feel tingling, numbness or pain in your forearms, to extend from the arms at this angle as well. Fingers are
wrists, or hands? If so, your chair height or keyboard mouse slightly curved upward, where the keying motion is gentle
may need adjusting. Also, check your sitting posture and and comfortable.
wrist position. 4. Knees need to also be at a 90 degree angle with the feet
● Are your legs often stiff and cramped, or do you have securely on the floor or a footrest.
swelling and numbness in your ankles and feet? If so, you
chair height might need adjusting or you may need a Building an Office Layout Some Office World News
footrest ● Improved office layout, right place of personal computers
● Do you feel exhausted at the end of the day? If so, assess and thermal control revealed the largest impact on
your lifestyle habits for possible contributing factors: good productivity
nutrition, exercise. rest and stress reduction. Good ● Optimizing worker productivity has moved up to become a
ergonomics at home and micro-breaks at work can improve important as building location.
your health and comfort on and off the job. ● Optimizing workforce productivity, organizational needs and
● If you answered "yes" to even one of the questions, your building location are equally important.
work stations and work habits need improvement. If you ● The key to unlocking productivity may lie in office facilities.
answered "no" to all of the questions on the test,
congratulations! You are probably comfortable while working Studies Show
at your desk.
Improvement Benefit

Following is a list of considerations that can be addressed A 1% improvement in Equals 10% of the facility
when establishing a work-station or area for employees. productivity. operating cost, or the entire

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 The more that you require, the less negotiating room you will
utility bill
have. On the other hand, make sure you, or the realtor, find out
Effective ventilation, adequate Can increase productivity by important information like the occupancy ratio over the last year.
lighting good acoustics and 6-16%. Leasing space for your company affects profit, employee
superior or indoor air quality satisfaction and ability to grow. Plan ahead, know what you're
looking for, and be ready to shop aggressively.
Computer programmers with Performed 2.6 times better
larger workspaces and less than other programmers in the
acoustic and visual disruption company.

The installation of new high Has shown a dramatic

performance lighting ballasts reduction in the incidence of An Open Office Concept
headaches and eyestrain.
When choosing how to plan the office, you are faced with
the decision of an open plan or separate offices. Decision should be
Know the Costing of Office Space based on knowing the advantages and disadvantages of both.
It is important that you know exactly what you want or don't Ultimately, the decision needs to be about what is best for the
want in a lease before you begin looking for office space or initiate company or business.
the negotiating process. What is the maximum lease that fits your
needs? It is equally important that you go into the process prepared Advantages
and with reasonable expectations. ● Open plan offices are more economical. You are able to
You must know the maximum and minimum amount of provide more work spaces and place more employees in an
square footage that fits your needs, as well as the floor office. Studies have been done to show that the cubicle type
requirements. working area does not affect productivity as of yet, and
Does the nature of your business make the ground floor a estimate that the cubicle area could even be up to 21%
necessity? Is a panoramic view from the conference room important smaller without affecting productivity. With a closed plan
to you? Do you want a build-out of the office from the concrete, office, the amount of work spaces and employees is less."
meaning totally new floor, carpet, walls, etc. ● Communication is easier between work stations
Is there a security system in existence at the office space? departments. There is no time wasted between offices
Do you require one? Is the heating and air conditioning individually because everyone is in the same area. . Things are easier
maintained? If not, how will you be charged for it? for the supervisors, as everyone is in centralized area.
There is no need to track someone down from and office to
office.

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 ● Managers and senior managers are in constant contact with can be difficult. With individual offices, these things are more
the staff. This makes handling issues and problems go possible. Employees may feel uncomfortable being in such
much faster. With the employees being in constant contact close quarters with their coworkers when confidential calls
with managers and senior managers, they are able to reach need to be made.
management more quickly and deal with issues. This means ● Sicknesses and infections can spread like wildfire in on
that issues get resolved faster, and this leads to more environment like an open office plan. When flu season hits,
productivity. you can bet that most employees will catch it.
● Expenditures are economical when it comes to money that ● Lighting, heating and air conditioning, to suit all of the
is put out for air conditioning and electricity. One centralized employees tastes can be difficult to achieve.
area is being heated or cooled, and lighted. This is opposed ● Senior staff or employees which have been with the
to several different rooms, each having to be heated or company longer than most will most likely feel as if they are
cooled separately. This means that the company saves entitled to a private office. This can cause problems among
money. the employees, which can damage productivity and
● If the layout of the office needs to be changed, it can be employee relationships.
done quickly and with minimum effort.
Disadvantages Office Environment and Health
● Open space offices are noisier and can be more chaotic The office environment is a combination of lighting,
than closed plan offices. Employees are in one large area, temperature, humidity, air quality and decoration. The office can be
and phone conversations or conversations between a healthy and comfortable place to work in if the correct
employees will be overheard easily. When there are several combination of these element is maintained.
conversations happening at one time, it can get quite noisy.
This can lead to employees becoming distracted which may Temperature. A comfortable temperature must be
lessen productivity. maintained (Between 20-26 degree Celsius) Office temperature can
● People passing to and fro can also cause distraction of be localized. A desk situated in direct sunlight will be much warmer
employees, than the average temperature in the office and a desk situated
● In an open office space, security is reduced. Each employee directly under an air conditioning vent can be cooler than average.
lacks a lockable door like he would have if each one has a So, additional windows, skylights or glass partitions in offices
separate office. This can lead to risks and issues that the should not allow excessive temperatures during hot weather.
company may not want to face. Humidity. Low humidity can cause dryness of the eyes,
● Privacy is difficult to obtain with an open office plan. If family nose and throat and may also increase the frequency of static
members call, or if a confidential call needs to be made, it electricity shocks.

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 High humidity, above 80% can be associated with fatigue Ozone and Photocopiers. Modern photocopiers and laser
and report of "stuffiness". printers, are fitted with an ozone filter and do not present any
Ventilation. Office should be ventilated either naturally or hazard to health, provided they are properly maintained.
artificially. Where mechanical ventilation or air-conditioning is It is recommended that photocopiers are not placed on ori
provided make sure the system is regularly checked, kept clear and close proximity to the personal workstations of office workers
well maintained to prevent growth of legionella bacteria or other because of possible discomfort from the heat, light and nois
organisms. generated during the photocopying process.
Lighting. Adequate lighting must be provided. When
Contaminated Air. Contaminants in the office can include artificial lighting is used it should be sufficient so as to avoid visual
bacteria, viruses, mould spores and dust, solvent vapors o fatigue and prevent glare or refraction into the workers eyes.
chemicals generated or used in the building.
Suitable light level standard for interior lighting
Appropriate control measures for the reduction of air ● General background 200 Lux
contamination include: ● Routine Office Work 400 Lux
● Effective air filtration ● Work with poor contrast (Proof Reading) 600 Lux
● Ensuring that adequate amounts of fresh air enter the
building. Light should fall from side rather than from the front to
● Maintenance of air-conditioning units including regula avoid retraction on the work surfaces.
cleaning. Glare causes visual discomfort and is usually caused by
● Preventing the obstruction of vent. light sources which are too bright or inadequately shielded. It is
● Locating equipment using solvent in non-airconditioned area advisable to ensure that lights are cleaned at regular intervals, at
with substantial air movement and/or installing local exhaust least every 6-12 months.
ventilation. Color. Study after study has shown that color influences not
just mood, but also wellness and productivity. The impact of a well-
Smoking. Environmental tobacco smoke is an indoor designed environment on emotional well-being is becoming widely
contaminant and there is growing recognition that non-smokers may known and widely accepted.
suffer adverse health effects through inhaling tobacco smoke.
Procedure such as consultation, education programs and The Contributions of Color
the allocation of designated smoking areas are recommended for Office spaces support several kinds of very human needs.
the development of an effective no-smoking policy. These include functional needs such as the ability to concentrate or
to collaborate, and ergonomic needs such as the ability to work

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comfortably with minimal fatigue. But office spaces also speak to Ensure contract office cleaners are given the same health and
emotional needs ranging from the need for personal space to safety protection as regular office workers.
feelings of self-worth. All of these needs - functional ergonomic and
emotional - must be considered when color is used to lend shape to New Demands in an Office Environment
office environments. The changing need for office property is being influenced
heavily by the universal adoption of information and
communications technology:
Color. Colors determine the level of reflectance as follows:
White reflects - 75% or more of light ● the increasing vast array of mains and signals cables needs
Light colours - 50%-75% (subdued cool colours) to be managed
Medium colours - 20%-50% (bright warm colours) ● extra heat from the equipment needs to be controlled of
Dark colours - 20% or less removed
● new health and safety risks include electrical hazards sitting
White or off-white is recommended for ceiling as they should positions, eyestrain, lack of breaks and RSI (repetition strain
reflect greater than 80% of light. Floors should be reflected less injury)
than 20% of light and therefore should be dark color. Office Floor ● information security needs to be considered amongst other
Space. Workstation should be comfortable v with safe and suitable security needs
chairs and sufficient space. ● constantly changing business and processes demand
A good rule of thumb for personal space is to allocate 625 flexible accommodation
square meters per individual workstation, including furniture and
fitting, but excluding passageways and amenities. Older buildings (and older furniture) are increasingly difficult
Welfare Facilities. Welfare facilities like eating facilities, to use effectively and costs of adaptation are being driven higher
sanitary facilities, washbasins etc. should be available. Ensure and higher. Organizations are seeking to escape from long leases
adequate facilities for building water and taking meals are provided on older buildings, either moving into newly built offices or entering
for office employees or ensure they have reasonable access to into agreements to strip and refurbish, or in the extreme demolish
these facilities. and rebuild.
Cleanliness. The standard of cleanliness required will
depend on the use to which the office is put. Floors and indoor Cabling
traffic routes should be cleaned at least once per week. Any waste The need to route power, telephone, and data cabling to
material that accumulates should be removed on a daily basis every work station puts a severe strain on the hidden ducting in
buildings. Pressure to move people in response to change

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increases that strain. Various techniques have been adopted to break from time to time. Ideally, you should take a short break, say
ease the burden, such as structured or flood wiring, cordless five minutes about once an hour, and you should get up and walk
telephones and wireless data networks. about perhaps even do some quick stretching exercises during that
The way in which workstations are placed, and the break, to give your body a rest from the fixed sitting posture.
consequent capacity (efficiency) of the building, is also determined Eyesight
by the structure. Various techniques are employed to minimize You should make sure that you have your eyesight tested
rigidity and space loss, such as peripheral ceiling or floor fed wiring, regularly, and if you need glasses, they should be appropriate for
with wiring cabinets on each floor. computer work. Your optician will be able to advise you about this.
Furniture Wearing bifocals can be a real problem as people want to read the
Technology also has an impact on the furniture. It is unlikely screen through the lower section of the glasses, and can end up
that a building will be able to support wiring for technology at any peering up at the screen with a people might need a special pair of
random point where a desk is to be placed. The furniture therefore glasses for computer work. Your eyes need as much of a break
has a role in distributing the wiring from the nearest point to the from looking at the screen as your body does from being in a fixed
desks in the cluster. posture. You can give your eyes a rest by simply looking away from
Furniture also provides noise attenuation and visual barriers the screen-look out of the window! Do this as often as you
and supports the safe working environment demanded by health remember. If you have a long document to read, print it out-it is
and safety regulations. easier on your eyes to read from paper than a screen - it is also
Noise 20-30% faster.
In offices, noise can affect concentration, can be irritation
and can be a source of stress to some development of quieter
equipment especially printers, noise levels in offices have generally
decreased. However, in plan offices it can still be a problem with the
noise mainly due to people. For example, telephones left ringing at
an desk, conversations being held in areas where people to
concentrate. Screens and good quality flooring and ceiling tiles can
help to absorb noise. open- unattended are trying
Breaks
It is very important that you take breaks from your work
during the day. Working at a computer involves sitting in a fixed
posture and, however good that posture is, our bodies are not
designed to stay still in one place for long. It is better to take a

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 ● Databanks. The information regarding employees' job
qualifications is stored in a computerized databanks. This
can be easily and quickly screened to determine which
employees are presently qualified for the open position.
2. External Sources. The advantage of external sources is that
there will be big potential applicant pool with new ideas to join in the
organization. The disadvantage is the possibility of getting or hiring
mediocre to unsatisfactory employees due to a large number of
Chapter 5 applicants for just one opening.
MANAGING HUMAN RESOURCES
3. Unsolicited Applications. This is used to apply for a position
Much of an organization's success is attributed to the quality of its without knowing whether an opening actually exists. Individuals
workforce. Making a significant contribution to this area is the using this method may apply either in person or by mail.
employee selection program used by the organization. Effective, ● Advertising - As a recruiting source, advertising includes
well-designed programs generally yield better results than do their classified newspaper advertisements, magazines and
counterparts. Human resources, training and labor relations journals. Radio and television notices, electronic bulletin
managers and specialists provide this connection. boards found on the internet.
● Educational Institution Placement Services - provide
SELECTING AND ORIENTING OFFICE EMPLOYEES important services to both the employer and the job seeker
Sources of Potential Office Employees The disadvantage is that some organizations may recruit
1. Internal Sources. It is better to promote an employee who meets only at a limited number of colleges or universities.
the requirements of the position than hiring from the outside. It is ● Public Employment Agencies and Private Employment
also an evidence that employees competence is rewarded. Agencies- these agencies help employers design testing
● Employee Referral. When this is used, employee programs, job analysis and evaluation.
recommend individual for open positions within the ● Web-based Employment Services - using the web, the job
organization. Referrals give employees a feeling of seekers registers with the employment service and
recognition or it may cause problems if the individual electronically submits resume-type information.
referred does not perform satisfactorily.
● Employee Promotion. Morale is likely to increase and Outsourcing. Organization turns over certain of its function to any
turnover decrease when employees can be promoted. outside agency that has the specialization of recruiting selecting,

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and hiring employees. It is also common to outsource janitorial, good use of white space and graphic elements. Employers also
security, payroll, processing, food services, office services, etc. want an easily readable font, not a fancy script.

Hiring people with disabilities. Employers cannot discriminate 2. The Interview. Employers now often try to reduce the list of
against an individual with disability as long as a person is otherwise candidates further by conducting telephone interviews. They note
qualified for the job. the applicant's ability to discuss-education, job history, and current
interests on the telephone. Those who cannot remember specifics
are not invited for a formal interview. Neither are those who sound
sleepy at 10:00 a.m. The telephone interview may also screen out
applicants with accents.
Interview and Resume Preferences
Competition is stiff. With so many applicants to choose from, The applicant who survives the telephone interview still
employers use a variety of methods for narrowing the field. The faces a challenge. The formal interview really begins as soon as the
following methods are listed down: applicant arrives at the site. His or her actions may be noted even
1. Scanning Resources. Almost all the recruiters interviewed out in the parking lot. Almost assuredly, the way the applicant acts
resort to "eye scanning" a resume, skimming it to find the key words in the waiting room will be reported to the interviewer. Interviewers
related to the position and power words that indicate the applicant is frequently sneak out, ostensibly for a cup of coffee, to scope out the
capable and hardworking - words like "adaptable, innovative, applicant unobserved. In fact, the interviewer may even be
problem solving" and skills like "oral communication, ability to substituting at the reception desk.
delegate". Most recruiters size up the applicant very early in the
A one-page resume is preferable since manager is always in interview. Appearance does matter. Even in casual workplaces,
a hurry to finish everything on his table. applicants are expected to look professional. For men that generally
Most employers with a paper preference like cream, gray, or means a suit and tie, or perhaps for some technician positions
white. The more conservative the industry, the more conservative pressed slacks and shirt, and tie. For women, a suit is generally
the paper. Manufacturing seems to prefer white: banking beige. All appropriate, although dresses and even tailored slacks are
notice a high quality paper, and all discard error-laden resumes. acceptable. Women and men are cautioned against lots of jewelry
These employers want to be able to pick out an applicant's or trendy looks. Many employers dislike long hair on men. Heavy
qualifications and experience at a glance, so they like bullets, makeup and strong perfume or cologne can also be problems.
boldfacing, and lists. They want to see month and year for Moderation in style and color are safe choices. person
employment histories, because they sniff out gaps. They expect the The typical interview process is around two or three hours
resume to have a professional appearance. with a balanced layout, long even for an entry-level position. The HR initially interview the

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applicant for thirty minutes, discussing qualifications and explaining also be cautious not to appear nosy about the interviewer. Some
the job. Then, if the applicant is still in the running department recruiters mentioned that they do not like the applicant to look at
heads may take a turn interviewing the applicant. A panel of people their photos or look at things on their desk.
may even be lined up; to grill him or her. Finally, in this age of HR people dislike applicants who take over the interview.
teamwork, the team, that the applicant will be joining often gets a Since interviewers are often bothered by specific questions about
chance to talk with the applicant to see if he or she will fit in with the benefits and salary, applicants should be cautioned against asking
team. These possibilities are just the typical interview scenarios. such questions- at least until they have been offered the job. But
Teleconference interviews happen occasionally. Horror stories exist interviewers do like the applicant to ask some questions. Questions
of all-day Saturday sessions for prospective technicians where they show interest. The questions should be related to the specific duties
are given puzzles and scenario questions to work out individually or that go with the position. Employers usually give an edge to
as a team. They might be asked to plan what they would need to applicants who have researched the company to applicants who
keep from a shipwreck if they were stranded on a desert island, or write follow-up letters after an interview, and to applicants who ask
they might be asked what they would do if a coworker took credit for for the job. Applicants may not even get to go through the process
an idea they had originated. Applicants are judged by their ability to for many positions. More often these days, companies hire
think on their feet. may temporary workers. The temporary agency takes care of testing the
Employers interviewed also provided examples of questions applicants and insuring that they are qualified. The company then
they frequently ask in interviews. These questions are designed to tries them out in a position, and hires only those who perform best.
explore educational background and work experience, certainly. But
today's HR manager is also interested in discovering the style of SUPERVISING OFFICE EMPLOYEES
management the employee responds best to. That is the reason Supervision is managing others through leadership and
behind the question "Which manager did you like best?" Personal personal influence. Management means simply getting things
attributes like flexibility and enthusiasm count, too. Employers do done., not necessarily through coordination of the efforts of other
not like to have to coax people into talking about the job. people. Thus, an individual can be a good manager without even
Employers sometimes set traps for unwary interviewees. dealing with people. A supervisor, however, exercises hands-on
Too often, the unsuspecting applicant is lured into criticizing past influence and leadership skills to guide others. Effective supervisors
employers or supervisors by innocent-screening questions like share many qualities, including the ability to maintain distance from
"Which supervisor did you like best? Least? HR people encourage their employees without losing awareness of their activities, yet still
applicants to spill their guts and are often adept at drawing out caring about their productiveness and well-being. Similarly, effective
confidences - the very confidences that may cost them the position. supervisors are direct and fair in their dealings with employees
One recruiter asks "How would your supervisor describe you?" She under their direction. When supervisors discharge their duties
then calls the supervisor and compares notes. Applicants should

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effectively, productivity rises and employees enjoy greater job courteously with senior managers, production workers, customers,
satisfaction. suppliers and other people who have an interest in the
organization's activities. It is the supervisor's responsibility to start
Role and Functions of Supervision the upward communication process to inform middle and senior
Supervisors play an important role in the business managers about production problems, adherence to production
environment Their primary job is to see that the work performed by schedules, budget variances and other matters. Furthermore,
employees In is completed on time and at the highest level of supervisors must be able to react to downward communications
quality. to complete this task, they must know the production from senior managers in order to address problems as quickly and
process and have an understanding of human behavior. Theirs is a efficiently as possible.
pressure filled job. Supervisors perform a wide range of functions,
all of which are closely intertwined. For example, they must be
excellent communicators. It is their job to write reports, letters, Supervisory reporting mechanisms most commonly involve oral and
memos, performance appraisals and the gamut of documents that written reports needed to protect their workers, the organization,
businesses need to operate. They must be equally comfortable in and themselves from legal actions. For instance, supervisors must
communicating with chief executive officers and assembly-line- know when and in what form to use to document problems, with
production workers. They must be able to run effective meetings personnel, which regulatory forms must be completed, to whom
They must carefully monitor the organization's goals, strategies, they must be submitted and how frequently they should be done.
tactics and production schedules. They must be cognizant of union Supervisors must also understand laws and ethical guidelines
rules where applicable. They must be trainers, confidants computer governing employee surveillance as they endeavor to monitor
experts, goal setters-in short, supervisors must be well rounded employee performance. Privacy issues play an increasingly large
employees who are willing to accept the responsibilities required to role in the workplace, as practices including drug testing,
keep a company running. videotaping of employees, reviewing the computer files of
employees and monitoring the phone conversation of employees
Supervisor as Communicator become commonplace in the business world. A large part of a
Supervisors are required to communicate with a variety of supervisor's time is spent communicating. In fact, some estimates
personnel in the course of their jobs. Approaches that might suggest that supervisors spend as much as 70 percent of their time
improve the productivity of people in their 20's, for example, are not communicating in one form or another.
generally, applicable to people in their 50's. Similarly, supervisors
must deal with people with a wide range of personal styles, Supervisor as Trainer
regardless of their ages and backgrounds. Supervisors must be An effective supervisor must be a polished trainer. It is part
able to write and speak concisely, clearly, consistently. and

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of the supervisor's responsibility to demonstrate to workers exactly members. Then, they must establish communication channels
how certain procedures are performed. Supervisors must also be through which they and their subordinates monitor progress This
excellent learners. Workers expect their supervisors to be doers as involves constant feedback between supervisors and subordinates,
well as teachers. Therefore, supervisors must be able to master the without which supervisors cannot be effective
tasks that workers are assigned to perform. This ability is much
more critical for first line supervisors than those in middle and Supervisors as Evaluator
senior management, especially in industries using production It is the supervisor's job to evaluate workers on a regular basis.
processes. A thorough understanding of all jobs involved in a given Workers appreciate feedback on their progress. Generally, they
production process is essential to effective supervision, as want honest and frequent appraisals of their work and suggestions
supervisors are ultimately responsible for deploying their workforce from their supervisors on how to improve their performance..
in the most productive and efficient manner possible.

Supervisor as Student Supervisors as Human Resource Specialist

For supervisors, life is a learning process. Not only must they learn Supervisors need to be aware of the needs of their subordinates.
the rudiments of their subordinates jobs, but they must also learn For example, they must know how to motivate people, how to
basic supervisory skills. They must take courses in management, reward them, how and when to discipline them and when and how
computers, communications and other skills that will help them in to refer them to employee assistance programs. They may have the
their supervisory roles. If they do not continually update their skills, assistance of human resources specialist in some of these areas,
they will fail as supervisor which is something neither they nor their but the basic responsibility is the supervisor's. Given their daily
organizations can afford. presence among their employees, supervisors play a critical role in
maintaining good moral among the workforce. Employees who are
Supervisor as Goal Setter happy and take pride in their work and mone productive, loyal and
Supervisors are responsible for setting goals and their responsive to overall corporate goals and projects.
subordinates. In addition, they are ensuring that unit and individual
goals set by senior management are met. They must sit down with Supervisors as Computer Expert
their subordinates and together to set goals and monitor progress. In today's business environment, supervisors must be computer
This function requires full employment of the supervisor's proficient. Many of today's management functions are tied closely to
communication skills. computers. For example, computers are used extensively in
decision making, production scheduling and product design.
Supervisors cannot simply set goals and then ignore them First, Supervisors are not responsible for many of the functions facilitated
they must set realistic goals for themselves and their staff by computers, but they must have a working knowledge of how

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computers operate and their role in the production process. The investment. Thus, supervisors must be effective time managers and
same production line, it is essential that supervisors understand employee motivators. They must also keep an eye on technological
how these computerized systems work if they are to remain developments, since innovative advancements in machinery and
technologically current. First-level supervisors in particular must work performance techniques are constantly being made.
stay abreast of developments in computerized production systems.
They must also be in positions to advise senior management as to Supervisors must keep an eye on the future when performing their
what computerized systems are applicable in particular tasks. For example, a punch machine in a factory may become
environments and what are not. outdated and need to be replaced. It is an axiom in the
manufacturing world that what is right for a particular job today may
be outdated tomorrow. Therefore, supervisors may not only need to
recommend new equipment, but might also be required to do
economic analyses to justify the purchase of new machinery. In
Supervisors as Producer some cases, they might also be asked to maintain machinery or
The supervisor is inextricably linked to the production of goods and upgrade computer software systems. At the least, they must be
services. First, supervisors must be knowledgeable about the effective communicators who can convince senior management of
production process they control. They are responsible for a large the need for upgraded machinery and the justification for capital
variety of simultaneous activities in the ongoing production process. expenditure outlays..
For example, to a large extent they control the production schedule,
supervisors are invariably involved in product planning design, Supervisor as Adviser
project staffing, employee training, simplification of work methods, Supervisors must be particularly effective in an advisory role.
maintenance of equipment. and organization of task and activities Supervisors who can advise senior managers, middle managers
while striving to keep relations with workers as amicable as and subordinates on topics that affect their work activities are
possible. While performing these tasks, supervisors must keep the valuable. The problem is to restrict advice only to those areas
object of meeting organizational or corporate goals in the forefront. directly related to individuals needs at a time. More often than not,
the supervisor does not provide particular detailed advice on
The supervisor's tasks in the production process also include particular issues. Generally, the supervisor's role is to point
equipment and materials management, such as establishing employees toward qualified professionals who can be of assistance.
guidelines for layout of the work being performed and selecting the That in itself requires that supervisors be aware of where the proper
right equipment for each job. Supervisors must schedule carefully to professionals can be found.
ensure that time is not wasted. It is a fact of business that idle time
and workers are unproductive, costly and a waste of capital

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There is seemingly no end to the areas in which supervisors workplace safety programs. Today's supervisors must be aware of
become advisers. In whatever are the advice is provided, it must be public policy issues that were of no concern to their predecessors,
aimed at improving individuals performance and meeting but which are taking on added importance today. For example,
organizational goals. As such, supervisors are called on to advise supervisors today must have a broader knowledge of legislation
staff members regarding their job performance and their personal affecting production than did their predecessors. They must be
lives as they relate to the organization's goals. careful to regulate the amount of air, water and ground pollution
released by the machinery and processes they oversee. In
Skill development is yet another area in which the supervisor particular they must have some knowledge of the reporting
becomes an adviser. Supervisors who do not encourage their mechanisms that provide governmental regulatory agencies with
subordinates to develop their personal and work-related skills are the information they need to ensure statutory compliance. It is the
defeating their own purposes and depriving employees of valuable first-level supervisors who are closest to the production process.
training and advancement opportunities. Supervisors must have a Therefore, it is primarily their responsibility to make sure the
grasp of what training is available, how it relates specifically to production process is safe for their workers and the public.
individual employees needs and where such training can be Supervisors as International Manager
completed. The emergence of large international businesses is creating a new
demand for supervisors who can manage effectively in difficult
Supervisors as Idea Champion circumstances. Contemporary supervisors are well- advised to learn
An idea champion is an individual who generates a new idea or new languages and become aware of cultural differences among
believes in the value of a new idea and supports it in the face of workers. They must learn international trade laws and regulations
potential obstacles. Generally, idea champions are members of the and the differences in reward and punishment systems. They have
lower supervisory levels. They typically are creative people who are to learn how to motivate workers in different countries and
willing to take risks. Consequently, they frequently have trouble differentiate between what is ethical and legal in one country but not
convincing senior managers that a particular idea or system will be in another. There is no doubt that acquiring the knowledge and
beneficial to the organization. Thus, idea champions must often experience to supervise an international business is placing even
coordinate their activities with sponsors, who are more often than more pressure on managers, but it is also opening new
not middle level managers. opportunities for supervisors.

Supervisor as Environmental Watchdog The New Challenge for Supervisors

Contemporary supervisors exemplify the prototypical knowledge The future holds much potential for supervisors. They have long
workers that the business world is beginning to demand. They must been an important part of the business world. It would be
be knowledgeable about a wide range of environmental issues and impossible to conduct business on any scale were it not for the

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presence of qualified supervisors who can lead production workers. ● Start reviewing the company's organizational objectives and
Supervisors function as leaders, trainers, goal setters, by evaluating the existing training in light of those objectives;
environmental watchdogs, facilitators, communicators and more. ● Decide what additional training is needed to match
Simply put, they are the backbone of the business world, and will employee needs with company needs;and
continue to be as long as there is business to conduct. ● Suggest the training program's value to the company.

Skills of an Effective Supervisor When training is approved, develop a training plan that includes
According to Mona Johnson the owner of companies, especially project planning, project commencement and project
large companies, she does not have the time to supervise each and implementation and control. After the training is administered,
every employee who works for them. She hires supervisors to distribute a certificate of completion to recognize participants
ensure that employees are using company time productively and efforts.
effectively. The employees will follow the lead of their supervisor,
and it the skills the supervisor have are effective, it will show in the
department's overall performance. Assess Current Training Programs
The company is likely to have some kind of training in place already
TRAINING, APPRAISING AND PROMOTING OFFICE even if it's ad hoc and informal. Look at what's there, particularly:
PERSONNEL ● How well-trained are employees at all levels? • What
Employee development which helps maximize use of human process is in place to propose and approve training?
potentials is seen as a continuous process that lasts for the duration ● What methods are used to train and develop people? What
of office tenure with an organization. Beginning with employee overall priority is training given, and what resources are set
orientation, the employee development process continues with the aside for it?
training, counseling, appraising and motivating of employees.
Produce a Plan
Training It's essential to have a written training plan before you begin
In every organization there is a need for a training and development working with employees on their learning agendas. A written plan
manager who will make sure that the training the company will serves two purposes:
provide to their employees will give them the skills and knowledge 1. It's a document that you can share with management. A
they need to succeed in their jobs. commitment from management to support training is crucial
to the success of the program, and managers need to know
Plan the training by: what they're committing to. You're a lot more likely to

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 succeed when your plan is reviewed and approved by support of a manager and fellow workers. Its crucial to look at the
company leaders. learning needs of the group in addition to those of the individual.
2. It's a benchmark for measuring the effectiveness of
training activities. With a written plan, you can assess the After employees have identified what learning is necessary, they
original plan against what is actually happening and also need to develop a learning agenda. E-learning is one form of
gauge the quality of the training and the benefits that result. training worth exploring.

You may want to address the following in your plan: When employees have mastered new skills, or acquired new
● The process for identifying and assessing individual training knowledge, they should be encouraged to share it with others to the
needs. benefit of the entire organization.
● How employees will be trained and developed within the
organization.
● Available resources, including financial.

Employee's Role Appraising Performance of Office Employees

Make sure that every employee understands the company's A performance appraisal, employee appraisal, performance review,
business objectives. What is each employee's role in helping to or (career) development discussion is a method by which the job
achieve those objectives? This is an interesting topic of discussion performance of an employee is evaluated (generally in terms of
for managers and team members; everyone can gain a better quality, quantity, cost and time) typically by the corresponding
understanding of their role in the company and achieve greater job manager or supervisor. A performance appraisal is a part of guiding
satisfaction as they start making connections between what they do and managing career development. It is the process if obtaining,
and the company's business goals. analyzing, and recording information about the relative worth of an
employee to the organization. Performance appraisal is an analysis
When employees understand their role within the company, they of an employee's recent successes and failures, personal strengths
should try to identify what changes are necessary to meet and weaknesses, and suitability for promotion or further training. It
individual, group and corporate goals. Ask each employee to try is also the judgment of an employee's performance in a job based
and pin down what training (if any) is needed to bring about those on considerations other than productivity alone,
changes.
Aims of performance appraisal are to:
In most cases, acting in isolation isn't enough to change the way a ● Give employees feedback on performance
business works. Each employee usually needs the approval and ● Identify employee training needs

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 ● Document criteria used to allocate organizational rewards Trait-based systems, which rely on factors such as integrity and
● Form a basis for personnel decisions: salary increases, conscientiousness are also commonly used by businesses. The
promotions, disciplinary actions, bonuses, etc. scientific literature on the subject provides evidence that assessing
● Provide the opportunity for organizational diagnosis and employees on factors such as these should be avoided. The
development Facilitate communication between employee reasons for this are two fold:
and administration 1. Because-trait-based systems are by definition based on
● Validate selection techniques and human resource policies personality traits, they make it difficult for a manager to
to meet the Equal Employment Opportunity requirements. provide feedback that can cause positive change in
● To improve performance through counseling, coaching and employee performance. This is caused by the fact that
development. personality dimensions are for the most part static, and
while an employee can change a specific behavior they
cannot change their personality. For example, a person who
lacks integrity may stop lying to a manager because they
have been caught, but they still have low integrity and are
Methods likely to lie again when the threat of being caught is gone.
A common approach to assess performance is to use a numerical
or scalar rating system whereby managers are asked to score an 2. Trait-based systems, because they are vague, are more
individual against a number of objectives attributes. In some easily influenced by office politics, causing them to be less
companies, employees receive assessments from their manager, reliable as a source of information on an employee's true
peers, subordinates and customers while also performing a self- performance. The vagueness of these instruments allows
assessment. This is known as a 360-degree appraisal and forms managers to fill them out based on who they want to feel
good communication patterns. should get a raise, rather than basing scores on specific
behaviors employees should /should not be engaging in.
The most popular methods used in the performance appraisal These systems are also more likely to leave a company
process include the following: open to discrimination claims because a manager can make
● Management by objectives biased decisions without having to back them up specific
● 360-degree appraisal behavioral information. with
● Behavioral observation scale
● Behaviorally anchored rating scales. Characteristics of Performance Appraisal Systems
Some companies recognize the need to provide employee
feedback regarding performance. One method of providing

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performance feedback is through a performance appraisal. an important tool. Explaining the ratings of the appraisal and
Employees may depend on appraisals for such things as increases discussing future plans for improvement require good
in pay, promotions or other employee rewards (trips, bonuses, gifts, communication skills.
etc). Companies that conduct performance appraisals may have
written policies in place that refer to time lines, types of Appraisal Systems Require Follow-up
performance ratings and clearly defined processes. Some 4. It is important to the company and the employee to provide
companies may also require self-appraisals by employees or, even consistent monitoring and follow-up after the formal appraisal is
hire outside consultants to conduct the appraisals. given. If the employee scored high with little need for improvement,
do not take that performance for granted. Continue to coach and
Appraisals Match the Job Descriptions provide mentoring for continuous improvement. Those employees
1. Performance appraisals should match the job descriptions and who do require improvements will need clearly defined plans with
standards set for performance objectives. For example, an follow-up and feedback..
employee who does word processing could be appraised based on
number of errors and timeliness of work as these are standards set
for that particular job. It may be unfair to appraise a word
processing employee on phone skills if that is not part of the job Basics of Conducting Employee Performance Appraisals
description. Yearly performance reviews are critical. Organizations are hard
pressed to find good reasons why they can't dedicate an hour-long
Appraisals are Legally Compliant meeting once a year to ensure the mutual needs of the employee
2. Appraisals should be able to stand legal tests of reliability and organization are being met. Performance reviews help
(questions yield the same results for all employees if repeated more supervisors feel more honest in their relationships with their
than once) and validity (does the appraisal measure what it is subordinates and feel better about themselves in their supervisorial
designed to measure). For this reason, some companies have their rules. Subordinates are assured clear understanding of what's
appraisals developed by third-party consultants who special in this expected from them, their own personal strengths and areas for
area. development and a solid sense of their relationship with their
supervisor.
Appraisers Should be Trained
3. The supervisor or manager conducting the appraisal should be Avoiding performance issues ultimately decreases morale,
trained in the use of the evaluation tool and conducting the decreases credibility of management, decreases the organization's
appraisal. For example, conflict may arise if the employee overall effectiveness and wastes more of management's time to do
disagrees with the outcome and knowing how to deal with conflict is what isn't being done properly. Conduct the following activities.

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 Schedule another six months later, and then every year on the
1. Design a Legally Valid Performance Review Process employees anniversary date.
Patricia King, in her book, Performance Planning and Appraisal,
states that the law requires that performance appraisals be 4. Initiate the Performance Review Process and Upcoming
job-related and valid, based on a thorough analysis of the job; Meeting
standardized for all employees not biased against any race, color, Tell the employee that you're initiating a scheduled performance
sex, religion, or nationality; and performed by people who have review. Remind them of what's involved in the process. Schedule a
adequate knowledge of the person or job. Be sure to build in the meeting about two weeks out.
process, a route for recourse if an employee feels he or she has
been dealt with unfairly in an appraisal process, e.g. that the 5. Have the Employee Suggest Any Updates to the Job
employee can go to his or her supervisor's supervisor. The process Description and Provide Written Input to the Appraisal
should be clearly described in a personnel policy. Have them record their input concurrent to the your recording theirs.
Have them record their input on their own sheets (their feedback
will be combined on the official form later on in the process). You
and the employee can exchange each of your written feedback in
2. Design a Standard Form for Performance Appraisals the upcoming review meeting. (Note that by now, employees should
Include the name of the employee, date the performance form was have received the job descriptions and goals well in advance of the
completed, dates specifying the time interval over which the review, i.e. a year before. The employee should also be familiar with
employee is being evaluated, performance dimensions (include the performance appraisal procedure and form)
responsibilities from the job description, any assigned goals from
the strategic plan, along with needed skills, such as 6. Document your input-reference the Job Description and
communications, administration, etc) a rating system (e.g. poor, Performance Goals
average, good, excellent), space for commentary for each Be sure you are familiar with the job requirements, and have
dimension, a final section for overall commentary, a final section for sufficient contact with the employee to be making valid judgments.
action plans to address improvements and lines for signatures of Don't comment on the employee's race, sex, religion, nationality or
the supervisor and employee. Signatures may either specify that a handicap or veteran status. Record major accomplishments,
the employee accepts the appraisal or has seen it, depending on exhibited strengths and weaknesses according to the dimensions
wording on the form. on the appraisal form, and suggest action and training or
development to improve performance. Use examples of behaviors
3. Schedule the first performance review for six months after wherever you can in the appraisal to help avoid counting on
the employee starts employment hearsay. Always address behaviors, not characteristics of

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personalities. The best way to follow this guideline is to consider is okay to mention the issues in the meeting, but the employee
what you saw with your eyes. Be sure to address only the behaviors should have heard about them before.
of that employee, rather than behaviors of other employees.
Promotion
7. Hold the Performance Appraisal Meeting A promotion is the advancement of an employee's rank or position
State the meeting's goals of exchanging feedback and coming to in an organizational hierarchy system. Promotion may be an
action plans, where necessary. In the meeting, let the employee employees reward for good performance i.c. positive appraisal.
speak first and give their input. Respond with your own input. Then Before a company promotes an employee to a particular position it
discuss areas where you disagree. Attempt to avoid defensiveness; ensures that the person is able to handle the added responsibilities
admitting how you feel at the present time, helps a great deal. by screening the employee with interviews and tests and giving
Discuss behaviors, not personalities. Avoid final terms such as them training or on-the-job experience. A promotion can involve
"always", "never", etc. Encourage participation and be supportive. advancement in terms of designation, salary and benefits, and in
Come to terms on actions, where possible. Try to end the meeting some organizations the type of job activities may change a great
on a positive note. deal. The opposite of a promotion is a demotion.

8. Update and Finalize the Performance Appraisal Form

Add agreed-to commentary on to the form. Note that if the Elements
employee wants to add attach written input to the final form, he or A promotion can involve advancement in terms of designation,
she should be able to do so. The supervisor signs the form and salary and benefits, and in some organizations the type of job
asks the employee to sign it. The form and its action plans are activities may change a great deal. In many companies and public
reviewed every few months, usually during one-on-one meetings service organizations, more senior positions have a different title,
with the employee. an analyst who is promoted becomes a "principal analyst" an
economist becomes a "senior economist"; or an associate professor
9. Nothing Should be Surprising to the Employee During the becomes a "full professor". The amount of salary increase
Appraisal Meeting associated with a promotion varies a great deal between industries
Any performance issues should have been addressed as soon as and sectors, and depending on the what parts of the hierarchical
those issues occurred. So nothing should be a surprise to the ladder an employee is moving between. In some industries or
employee. Later on in the actual performance appraisal meeting. sectors, there may be only a modest increase in salary for a
Surprises will appear to the employee as if the supervisor has not promotions in other fields, a promotion may substantially increase
been doing his/her job and/or that the supervisor is not being fair. It an employee's salary,

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The same is true with benefits and other privileges, in some Different organizations grant the hiring and promoting managers
industries, the promotion only changes the title and salary, and different levels of discretion to award promotions. In some parts of
there are no additional benefits or privileges (beyond the psycho- the private sector, the senior management has a very high level of
social benefits that may accrue to the individual). In some discretion to award promotions, and he can promote employees
not-for-profit organizations, the values of the organization or the without going through much procedures or formalities such as
tightness of funding, may result in there being only modest salary testing, screening, and interviewing. In the public sector and in
increases associated with a promotion. In other industries, academia, there are usually many more checks and balances in
especially in private-sector companies, a promotion to senior place to prevent favoritism or bias. In many Western public service
management may carry a number of benefits, such as stock bodies, when a manager wants to promote an employee, he must
options, a reserved parking space, a corner office with a secretary follow a number of steps, such as advertising the position,
and bonus pay for good performance. accepting applications from qualified candidates, screening and
interviewing candidates, and then documenting why he chose a
The degree to which job activities change varies between industries particular candidate. In academia, a similar approach is used, with
and sectors. In some fields, even after an employee is promoted, he the added safeguard of including several layers of committee
continues to do similar work. For example, a policy analyst in the review of the proposed promotion using committees which include
government who is promoted to the post of senior policy analyst will members of other faculty and experts from other universities.
continue to do similar tasks such as writing briefing notes and Examples of a Promotion
carrying out policy research. The differences may be in the
complexity of the files that the individual is assigned to or in the These are examples of a promotion:
sensitivity of the issues that he is asked to deal with ● HR Assistant receives a promotion to HR Generalist
● HR Generalist receives a promotion to a dual role of HR
In other fields, when an employee is promoted, his work changes Generalist and Employee Development Coordinator.
substantially. For example, whereas a staff engineer in a civil ● HR Generalist is given a promotion to HR Manager
engineering firm will spend his time doing engineering inspections ● HR Manager is given a promotion to Manager of Human
and working with blueprints, a senior engineer may spend most of Resources and Administration.
his symphony orchestras, when a musician such as a violinist is ● HR Manager is promoted to HR Director
promoted to the position of concertmaster, his duties change ● HR Director receives a promotion to HR Vice President
substantially. As a violin player, the individual played the music as ● HR Vice President becomes Vice President of Global
part of the violin on the bowings and interpretation of the music, and Human Resources or Vice President of Talent Acquisition,
leads the violins during performances. Management and Development.

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