ADMINISTRATIVE AND OFFICE MANAGEMENT — HRMA 102

CALVIN L. GUTIERREZ | BSBA-HRM 1-2 | SECOND SEMESTER

Module 9-10 undertake the role - this may differ from your
Job Analysis and Compensation of Employees initial thoughts. Understanding the resources
Job analysis needed to carry out the tasks will help such,
- is a process that is used to identify equipment, software, language skills or
responsibilities and tasks, conduct a specific process knowledge.
comparison with other jobs, establish what 3. Research the industry
education is required, and determine the job's - What are other people in the same roles
working environment. across the industry required to do in their job
- A job analysis examines the position rather roles? What are industry standards that have
than the individual who performs the job. It been established that you can learn from and
can be most efficient when the process develop into job analysis?
involves using the same professional 4. Revise job descriptions
standards, regardless of the industry or - Once you have a clear understanding of the
company. job role, you need to start revising your own
- A job analysis is an assessment of a job job descriptions and the documentation that
position to determine the skills or may be in a handbook about the role. You
competencies needed to perform a certain want to be able to set up a list of every task
occupation, the working conditions of the job and skill set. Then, use this to modify an
and how that role affects other parts of the existing job description or create a new one
business. A job analysis evaluates the position that fits your analysis.
instead of the employee performing the job. 5. Use data to make important changes
The goal of a job analysis is to define the - Data can provide the most important
unique set of abilities and expertise that each information required to make necessary
position requires. decisions and changes that you may not have
even considered before undertaking the job
How to conduct a job analysis analysis report. Are the right tasks assigned to
the right role in your organization? Would
1. Get information about the position moving people into different departments be
- You want to observe people currently in the a better fit? Are some departments
role and ask them to clearly define what their overloaded with work whilst others are not?
duties are and compare to what the current 6. Define salary bands
job description of that role looks like. Ask - One of the key things a job analysis also does
questions such as; What does the job involve? is to define clear salary bands for a role. An
What are your daily tasks and duties? Do you analysis will uncover the required skills, work
need experience with the software or skills environment, responsibilities, education and
required? How much experience is necessary more needed for deciphering an appropriate
to start the role afresh? figure. What salary is your competition
2. Evaluate the importance of each task offering? What are the current salary brackets
- Once you have a better understanding of the in your organization? What skill requirement
job, you can clearly evaluate the role by is needed to go up a level of salary within the
ranking the difficulty of each task and skill set. team/ department/ organization.
Observe which skills are more required than
others, or require a greater knowledge to Gathering job data
ADMINISTRATIVE AND OFFICE MANAGEMENT — HRMA 102
CALVIN L. GUTIERREZ | BSBA-HRM 1-2 | SECOND SEMESTER

➢ Questionnaires complete certain tasks which can give you

- This is primarily completed by those who data you can work with.
already know the job (managers, existing
employees, previous employees etc.) These Improving Employee Productivity
can be done blindly by department and even Employee productivity
using something as simple as randomized - is a measure of the efficiency and
questions to get a better feel about the roles, effectiveness of the work that employees do.
responsibilities and the competencies needed When employee productivity is high, your
for the job. workforce is producing high-quality work in a
➢ Interviews short amount of time.
- You need to talk to those who understand - There’s a fine line between busy and
what’s involved. Asking an employee to give productive, but it’s an important distinction.
details about their job is one way to create an Productive employees do great work that
accurate job description. You need to think impacts the company—busy employees spend
about specific tasks and also request a a lot of time on a lot of projects that may not
breakdown of the duties carried out by be worth the investment.
individuals in a certain position beforehand in
order to conduct a good interview. How to Improve Employee Productivity in
➢ Observation the Workplace
- One of the best ways to identify what goes 1. Set Strict Rules for Communication
on in a role is through observation. Time and - If your employees answer emails or chats
motion style studies of people in action. You when they’re off work, put a stop to it. Make
as an employer may choose to watch sure every employee, from the lowest to the
employees complete their jobs and take notes highest level, has time to relax and unwind.
of the tasks they complete and the skills Keeping work-related communication strictly
needed for those tasks. Some job analysis within business hours will help improve
benefits from observation such as physical workforce productivity.
processes and product outcomes.
➢ Surveys 2. Offer Flexible Work Hours
- Like questionnaires, surveys can provide - Offer flexible work hours or work sites to fit
great data and information whilst also different employee circumstances. For some
remaining relatively anonymous in their people, a long commute can be a huge source
responses. Usually, a survey should be a highly of stress. For others, a 9 to 5 shift might make
structured form where employees use a scale their lives more difficult. If you can, let
to answer questions about the job. employees choose what’s best for them. That
➢ Work logs choice can help eliminate stress, which raises
- Another good way to identify key skills productivity.
within a role is by making your employees
keep a work log for a certain period of time. 3. Offer Wellness Programs
This could be 30 days or 5 - you will notice - Create wellness programs and then
patterns and repetition in areas and identify SUPPORT them. A lot of businesses have
these are requirements within a job role. It wellness programs, but many employees don’t
can also help identify the time taken to take advantage of them. Participate in them
ADMINISTRATIVE AND OFFICE MANAGEMENT — HRMA 102
CALVIN L. GUTIERREZ | BSBA-HRM 1-2 | SECOND SEMESTER

yourself to set a good example, and everyone is happier and more excited to be
incentivize employees to take part. Never there. When employees are engaged and
make employees feel like they’re wasting time happy at work, it can increase employee
if they use work time to meditate, take walks, productivity increases.
or exercise.
9. Offer Career Growth Opportunities
4. Provide Extra PTO for Mental Health Days - Provide learning and development
- Encourage employees to take time off when opportunities. Employees will be feel more
they need it. A few days off each year to invested in the work they do. They’ll also and
mitigate stress is much better than an feel like you appreciate them more, which is
employee quitting because the stress has built the single highest driver of engagement!
up too much.
10. Enhance Your Workplace Environment
5. Lower Overall Stress - When it comes to physical workplace
- Stress is extremely common for employees. conditions, make sure your office has plenty
While a certain amount of healthy stress is to of natural light and plant life around each
be expected at work, unhealthy stress doesn’t room. Ensure that everyone has ergonomic
have to be a part of your workplace. Remove office equipment (whether they work from the
any unwarranted stress within the workplace office or from home).
that can take a toll on employees’ mental and
physical health. 11. Provide Training
- Ensure that employees get any and all
6. Reduce Burnout training they need to do their jobs. Employees
- Don't let your employees get burned out. who don’t know how to effectively do their
Burnout is created by prolonged feelings of jobs will be more stressed and less productive.
work-related stress, and it creates feelings of Having a good onboarding process can help
disengagement and apathy. show your support for mental well-being
while preventing costly mistakes.
7. Give Employees Meaningful Work
- Align workplace goals and missions with 12. Stop Micromanaging
employee work. The lack of purpose or - Learn how each employee prefers to be
excitement at work will lead to employee managed. Don’t micromanage employees who
disengagement. When you align individual work best with limited oversight. And don’t
work with organizational purposes and values, ignore employees who crave additional
employee engagement can increase. guidance. Employees who are comfortable at
work, both physically and mentally, will be
8. Give Employees Recognition empowered to do their best work.
- Create a culture of employee recognition
that encourages collaboration and positivity.
Did you know that 40% of employees would
put more energy into their work if they were
recognized more? When you create a culture
that celebrates the people around you, Module 11-12
ADMINISTRATIVE AND OFFICE MANAGEMENT — HRMA 102
CALVIN L. GUTIERREZ | BSBA-HRM 1-2 | SECOND SEMESTER

Administrative Service Management ➢ Compliance. By having a system in place

that complies all applicable laws related to
Records management - is the supervision and document retention--including those
administration of digital or paper records, governing privacy rights--businesses can
regardless of format. Records management protect themselves from fines and lawsuits
activities include the creation, receipt, resulting from mishandled documents.
maintenance, use and disposal of records.
Records management is a key component of ➢ Access control. Effective recordkeeping
an information governance plan. The records systems gives organizations greater control
management process involves the following over who has access to particular types of
five steps: data. They can limit certain employee access
based on job roles and responsibilities while
●​ Creating or receiving the records. simultaneously enforcing security protocols
●​ Using or modifying the records. across multiple departments.
●​ Maintaining and protecting records.
●​ Disposing and destroying records Activities Involved in Records Management
when they're no longer needed.
●​ Archiving and preserving permanent Fundamental Activities Records Creation
records or ones that need to be kept Records - are normally created to document a
long term. transaction, to support a right or a claim, to
explain/implement a policy, to inform clients
Importance of Record Management and users, to protect organizational rights and
liability and to provide accountability. In order
➢ Historical knowledge. Proper record for records to accomplish these functions, they
keeping lets organizations easily access past must:
documents and track their progress over time. ●​ Be prepared in the normal course of
Historical records provide insights into how business
business operations have been conducted in ●​ Have an independent business
the past as well. This helps businesses stay purpose.
organized and make decisions based on ●​ Be complete, accurate and reliable.
historical data rather than relying on ●​ Be created with no motive to
guesswork or intuition when planning for misrepresent or commit fraud.
future strategies. ●​ Be prepared without foreseeing
litigation.
➢ Security. Records management prevents ●​ Be factual.
the loss of documents due to improper ●​ Be authentic.
storage practices; this includes both physical
destruction of paper-based files as well as
digital records breaches, such as hacking Records Inventory
attempts that could lead to confidential A records inventory is an identification,
information being exposed online without description, and qualification of all of the
authorization. records possessed by an organization, usually
at the series level. It is a fact finding process
ADMINISTRATIVE AND OFFICE MANAGEMENT — HRMA 102
CALVIN L. GUTIERREZ | BSBA-HRM 1-2 | SECOND SEMESTER

that identifies and describes the physical security, their intellectual integrity,
characteristics of records created or received and, in the case of confidential information,
by all or part of a business, governmental the privacy of their subjects.
agency, or other organization. For electronic
records, it is often beneficial to conduct an ➢ Vital records, the essential records of an
information resources survey which collects office, must be stored with particular
many of the same types of information but attention to their security.
also identifies the function or process to ➢ Active records need to be stored in or near
which the information relates. It also collects the department or office that created them, to
information about the supporting information facilitate ease of access by those who need
system; documentation, hardware, software, them. Inactive records can be transferred to
used to maintain the information system that offsite storage if desired. Records must be
support the creation of records and or made available only to users with appropriate
documents transactions. permission.
➢ Electronic records must be maintained on
Retention Schedules media that ensure ease of access, security,
- Similar records, related by creator and and authenticity. They must be shielded from
function, are grouped into entities called deletion until the end of their retention period
record series. Each series is assigned a has been reached. Record copies of electronic
specific retention period – the length of time records must be stored on a network server
required for the records to fulfill their legal, or an enterprise-wide document management
financial, or administrative requirements. The system. Record copies should never be
records retention schedule (RDA in state primarily stored on a local hard drive or on
parlance, for Records Retention Disposition removable media such as CDs or memory
Authorization) is the document that lists these sticks.
elements. It describes the records at the
series level, including a brief description of Records: Disposal/destruction or Historical
the content and type of medium; denotes the Preservation
retention period; and gives instructions for • When a record reaches the end of its
final disposition. scheduled retention period, it must be
disposed of in accordance with its approved
Records Storage schedule.. Confidential records must be
- It is important to file and store records, no destroyed by shredding, if they exist in
matter their medium, in accordance with the physical form. Confidential records in
department or office’s formal file plan in order electronic format must be deleted in a
to make records retrieval efficient and manner that ensures that the information
accurate. In the absence of a formal file plan, contained in them is not captured and
offices must strive to store their records in retained elsewhere.
meaningful, practical arrangements that will
allow staff to manage and access them Filing Plans
effectively and to make them available to - Filing plans describe different types of files,
citizens. Records, no matter their medium, how they are identified, where they should be
must be stored in locations that protect their stored, and how they should be indexed for
ADMINISTRATIVE AND OFFICE MANAGEMENT — HRMA 102
CALVIN L. GUTIERREZ | BSBA-HRM 1-2 | SECOND SEMESTER

retrieval. These plans classify and establish placeholder text or tooltips to provide
naming conventions for the appropriate additional information or examples.
organization of records and information in
order to support effective access and • Group related fields together
retrieval. Group related fields together to help users
understand the purpose of each field. For
Form Design example, if you are designing a registration
- Form design refers to the process of form, group fields related to personal
creating and designing online forms that are information (such as name and email address)
easy to use, visually appealing, and encourage together and fields related to account
higher conversion rates. It involves the careful information (such as username and password)
consideration of various elements such as together.
form fields, input types, layout, and user
experience. Provide feedback and validation
- Forms are documents or web pages that • Provide feedback and validation as users fill
contain fields or sections that are used to out the form. For example, show a message
collect information from individuals or when a field is filled out correctly or highlight
organizations. They are commonly used to an error if a field is filled out incorrectly. Use
gather data, customer feedback, or requests clear and concise error messages that explain
from people in a structured and organized how to correct the mistake.
manner. Forms can be physical documents
that are printed and filled out by hand or • Design for mobile devices
digital documents that are completed online Design forms that are easy to use on mobile
using a computer or mobile device. devices. Use large form fields, clear labels, and
form controls that are easy to tap on a
Best Practices in Designing a Form touchscreen. Avoid using small fonts or
requiring users to zoom in to fill out the form.
• Keep it simple and concise
The first rule of designing a form is to keep it • Use progressive disclosure
simple and concise. Forms that are too long or Use progressive disclosure to show only the
too complicated can discourage users from necessary fields at each step of the form. This
filling them out. Try to minimize the number can help prevent users from feeling
of form fields and only ask for essential overwhelmed by a long form. Use clear and
information. Use simple language and avoid concise headings to indicate what information
jargon or technical terms that users may not is required at each step.
understand.
• Consider accessibility
• Use clear and descriptive labels Consider accessibility when designing forms.
Each form field should have a clear and Use high-contrast colors, provide alternative
descriptive label that tells users what text for images, and make sure form controls
information is required. Avoid using vague or can be used with a keyboard or screen reader.
ambiguous labels that can confuse users. Use Test your form with a variety of assistive
technologies to ensure it is accessible to
ADMINISTRATIVE AND OFFICE MANAGEMENT — HRMA 102
CALVIN L. GUTIERREZ | BSBA-HRM 1-2 | SECOND SEMESTER

everyone. Thank the user. Finally, thank the

user for filling out the form. Use a clear and
concise message that indicates what happens
next (such as an email confirmation or a
redirect to a thank-you page). This can help
provide a sense of closure and improve the
overall user experience.