Office Management Build Bright University
CHAPTER1: BASIC CONCEPTS AND TRENDS IN OFFICE MANAGEMENT
1. Definition of Office management: is a branch of management which is
concerned with the services of obtaining, recording and analyzing information,
of planning, and communicating, by means of which the management of a
business safeguards its assets, promotes its affairs, and achieves its
objectives.
By that definition office basically performs five types of activities,
1) Receiving information
2) Recording information
3) Preparing and arranging information
4) Communicating information
5) Safeguarding assets
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2. New Trends of Office Management
Traditional: Office management functions were limited to basic clerical services
and to office personnel
Now office management has changed significantly due to corporate downsizing,
the economy, and technology.
(Please identify the functions of traditional and modern office personnel?)
Organizational Traditional Nontraditional
charts reflect Supervisory
the change Top Management Management
from
hierarchical
(traditional) to Middle Management Middle Management
horizontal
(nontraditional)
management. Supervisory Top Management
Management
Management from
Management from Bottom Up
Top Down
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3. Administrative Office Management Function
The main responsibility is to manage the organizational information by enabling
them to enhance their productivity. In the future, this function and services will
become even more systems oriented and will use even greater amounts of
technology.
Objectives of AOM
1. Maximize individual and unit productivity
2. To provide effective management of the organization’s information.
3. To maintain reasonable quantity and quality standards.
4. To develop effective work process and procedures.
5. To provide a satisfactory physical and mental working environment for the
organization’s employees.
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6. Assigned duties and responsibilities of Office staff
7. To develop communication line
8. To help employees maintain a high level of work effectiveness.
9. To enhance the effective supervision of office personnel.
10. To assure the efficient and proper use of specialized office equipment.
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4. A Career in Administrative Office Management
Effective way for organization to get more profit is to minimize the cost of office
operations and to develop efficient work methods and procedure.
President
Vice-President
Vice-President Administrative Vice-President Vice-President
Services
Manager Manager Manager
Systems Analysis Data Processing Office Services
and Design
Hierarchical structure of AOM
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5. The Administrative Office Manager
Job responsibilities
1. Planning Function
2. Organizing Function
3. Staffing Function
4. Directing Function
5. Controlling Function
Challenges
Performing a role of change agents
Vast (immeasurable) increase in new technology used in offices
A variety of government regulation
Developing efficient productivity system
Newly implemented office systems
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Qualification
Understanding various business fundamental such as accounting,
marketing, management, statistics, economics, and psychology is
desirable
Specialized knowledge: work simplification, work measurement, work
standards, records management, forms design, data processing, job
analysis, job evaluation, office layout, office equipment, cost control,
performance appraisal, employee selection, productivity improvement,
word processing, and office automation.
Well-developed leadership skills.
A commitment to ethical behavior.
Delegation skills.
Professionalism: Certified Administrative Manager (CAM)
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Educational Background: Certain minimal educational
Profile: (Background)
Roles: Decision making role, information-management role, and interpersonal roles.
Skills: technical skills (problem solving), conceptual skills (analytical), and
human skills (soft skills)
6. Job Outlook
Overall employment of office management is expected to grow slowly than the
average for all occupations. Opportunities should be best for well qualified and
experience person. Such as office administrative service, office communication,
office information management, personnel supply, computer and data processing
services, will continue to generate most new job opportunities. In some cases,
such traditional duties as keyboarding, filling, photocopying, and bookkeeping are
being assigned to workers in other units or departments.
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