ELEC 11

ADMINISTRATIVE AND
OFFICE MANAGEMENT
LESSON 3: THE OFFICE

1. GIVE THE DEFINITION OF THE FOLLOWING:

a. Office
-Refer to the place where information is processed, such as a credit office, a
lawyer’s office or an office in the home.
-The word office referring to the people working in that location.
-The office as a function, where interdependent systems of technology, procedures
and people are at work to manage one of the firm’s most vital resources –
information.
b. Management
-Is the art or skill used by those who blend together the six M’s – Manpower,
Materials, Money, Methods, Machines and Morale – in order to set and achieve the
goals of the organization.
-It also refers to a group of persons – top management.
-In blending the six M’s, those in charge of the organization are greatly involved with
directing people of diverse cultures and coordinating the use of economic resources.

2. What is Administrative Office Management?

-It is a profession involving the design, implementation, evaluation and maintenance

of the process of work within an office or organization, in order to maintain and
improve efficiency and productivity.

-It practices different virtues and accomplishments of different chores and works in
the office within a given time.

3. WHAT ARE THE OBJECTIVES OF ADMINISTRATIVE OFFICE MANAGEMENT?

1. To ensure that relevant organizational activities are designed to minimize

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 processes and procedures.

5. To provide a satisfactory physical and mental working environment for the

organization’s employees.

6. To help define duties and responsibilities of employees assigned within the

administrative office management functional area.

7. To develop satisfactory lines of communication among employees within the

administrative office management functional area and between these employees and
employees in other areas within the organization.

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.

4. GIVE THE FUNCTIONS OF ADMINISTRATIVE OFFICE MANAGEMENT

1. Applies to those responsible for managing the office and for making decisions that
concern the day-to-day operations of the office.

2. Administrative Office Management is the process of planning, organizing and

controlling all the information-related activities and of leading or directing people to
attain the objectives of the organization.

3. Traditionally, the administrative office management functions were limited to basic

clerical services and to office personnel.

5. WHO IS AN ADMINISTRATIVE OFFICE MANAGER?

It refers to a person who heads up the company-wide information management

function may have one of several titles, such as administrative office manager, office
manager, manager, administrative services, information manager etc.

-The person responsible for planning, organizing and controlling the information
processing activities and for leading people in attaining the organization’s objectives
is called administrative office manager or office manager.
6. WHAT ARE THE RESPONSIBILITIES OF AN ADMINISTRATIVE OFFICE
MANAGEMENT WITH MANAGEMENT FUNCTIONS?

1. Planning- Is all about planning and development. Assessing the need for
designing and implementing totally new functions and services.

2. Organizing- This is necessary to produce effective methods and techniques when

implementing changes to maximize organizational and individual productivity.

3. Leading (Staffing & Directing) - This is about the growth and experiences of an
employee

4. Controlling- This is about the quality and quantity of work. This is where we take
corrective actions whenever necessary. This is also motivates employees to be cost
conscious.

7. WHAT SKILLS MUST AN ADMINISTRATIVE OFFICE MANAGEMENT

POSSESSES?

• Conceptual skill - is the ability to use existing knowledge in order to acquire

additional knowledge. Conceptual skills are generally learned through experiences
and the educational process, some are intuitive.

• Human skill -is the ability to use knowledge and understanding of people as they
interact with one another’s. These skills include a manager’s ability to communicate,
coach, lead, resolve conflicts, achieve consensus, and motivate workers.

• Technical skills -are work-related skills that demonstrate the manager’s ability to use
the technology tools, techniques, and procedures specific to a particular field.

8. IDENTIFY AND EXPLAIN SOME OF THE COMPETENCIES/ QUALIFICATIONS

WHICH ARE EXPECTED TO POSSESS IN AOM POSSESSION.

1. Thorough Understanding of Various Business Management Fundamentals

– This means knowing the basics of how a business operates, including areas like
budgeting, scheduling, and organizing resources.
Example: If the office is running out of supplies, a manager with a good
understanding of business fundamentals would know how to assess inventory levels,
find cost-effective suppliers, and order the necessary items without exceeding the
budget.

2. Leadership – Leadership is about guiding a team, setting goals, and helping team
members achieve those goals. It also involves making decisions and solving
problems effectively.

Example: If an employee is struggling with their workload, a good leader would step
in to redistribute tasks, provide additional resources, or offer guidance to help the
employee get back on track.

3. Educational Requirements – Generally, a bachelor’s degree in business

administration, management, or a similar field is needed. Some roles may require
certifications in office management or experience in a related area.

Example: If a candidate has a degree in business management and a certification in

project management, it shows they have the educational background to understand
complex administrative tasks and manage projects effectively.

4. Traits such as Integrity, Intelligence, Energy

 Integrity – This involves being honest and having strong moral principles.

Example: If you make a mistake on a financial report, showing integrity would

mean owning up to the error, fixing it, and taking steps to prevent it from happening
again.

 Intelligence – Being smart is not just about book knowledge; it includes problem-
solving skills and the ability to adapt to new situations.

Example: If a new software is introduced in the office, an intelligent manager can

quickly learn how to use it and train others.

 Energy – Showing enthusiasm and a proactive approach to work.

 Example: Bringing a positive attitude to daily tasks and actively seeking ways to
improve office processes.

5. Able to Write Formal Reports on Finances and Planning – Being able to create
structured documents that communicate important financial information or future
plans.

Example: Writing a report that summarizes the department’s monthly spending and
outlines suggestions for reducing costs while still meeting targets.

6. Assertiveness – Assertiveness means expressing your ideas and needs

confidently without being aggressive. It’s about standing up for what’s needed.
Example: If another department consistently hands in work late, you assertively
request they meet deadlines to avoid disrupting your team’s schedule.

7. Flexibility – The ability to adapt when situations change or when unexpected

tasks come up.

Example: If a key employee is suddenly absent, being flexible might involve stepping
in to help with their tasks or rearranging priorities to ensure deadlines are still met.

8. Accuracy – Ensuring that all work is done correctly, with attention to detail to avoid
mistakes.

Example: When processing invoices, an accurate manager checks the amounts,

dates, and vendor information to ensure everything is recorded correctly in the
system.

9. Ability to Cope with Pressure – Being able to stay calm and productive even
when the workload is heavy or when things don’t go as planned.

Example: When facing multiple urgent deadlines, a manager who copes well with
pressure stays organized, prioritizes tasks effectively, and avoids getting
overwhelmed.