OAD 306: O FFICE SYSTEM AND ADMINISTRATION

T OPIC 1: E NTERPRISE – OFFICE ROLE AND FUNCTIONS  Course Objectives  Describe the operations commonly carried out in an office  List the titles of common office positions and give a brief description of the duties of each position  Describe the prime function of a nominated enterprise  Identify and describe the key functions of the office/department/key personnel within the nominated enterprise 2

 Understand the importance of a procedures manual and adhering to prescribed office and organizational procedures  Identify an actual or desirable workplace practice/ procedure that assists conservation and the environment 3

T YPES OF BUSINESS ORGANIZATIONS  The prime function of an organization for which it is in business: the manufacture of specific goods or the supply of specific services  Two categories of organizations: 4 Private sector Profit-making Non-profit Public (State) sector

 The Sole trader (Sole Proprietor)  One person in business working for him or herself and possibly employing others as well  Examples: lawn mowing, hairdressing, plumbing, dentistry, building, garage proprietor or take-away shops  Partnerships  Two or more people combine resources in order to carry out their business with a view to profit  Examples: doctors, lawyers, accountants and architects 5 T YPES OF BUSINESS ORGANIZATIONS

 Companies  A separate and legal entity from its owners (shareholders)  Private companies Usually in the form of small business; two or three shareholders, often a family concern Minimum of two shareholders and a maximum of 25 Examples: local dairy, a farm, a shop 6 T YPES OF BUSINESS ORGANIZATIONS

 Public companies Invite the general public to invest in the company Have a minimum of seven shareholders and no specified maximum  Non-profit organizations  Operates independently from any government  Not conventional for profit business  Examples: charitable trusts, clubs, societies and churches 7

R OLES AND FUNCTIONS OF AN OFFICE  What is an office? An office is an area of a building where people, using materials, tools and resources, perform the administrative services required to support the main functions and goals of a business.  Components of an office  People  Records/data  Tools  Other resource 8

 Major roles of an office  Supports the primary concern of the business  The office complements the other activities of the business Examples: ordering supplies, paying wages  Controlling role, that is, controls operations connected with budgets, stock, finance and human resource management 9 R OLES AND FUNCTIONS OF AN OFFICE

 Operations carried out in an office  Operating office equipment correctly  Understanding the processes involved in organizational procedures  Communicating effectively within the office and with customers and suppliers 10 R OLES AND FUNCTIONS OF AN OFFICE

O PERATIONS IN AN OFFICE  Depends on:  Your position in the organization  Size and type of business of the organization 1. Operating office equipment correctly in order to:  Photocopy documents  Use a facsimile machine  Use the telephone system  Bind documents  Use the computer and Microsoft office applications  Handle, process and retrieve documents 11

O PERATIONS IN AN OFFICE 2. Understanding the processes involved in organizational procedures which include:  Identifying and solving routine problems  Implementing the correct solutions  Completing forms  Making out invoices  Ordering office supplies 12

O PERATIONS IN AN OFFICE 3. Communicating effectively within the office and with customers and suppliers, which requires you to:  Know the hierarchical set-up of your organization  Know who is responsible for which section of your business  Know the products and services of your organization  Use the correct method of replying to letters and internal memos  Know the correct methods of using verbal and non- verbal communication  Know how to handle difficult customers  Organize meetings and travel arrangements 13

M ANAGEMENT STRUCTURES AND THEIR FUNCTIONS  Top Management  Consists of the chairperson, the managing director and other directors, and general managers who specialize in areas such as finance, production and marketing  Make decisions on company goals and policies  Middle Management  Consists of managers who manage other managers and supervisors  Develop departmental goals and policies in line with organizational goals 14

 Operating Management  Consists of managers and supervisors  Put management’s plan into action  Are the link between higher levels of management and office workers  Departmental Operations  Controlled by the managers of each department  Core functions for the organization is carried out at this level 15 M ANAGEMENT STRUCTURES AND THEIR FUNCTIONS

T ITLES AND DUTIES OF OFFICE POSITIONS 16  Refer to the additional notes document

O RGANIZATIONAL POLICIES AND PROCEDURES  Organizational policies  decisions made by management on what operations need to be done,  and why they need to be done,  in order to fulfill the functions and goals of the business. 17

 Organizational procedures are how these operations are performed by the people who have to do them.  The office manager or supervisor should ensure that everyone has access to an office procedures manual so that all personnel comply with all the procedures. 18 O RGANIZATIONAL POLICIES AND PROCEDURES

 Advantages of well-planned and organized procedures:  Simplicity of operation of tasks  Use of minimum supervision  Utilization of specialist staff and equipment  Avoidance of non-essential steps  Less duplication of work  Less need for checking work 19

 The allocation of work according to ability and essential experience  The need for fewer rules  Reduction in paperwork  Better supervision and updating  Improved quality and uniformity of work and documentation 20 O RGANIZATIONAL POLICIES AND PROCEDURES

21 O RGANIZATIONAL POLICIES AND PROCEDURES  Organizations lacking a well-planned procedures manual will create a ‘bottleneck’ or barrier which will create problems such as: Stress, frustration and exhaustion Impatience with customers Low job satisfaction High staff turnover Breakdown of machinery or mistakes resulting from human error Inability to meet deadlines Missed contracts Late orders Loss of continuing business Failure to keep track of debtors Losing customers leading to reduction in business and profits

 An office procedures manual outlines clearly and simply:  The organizational chart of the business and who is responsible for which department or area of specialization  Who is responsible for which operation and how this should be carried out  The format and layout to be used for all written documents  The telephone protocol to be used by everyone  The steps to be taken in case of accident or fire 22 O RGANIZATIONAL POLICIES AND PROCEDURES

 How the filing system operates  The rules for the use of office equipment  Any other relevant procedural information 23 O RGANIZATIONAL POLICIES AND PROCEDURES

C ONSERVATION OF THE ENVIRONMENT  Switch off light and power when it is not required  Recycle paper:  Reuse envelopes  Use internal envelopes which can be readdressed up to 40 times  Place used or damaged paper in the recycle bin  Reuse manila folders from dead files in the filing system  Cut paper from dead files into squares and use these for taking notes  Take your own cup to work avoid using plastic cups which are not biodegradable 24