Some Useful Expressions In Office Management Department
Office Management
Ceremonies Management
Human Resources Management
Correspondence
Time Management
Service Legislations
Short Hand
Reading In English Language
Information Technology
Management
Computer application
Human Rights
Popular Relations
Democracy
Reports Writing
Records Management
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Some Useful Expressions In Management
Executive power
Division of work
Authority and Responsibility
Centralization
Decentralization
Delegation of Authority
Co-Operation
Decision Making
Decision Taking
Organization Structure
Man Power
Objectives
Personality
General Management
Communication
Consumption
Consumer
Leader
Manager
Leader Ship
Subordinates
Supervise
Top Management
Middle Management
First Line Management
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Management :
Is a function used for carrying out duties by others who achieve the
objectives of the organization.
Management is a science and art. It is a science because it depends on
principles and scientific methods. It is an art because it depends on personal and
human skills. So science and art complete each other.
Management is important in organizations and the societies specially in
growing countries.
The development of any country now doesn't depends only on human and
material resources but on how to manage these resources.
Management Functions:
1. Planning
2. Organizing
3. Directing
4. Controlling
Planning: It is forecasting the future and preparing for it.
Organizing: It is achieved through grouping activities, organizing
responsibilities and providing the necessary authority to carry out these activities
and responsibilities.
Directing: It is a set of activities lead to direct the efforts of the employees to
achieve the objectives of the organization. It includes:
a. Motivation: It is the process to know the needs of the workers, their
aims, wishes, to a care e of them, encouraging and rewarding them in order
to achieve their aims.
b. Leadership: It involves directing and guiding human behaviors towards the
achievement of objectives.
c. Communication: It is the process to transport information from one person
to another.
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Communication elements:
1. Sender 2. Receiver 3. Message 4. Means (ways)
Communication Direction:
1. Vertical Communication: It is divided into;-
a. Downward Communication
b. Upward Communication
2. Horizontal Communication.
Controlling :-
It means comparing the real performance with the plan made and knowing the
cause of deviations to correct it.
Management Skills
1. Decision making skills.
2. Planning skills.
3. Administrative skills.
4. Human relation skills..
5. Technical skills.
Types of Decisions
1. Organizational decision:
They are made by managers as a part of their responsibilities which are related to
the organization's purposes and objectives.
2. Personal decisions:
Which are related to individual goals.
3. Programmed decisions:
Which are repetitive and well defined. In this type of decision, the procedures for
solving and resolving the problems are clear and exist.
4. Non-programmed decisions:
Which are novel and poorly defined and no procedures exist for solving the
problems.
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Decision Making Process
It can be defined as the process of identifying and solving problems.
Decisions Making Steps
1. Recognizing and defining the problem.
2. Analyzing the problem.
3. Developing alternative solutions.
4. Selecting the best solution.
5. Translating the decision into effective action
6. Controlling the execution of the action.
Enterprise functions :
1- Production.
2- Marketing
3- Purchasing
4- Finance
5- Personnel
6- Public Relations
Production:
It is to get the elements of production and use them in industry to create new
goods or give useful service.
The elements of production:
1.Man power 2. Buildings 3. Tools 4. Materials
Marketing:
It is to direct the goods from the producer to the consumer. It include
transportation, storage, advertisement, etc.
Purchasing:
It is to prepare the needs of materials and goods used in the factory for
production or selling them again.
Finance:
Is to supply money to buy lands, tools, raw materials, pay the wages and
salaries.
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Personnel:
Is to take care of man power and take care of human relationships inside the
enterprise.
Public Relations:
It is a social phenomenon at which its appearance and its development of
societies, which were established as a result of the beginning of the mutual
human understanding, and public relations is considered as a science and art.
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Some Important Definitions
Organizational Structure:
It means a building or a framework which shows managerial divisions in the
organization showing formal relations, authority lines, communication channels
and span of control.
It depends on:
1. Span of control 2. Amount of work
Span of Control:
It is the number of subordinates supervised by one person and they must
obey his authority.
Authority:
Is the right to give orders and power to force others to carry out these orders.
Responsibility:
It is the obligation or the commitment of the employees to carry out the
duties given by their managers to achieve special objectives.
Delegation of Authority:
To give others the right of act and to take decisions in limited fields to achieve
the objectives.
Organizational Chart:
It is a mean to explain the special structure in the organization
Decision taking :
Choosing the best alternative among the available ones.
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Some Useful Expressions In The Office Management
Private Secretariat
Specialized Secretariat
General Secretariat
Secretary
General Secretary
Private Secretary
Types Offices
Open Offices
Private Offices
Report
Meetings
Types of Meeting
Elements of meeting
Importance of Meeting
Office Work
Centralization
Decentralization
Privacy
Memorandum
Telegrams
Office Layout
Scientific Management
Flow of Work
Kinds of Callers
Appointment
Information Desk and Reception
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The Office (Bureau):
It is any place in which all official works are done.
Qualities of a good Office:-
1. Simple and specialized in the different official works.
2. Guarantees the flow of work..
3. Flexible and subject to changes.
4. Using machines of office equipment perfectly.
5. Follows the steps of good work.
Centralization in the official work:
It is to limit official activities in one management.
Advantages of Centralization:
1. Specialization in official works.
2. Reducing in cost.
3. Prevention of duality in the work.
4. Improving official work management.
5. Simplicity of supervising, following-up and controlling.
Disadvantages of Centralization:
1. Delay in work achievement.
2.Submitting all the departments to specialized works which may disagree with
the needs of other departments.
3. Operational inefficiency.
4. Loss of secret .
Decentralization in the official work:
It is practicing official works by different departments which belong to the
enterprise.
Advantages of Decentralization:
1. Achieving the work quickly.
2. Introducing better services to the office department knowing the duties of
workers.
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Disadvantages of Decentralization:
1. Using more workers than needed for the official works.
2. Duality of works and keeping information in different directions.
Types of Offices:
1. Open-Plan offices: It is a big hall including most of official managements.
Nothing separates these managements walls. Sometimes they use cabinet or
blocks made of aluminum or plastics to separate them. .
2. Private Office: It is a place specialized for the employee to work a lone
away from others.
The main functions of the office:
1. Receiving information.
2. Recording information.
3. Providing information.
4. Participating in the protection of enterprise ownerships.
The duties of the secretary: -
1. Writing different kinds of Correspondence.
2. Preparing for the meeting (typing, writing the subjects of the meeting).
3. Receiving visitors.
4. Receiving and sending mail related to(his, her) chief .
5. Scheduling the appointments of the chief.
6. Following the special telephone calls to the chief.
7. Typewriting in two languages.
8. Keeping and classifying the special letters of the chief.
9. Summarizing newspapers and magazines and presenting them to the chief .
10. Using and operating office equipments.
11. Writing letters in short hand and translating them accurately.
12. Preparing the traveling needs of the chief.
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Secretary and the meeting:
Before the meeting:
1. Preparing the agenda.
2. Making sure that the meeting room is equipped with the necessary needs.
3. Preparing all details related to the meeting.
4. Collecting information related to the meeting.
During the meeting:
1. Attending early the meeting room and making sure that all the needs required
are available..
2. Registering names of members attending and the absentees.
3. Reading the items of the previous meeting.
4. Helping the chief by providing any information or earlier correspondence
during the meeting.
5. Registering details of the discussions conducted in the meeting
After the meeting:
1. Turning back the earlier correspondence to its resources.
2. Writing a draft record of the meeting.
3. Submitting the draft record of the meeting to the chief in order to be
checked .
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Some Useful Expressions In Time Management
Business is business
Motion and time studies
Over time
Executives
Delegation
Simplification of Procedure
Time Analysis
Self disciplines
Self Management
Planning time
Organizing time
Controlling time
Objectives
Time reading
Qualifications
Difficulties
Facilities
Participation
Benefits
Ability
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Time Management:
Time management represents one of the available resources of management.
It is accomplished by planning, organizing and supervising of the activities of the
management. Time management improves the use of time and invests it to
achieve the desired results and to avoid loss in time.
Now time management contributes in achieving more successes for the
organization because of its positive reflections on quick performance, reducing
cost, increasing production and reducing efforts. So it is possible to say that the
importance of time management rises from the followings :
1. Achieving required results in available shortest time .
2. Time management mean better investment of time resource in the execution
of the activities of the organization.
3. Time management participates in reducing cost.
4. Time management helps reducing waste of time.
Factors affecting time management:
1. Personal characteristics of workers.
2. Organizational factors (like exaggeration of information secret, excess of
records and documents and exaggeration in applying centralization or not
delegation of authority) these factors cause waste of time.
3. Technical factors in communication lead to time saving (telephone, e-mails,
computers, internet)
4. Environmental factors affect management efficiency Positively and
negatively. (reception visitors and relatives, reading newspaper and magazines
and spending time in taking care of their personal matters).
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Basic process of time management:
1. Time planning .
2. Time arrangement.
3. Control on time.
1. Time Planning
The process of time planning includes the following activities:
a. Time registration.
b. Time analysis.
c. Aims limitation.
d. Putting the priorities.
e. Flexibility.
2. Time arrangement
In the field of arrangement, there are four activities with work organization and
its environment in order to have a good opportunity for time investment.
These activities are the following :
a. Empowerment.
b. Activity division.
c. Controlling work interruption.
d. Reduction of supervision on work.
3. Time Controlling
The concept of time controlling means comparing the real performance with the
plan.
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Some Useful Expressions In The Records Management
Active records
Alphabetic Filing
Alphanumeric
Archives
Arrangement
Classification
Coding
Collection
Confidential
Cross reference card
Decimal numbering
Destruction
Document
Drawer file
Equipment
Inactive Files
In Coming Mail
Outgoing Mail
Flat Filing
Geographic Filing
Guide Card
Index Record
Indexing
Individual Folder
Records Maintenance
Sorting
Separate
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Filing:
Is to arrange and store the documents, records and letters following a certain
system to ensure their safety and to get it easily and quickly when needed.
Source of archives:
1. From outside enterprise.
2. From inside enterprise.
The duties of the Filing :
1. Handling of incoming mail. Receiving, sorting, checking, recording and
sending it to the specialized departments in the enterprise.
2. Handling of outgoing mail. Receiving it from the different departments in
the enterprise, checking, recording and sending it to the specialized departments.
3. Setting up files for the subjects and names .
4. Controlling the movement of the circulation of the files.
5. Working on the maintenance of archives.
6. Continuous following-up of incoming mail.
7. Developing the work of managements towards the best .
The incoming mail :
All letters arriving from out side the organization.
The out-going mail:
All outgoing letters the organization sends to (people) whom it deals with.
The centralization:
It means that there is one unit of archives in the organization.
The Decentralization:
It means that there are many general archives in the organization.
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The Procedure of the incoming mail :
1. Receiving the mail.
2. Recording it in the incoming record.
3. Classifying it and earlier correspondence finding .
4. Directing.
5. Recording it in the follow up records..
6. Giving it to the managements and departments.
The Procedure of the out-going mail
1. Receiving the mail from different departments.
2. Classification .
3. Giving it number and date.
4. Distribution .
Classification:
It is the process of dividing mail, files in to groups. Every group has the
same features.
Arrangement:
It is the process of arranging archives after classifying them in order to get
them easily and quickly.
Methods of arrangement :
1. The Alphabetical method: It depends on arranging names and subjects
according to the Alphabetical letters.
2. The numeric method: It depends on numbers.
3. The Alphanumeric method: It depends on both Alphabetical letters and
numbers.
4. The date (time) method: It depends on the date of document filed.
Indexing :
It is a process aiming at specifying the name of the person or subject that
is going to be kept in the file.
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Conditions that should be available in file system:
1. Simplicity.
2. Flexibility.
3. Suitable purpose.
4. coherence.
5. Simplicity to reach the document.
6. Security.
Kind of Archives:
1. Active archives.
2. Archives of middle value.
3. Archives with no value.
The Procedure of the filing:
1. Separating mail in to groups.
2 .Checking.
3. Indexing.
4. Coding.
5. Sending.
Filing System:
1. Alphabetic filing.
2 .Numeric filing.
3. Objective (Subject) filing.
4. Geographic filing.
5. The date of filing .
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Some Useful Expression In The Correspondences
Trade
Imports
Exports
Production
Business Units
Commercial Sector
Home trade
Foreign trade
Retail Trade
Whole Sale Trade
Bank
Insurance
Life Insurance
Accident Insurance
Advertising
Business Correspondence
Business Letter
Current Account
Deposit Account
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Types of Correspondence:
1. Private(Personal) letters: These are the letters which are exchanged among
relatives and friends on private and personal matters.
2. Official(Government) letters: These are the letters which are exchanged
among governmental institutions and another or bodies. They usually include
official matters.
3. Business(Commercial) letters: These are letters which are exchanged among
companies, firms, commercial institutions, businessmen or traders. They usually
include commercial transactions and contracts.
It plays an important part in business thus they should be:
1.Clear.
2.Concise.
3.Courteous.
4.Complete .
5.Well organized.
6. Correct in every details .
Parts of business letters
The main parts of the business letters includes:
1. The heading.
2. The date.
3. The inside address.
4. The salutation.
5. The body .
6. The complimentary close.
7. The signature.
The Heading is the full name and the full address of the sender of the letter.
The Inside Address is the full name and the full address of the receiver of the
letter.
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The auxiliary(Secondary) parts of business letters includes:
1. Reference Number.
2. The attention line.
3. The subject.
4. Reference initials.
5. Enclosure notation
6. Carbon copy notation
7. Postscript.
Types of letters:
The main kinds of letters and documents through which foreign business
transaction is conducted are the followings:
1. Enquires. (These are the letters which are written by the buyers to the sellers
asking for information, price list, catalogues, terms of delivery and payment,
discounts, etc.
2. Replies to inquiries (Quotations) (These are the letters which are written by
sellers to the buyers sending them the required information).
3. The order (These are the letters which are written by the buyers to the sellers
asking them to send the required goods according to the agreed prices and terms).
4. The offer
5. Acknowledgement of order.
6. Executing order.
7. Invoices.
8. Complaints.
9. Adjustments to complaints
Trade:
Trade is the process of buying and selling goods. Trade is of two kinds:
1. Home trade. Is divided into two kinds :
A. Retail trade. B. whole sale trade.
2. Foreign trade.
Home trade:
It means internal trade in a country. It is of two kinds:
A. Retail trade: It means selling of goods in small quantities directly to the
public.
B. Whole trade : It is concerned with buying of goods in large quantities from the
producer and selling them in small quantities to the retailer.
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Foreign trade:
Is the external trade of a country carried out between the home country
and various foreign countries. It is divided in to:
A. The import trade: means buying and transporting goods from foreign
countries to home consumption.
B. The export trade: means selling the goods out side the country.
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Some Useful Expressions In The Information Technology
Environment
External environment
Internal environment
Feed Back
Field
Hard Ware
Input Unit
Output Unit
Inputs
Instruction
Machinery System
Manual System
Main Memory Unit
Open Review
Outputs
Questionnaire
Raw Materials
Retrieving
Strategic Planning
The Information Revolution
Floppy Disk
Micro Film
Electronic Mail
Voice Mail
Electronic Meeting System
Dissemination of Information
Communication Channel
Data Base
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Information Technology: (IT) is the study design, development,
implementation, support or management of computer-based information system,
particularly software applications and computer hardware. (IT) deals with the
use of electronic computers and computer software to convert, store, protect,
process, transmit and securely retrieve information.
Data:
A raw material which needs a number of treatment operations to become of
a certain indication and use to become valuable in function decision making.
The reasons for describing the data in this way are as follows :
1. Unclear.
2. Not suitable and is not related to the subject of decision making.
3. Surplus of needٍ and does not add any thing about the subject.
4. Disagreeing and contradicting.
5. Incomplete and does not give answer about decision making.
6. Old.
Information:
Facts or statements or numbers ready to be used in decision making process
with out any changing procedure.
Document:
Is a material carrying scientific information. It is considered as a record
designed to transfer this information and spread it across time and place then
using it in social activities.
Kinds of information in organization life:
1. Programmed information (Routine): information carrying a high amount of
certainty and a little amount of risk because of it’s a availability and usage in the
organization.
2. Not programmed information (not routine): information carrying a high
amount of uncertainty and more risk because of the exceptional usage of this
information and unavailability. It is available in the environment of external
organizations.
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System:
A number of connected elements forming one structure in order to achieve
certain goal.
Basic Contains of system:
1.Inputs: Represent the needs of performance for the activities of the system .
2.Operations that represent activities which transferring inputs to outputs.
3.Out puts: Represent system goals.
4.Feed back: Represent exchanging relationship between outputs and inputs and
determines the relationship between the system and its Environment.
Kinds of systems:
1.Open system:
It is a system that reacts with external environment by taking energy, material
and information. It always depends on external environment through its abilities
in the environment. Systems are mostly Open reacts external environment
through the inputs and what is sent to the environment as outputs.
2.Closed system:
It is system having strong and fixed limits, and is isolated from external
environment.
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Some Useful Expression In the Ceremony Management
Etiquette
Visitation
Invitation
Presidency
President
Republic
Conference
Protocol
Embassy
Ambassador
Pout
Majesty
Reception
Immunity
Diplomatic Corps
Diplomatic Language
Diplomatic Culture
Levee
Symposium
Precedence-cy
Banquet
Ministry
Minister
Ministerial
Ministry of Interior
Ministry of Foreign Affairs
Deputy
Parliament
Cabinet
Prime Minister
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Ceremony Management:
An organizational form follows the Ministry of Foreign Affairs in most countries
headed by an ambassador assisted by one or two assistants in addition to some
managerial officers.
Administrative specializations are represented as follows:-
1.Precedence and protocol.
2.Documentation.
3.Conferences.
4.Treaties.
5.International courtesies.
6.Immunities.
7.Exceptions.
8.Flags.
9. Banquets.
10.Invitations.
11.Receptions.
12.Visits.
13.parties
14.Medals
Specifications of the Manager of ceremony management
1. Scientific efficiency and knowledge of laws and rules of behavior a protocol
and proprieties of behavior .
2. The Perfection of more than one language.
3. Acute, well organized and having strong memory.
4. Attractive and charming.
5.Believes in immediate measurements and personal supervision.
6. The ability of forecasting.
7. Accurate knowledge of important government persons, the history and
heritage of his country.
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Kinds of Ceremony:
1.Enter and exit ceremony.
2.Electric elevator ceremony .
3.Walking on pavements ceremony .
4. Walking in processions ceremony
5. Receiving official visitors ceremony .
6. Offering congratulations ceremony .
Etiquette:
It is a group of ethics behaviors and its systems that prevail in the social
relationships among people.
Precedence definition:
It is the right of precedence on official and social work.
Types of Precedence
1. Precedence of kings and presidents.
2. Precedence of directors and major officials.
3. Precedence of wives and husbands.
4. Precedence in conferences.
5. Precedence in the United Nations.
6. Precedence of diplomatic corps.
Basic Definitions Of Short Hand
Short Hand:
The abbreviation of a certain amount of the form of the letter or the
required movement to reduce effort and time to achieve the goal of writing in a
speed close to speaking speed.
The short hand was called in Arabic as ( Al- Farahidi)
It must have :-
1. Ease of teaching and speed of learning.
2. Depending on basics and rules of Arabic language.
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The basic conditions of Short hand system :-
1. The speed and ease of performance.
2. Ease of distinguishing between symbols.
3. Ease of learning.
The basic props in short hand system :
1. Determining the general goals of short hand system
2. Determining basic goals for designing and choosing symbol used in short
hand writing.
3. Finding of fixed rules for designing and choosing symbols.
4. General limit for these choices.
Basic Definitions Of Computer and Internet
Computer:
It is an electronic device consists of a huge number of electronic circuits
and chips. It has the ability of dealing with data and information supplied to the
computer and processing it and giving the results in a very short time.
Computer = Hardware and Software
• Hardware = the physical parts of the computer
• Software = the instructions the computer follows.
Hardware:
Input unit : Such as:
Keyboard and Mouse, Cd, Disk, scanner, Digital camera, Microphone, etc.
CPU Unit: Central Processing Unit.
Output unit: Such as:
Printer, Cd, Disk, Monitor, Speaker, Projector, Fax machine, etc.
Storage Devices
There are three types of storage devices in the computer
Hard Drive = Magnetic Disk
Floppy Drive = Magnetic Disk
DVD/CD Drive = Optical Disk
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Importance of Computer:
1. Speed.
2. Accuracy.
3. Efficiency.
4. Storage.
5. Repeatability.
Internet:
The internet is a net work that involves millions of computers which are
integrated and connected with each other over the world.
Internet is an international network of interconnected computers. The
Internet is also called the World Wide Web or WWW. It is a great place to find
information for research or just for fun.
Many of its advanced communication functions allow people to
communicate instantly.
Its function is to make connection among millions of computers so it is
considered a world-wide network.
The name Internet is derived from words (international net work). It is a
world-wide net that connects different computers and networks with others in
order to exchange information, So it is considered as net of net works.
The system of internet or what is called internet protocol , is considered a
common ownership and is supported by all manufacturing companies who design
all devices that are used for the internet.
One of the important characteristics of the internet is being an open system,
that means the acceptance of any type of computer .
The internet is a word consist of two parts (International –Net). It consists of
many small nets spreader all over the world, The main functions of internet is to
exchange letters and messages by the aid of these small electronic devices. It is a
mean of general communication which facilitate what you need to see or read
with out any obligation or obstacles.
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Available services on the internet are:
1. The E-mail : It is used to send and receive electronic
messages from any person all over the world and has a log-in membership. It is
also used to exchange files, photo, movies etc.
2.WWW (World wide web):It facilitates viewing different sites about all types of
information, booking
hotels , airplanes, maps, stock, trade etc.
3.Down load: To down load All types of free available information on the net.
4.Chatting: To talk people all over the world via direct conversation or by
typewriting messages.
5. News Groups: Displays most important different news.
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Some Useful Expression In Reports Writing
Field sources
Census
Sample
Experience
Research
Finding Fact
Logical Reasoning
Complete Research
Scientific Method
Classification Data
Manual tabulation
Mechanical tabulation
Median
Mode
Standard Deviation
Correlation
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Report:
Is to display the facts related to special subject or problem by analyzing
them in a simple way and mentioning the suggestions which goes with the results
reached through searching and analyzing.
Types of reports:
1. Annual reports.
2. Statistical reports.
3. Informative reports.
4. Financial reports.
5. Administrative reports.
6. Periodical reports.
7. Analytical reports.
8. Descriptive reports.
Main Features of a good report:
1. The contents of the report must be confident.
2. The report must be firm in style and easy to read and free from mistakes.
3. The report must be concise.
4. The report must be written in a clear language.
The important affairs of the report:
1. The subject.
2. The writer.
3. The reader.
4. The structure of the report
5. The objectives.
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Report Structure:
1. The title page.
2. Thanks and Appreciation page.
3. Contents.
4. Introduction.
5. Report structure.
6. Summary.
7. Results, finding.
8. Recommendations.
9. Appendix.
10. References.
Steps for preparing a typical report and a scientific research:
1. Identifying the problem.
2. Identifying the objectives.
3. The step of collecting data and information and the resources needed.
4. The step of categorizing and classifying the data and information collected.
5. The step of analyzing the data and information collected.
6. The step of organizing the data and information.
7. The step of writing the report in its final form.
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