MODULE 1

OVERVIEW OF OFFICE SYSTEM MANAGEMENT

OBJECTIVES
Students will be able to:

 Define the different terminologies used in this module

 Discuss the ten characteristics of an office, its importance and the
factors that contribute to its success
 Identify the seven functions of office management
 Describe the principles in an office system
 Know the objectives and importance of management
 Identify the goals of a manager
 Role of managers in an organization
 Explain the managerial skills and the organizational hierarchy

INTRODUCTION
The wonders of information technology benefits all types or organization or
businesses today. It allows organizations or offices to work more efficiently and
to maximize productivity. Information technology creates electronic storage
systems to protect the company’s valuable records. In the world of work, the
trend now is digital, everything is done online.

KEY FACTS
What is an office?

An office is generally a room or building or an area where an organization’s

employees perform administrative work in order to support and realize
objective and goals of the organization.

It can also mean formal position of employment or appointment. The office

performs a clerical function such as information collection, recording,
analyzing, distribution of information etc.

What does management mean?

Management includes the activities of setting the strategy of an organization
and coordinating the efforts of its available resources such as financial, natural,
technological and human resources.
What is an office system?
Office system is the continuation of several procedures integrated together in
such a way as to attain the needed objectives. It is defined as a network of
routines; which are designed and integrated to carry out office work. In other
words, office system comprises of various interconnected routines. It is also an
orderly arrangement of the entire activities of an office and framing of
procedures to be followed for the effective and efficient performance of work.

What is 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
sustain and improve efficiency and productivity.
What is office systems management?

This means acquiring the knowledge and skills to successfully manage an

office. With courses in document processing, leadership and organizational
development, information processing and managing office systems.

DISCUSSION
What are the characteristics of an office?
1. Clear Purpose- A workplace has a clear and specific purpose for existing
which is found in its mission, vision, goals and objectives (MVGO).
Employees must have a clear understanding of this purpose to attain the
MVGO of the company.
2. Individuality vs. Teamwork-Organization stresses teamwork while still
encouraging individual achievement and creativity. Managers have
the ability to blend the individual talents of their subordinates into team
concept.
3. Autonomy- The more freedom and input the worker has in performing his
job, the greater the motivation for him to excel will be felt by his superiors
and co-workers.
4. Sense of Fairness- The best organization is one that treats its employees
fairly. Meaning, rules are imposed to every employee without fail or
sense of favouritism or special treatment.
5. Innovation-This is the reason why businesses are successful because it
allows the business to stay advanced to its competitors. Innovating the
product or service is now the trend and the means of how a business
can improve its market share.
6. Open Communication-This fosters an atmosphere of unification of
individual talents of the employees hence each would be a contributor
 to the success of the organization. Open communication between
management and employees is the key to a coordinated effort.
7. Constructive Feedback-The purpose of feedback is to help employees
identify and understand areas of needed improvements as opposed to
chastising them for mistakes.
8. Community Spirit –Employees feel that they are part of a group of
superior people who are pulling together for the common good.
9. Access to resources- Workers should have access to the company’s
resources so that they could perform their jobs effectively and efficiently.
10. Living the values- Top organization practices core values, meaning it
should not just be a statement but rather employees live by them.

Importance of an Office
1. Information Center
2. Office serves as a channel of communication
3. Aids in coordination
4. Importance in relation to government and general public
5. Aids in managerial control
6. Importance in relation to customers
7. Importance to shareholders
8. Importance to workers

The success of an office lies on the following factors:

1. Planning- the fundamental management function, which
involves deciding beforehand, what is to be done, when is it to be
done, how it is to be done and who is going to do it. It is an intellectual
process which lays down an organisation’s objectives and develops
various courses of action, by which the organisation can achieve those
objectives. It helps us to take a peep into the future and decide in
advance the way to deal with the situations, which we are going to
encounter in future. It involves logical thinking and rational decision
making.

2. Organizing- the second key management function, after planning,

which coordinates human efforts, arranges resources and incorporates
the two in such a way which helps in the achievement of objectives. It
involves deciding the ways and means with which the plans can be
implemented.

It entails defining jobs and working relationships, assigning different

tasks associated with the plans, arranging and allocating resources,
design a structure which distinguishes duties, responsibilities and
authorities, scheduling activities, in order to maintain smoothness and
effectiveness in operations.
 3. Directing-It is the task of the manager to guide, supervise, lead and
motivate the subordinates, to ensure that they work in the right
direction, so far as the objectives of the organization are concerned.

4. Staffing- It involves hiring personnel for carrying out various activities of

the organization. It is to ensure that the right person is appointed to the
right job.

5. Controlling and Coordination- The controlling function of management

involves a number of steps to be taken to make sure that the
performance of the employees is as per the plans. It involves
establishing performance standards and comparing them with the
actual performance. In case of any variations, necessary steps are to
be taken for its correction. On the other hand, coordination is an
important feature of management which means the integration of the
activities, processes and operations of the organization and
synchronisation of efforts, to ensure that every element of the
organization contributes to its success.

6. Office correspondence- any written or electronic exchange of internal

and external communication to support all business processes. It is also
known as the business correspondence. A business letter is a traditional
way of communicating information from one company to another or
used in external correspondence.

7. Recruitment- the process of analyzing the job requirements and then

finding the prospective candidates who are then encouraged and
stimulated to apply for the job in the organization.

8. Budgeting- the process of creating a plan to spend your money. This

spending plan is called a budget. Creating this spending plan allows
you to determine in advance whether you will have enough money to
do the things you need or would like to do. It is the process of estimating
revenue and expenses during a specific period of time.

Seven Functions of an Office Management

1. Planning
2. Staffing
3. Directing
4. Communicating
5. Controlling
6. Coordinating
7. Motivating- this pertains to motivating the employees within a
workplace. It is defined as energizing, directing and sustaining
 employee efforts. If employees are motivated, they would be
energized in performing tasks and will exert their best efforts. They will
be focused on doing what is important for the organization. Managers
want a sustained effort from their employees so that they work hard
whether or not the superiors are present.

Principles in an Office System

1. To avoid any interruption in the smooth running of the office work
2. To avoid duplication of work and records
3. To avoid unnecessary movement of people
4. To avoid unnecessary writings and forms (Forms should be simplified)
5. To prepare the best use of specialization
6. To adopt labour-saving machines
7. To apply the principle of management by exception
8. To have simple. economic, efficient and practicable system or
procedure
9. To avoid unnecessary checking or verification
10. To increase the efficiency of office work
11. To achieve the goals at minimum cost

Management Objectives
1. Management is ensuring organizational goals and targets are met with
least cost and minimum waste.
2. Management is looking after the health, welfare and safety of
personnel.
3. Management is protecting the machinery and resources of the
organization including human resources.

Why is management important?

1. It helps achieve the organization’s goals.
2. It arranges the factors of production, assembles and organizes
resources, integrates the resources in an effective manner.
3. It directs group efforts towards achievement of pre-determined goals.

What is the role of the manager in an organization?

The manager is the dynamic, life-giving element in every business. He is the one
heading in the planning, organizing, directing, and controlling of all aspects in
the business. Without the manager, the resources of production remain mere
resources or never become produced. The quality and performance of a
manager is one factor to determine the success of a business.
What are the goals of all managers?
1. Managers must give full satisfaction to shareholders that is a high return
of capital.
2. Enhance the communication which does benefit the entire team and
not just the manager himself.
3. Hone coaching skills
4. Become a better motivator
5. Increase productivity
6. Support and manage change
7. Improve retention rates

Managerial Skills and the Organizational Hierarchy

The four skills all managers must possess are the following:

1. Conceptual skill- refers to the ability of a manager to serve the big

picture. Managers are strategic leaders because they are able to
strategize about potential difficulties or problems and find the best
ways to solve them.
2. Technical skill- proficiency in activities involving methods, processes,
and procedures. It involves working with tools and specific techniques.
3. Human skills- ability to work with people. It is the ability to work
effectively with different kinds of personalities, create harmonious
relationships with people enough for them to be cooperative and
become team players. It is the skill to create an environment where
people feel secure or free to express their opinions.
4. Design skill- ability to solve problems in ways that benefit the enterprise.

Technical skills are of greatest importance at the supervisor level and less at
the middle management level. Human skills, at all levels. Conceptual skills not
critical for lower-level supervisors but gain in importance at the middle
management level. At the top management level, conceptual and design
abilities and human skills are especially valuable but there is relatively little
need for technical abilities.

References:

Management. (n.d). Retrieved from

https://businessjargons.com/management.html#:~:text=Directing%3A%
20It%20is%20the%20taskof%20the%20organization%20are%20concerne
Career Experts. (2018). 7 Major Functions of Office Management. Retrieved
from http://www.careerexperts.co.uk/graduate-careers/functions-of-
office-management

Joseph, C. (n.d.). Top 10 Characteristics of a Great Workplace. Retrieved

from https://smallbusiness.chron.com/top-10-characteristics-great-
workplace-11226.html

Gupta, A. (n.d.). Office: Meaning, Importance, Organizing an Office and its

Principles. Retrieved from https://www.yourarticlelibrary.com/office-
management/office-meaning-importance-organizing-an-office-and-
its-principles-office-management/68972
 OVERVIEW OF OFFICE SYSTEMS MANAGEMENT
ACTIVITY 1

Name: __________________________________________ Percentage: ___________________

Yr/Section: ___________________________________ Score: ________________________

Answer the following questions based on your own understanding.

1. Explain why the manager stands as the life-source in an office setting. (10
pts)
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________

2. Among the several characteristics of an office, choose one and explain why
you think it is the most important feature which a manager should never
overlook. (10 pts)
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
3. If you will be responsible of managing an office, how will you instill and
establish a positive attitude/environment among your employees and
colleagues? (10 pts)
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________

Rubrics:
5- Fully discussed and well-organized 4- Partially discussed but organized
3- Failed to present vital components 2- Lacks concrete thought
1- No understanding/Poor