OFFICE

MANAGEMENT
AND
MODERN OFFICE
AND ITS
FUNCTIONS
Learning Objectives: At tHE END OF THIS
CHAPTER, THE STUDENTS SHOULD BE ABLE
TO:

[Link] THE PRINCIPLES OF MANAGEMENT;

[Link] THE FUNCTIONS OF MANAGEMENT; AND
[Link] THE MEANING OF MODERN OFFICE,
OFFICE
WORK, OFFICE ACTIVITIES, OFFICE FUNCTIONS
PRINCIPLE OF MANAGEMENT
A principle may be defined as a
fundamental statements or general
truth providing a guide to thought
or action.

The principles of management are

the guidelines are the ground rules
for the efficient management of any
undertaking.
“Office management, as a function, is that branch of the
art and science of management which is concerned with
efficient performance of office work whenever and
wherever that work is to be done.” — William If.
Leffingwell and Edwin M. Rot.
“Office management is manipulation and control of men,
methods, machine and material to achieve the best
possible results-results of highest possible quality with the
expenditure of least possible effect and expense, in the
shortest practicable time, and in a manner acceptable to
the top management.”— Harry H. Wylie.
“Office management is the art of guiding the
personnel of the office in the use of means
appropriate to its environment in order to
achieve its specified purpose.”— Mills and
Standinhford.
14 PRINCIPLE OF
MANAGEMENT
1. Division of 8. Centralization
work 9. Scalar chain
2. Authority [Link]
[Link]
3. Discipline
[Link] and
4. Unity of
tenure
command [Link] Fayol is known as the “father of
5. Unity of [Link] de corps
direction modern management” because his
6. Subordination theory tasked leaders with setting
of the tone for the rest of the
Conducting In-depth Collecting Demographic
individual Market Research and Psychographics Data organization. Fayol believed
interest Observing Market Trends Leveraging Customer
managers should interact with
to the general
and Consumption Habits Feedback and Reviews
personnel in five basic ways to
interest control and plan production.
1. DIVISION OF LABOR: Work
should be divided among
individuals and groups to ensure
that effort and attention are
focused on special portions of the
task.
AUTHORITY AND RESPONSIBILITY: The
concepts of authority and responsibility are closely
related. Authority was defined by Fayol as the right
to give orders and the power to exact obedience.
Responsibility involves being accountable, and is
therefore naturally associated with authority.
Whoever assumes authority also assumes
responsibility.
3. DISCIPLINE: A successful
organization requires the common
effort of workers. Penalties should
be applied judiciously to encourage
this common effort.
4. UNITY OF COMMAND - Workers
should receive orders from only one
manager
5. UNITY OF DIRECTION - The
entire organization should be
moving towards a common objective
in a common direction.
6. SUBORDINATION OF
INDIVIDUAL INTERESTS TO THE
GENERAL INTERESTS - The
interests of one person should not
take priority over the interests of the
organization as a whole.
7. REMUNERATION - Many
variables, such as cost of living,
supply of qualified
personnel, general business
conditions, and success of the
business, should be considered in
determining a worker’s rate of pay.
 8. CENTRALIZATION -The term
refers to lowering the importance of
the
subordinate role. In centralized
management, power and control are
kept at the top, and lower levels
follow orders rather than make their
own decisions.
9. SCALAR CHAIN -Managers in
hierarchies are part of a chain like
authority scale. Each manager, from
the first line supervisor to the
president, possess certain amounts
of authority. It is the step-by-step
chain of command where
instructions and communication flow
from top to bottom (and sometimes
bottom to top).
10. ORDER - For the sake of
efficiency and coordination, there
should be a
proper, systematic and orderly
arrangement of physical and social
factors.
11 EQUITY - All employees
should be treated as equally
as possible.
12. STABILITY OF TENURE
OF PERSONNEL- Retaining
productive employees should
always be a high priority of
management. Recruitment and
Selection Costs, as well as
increased product-reject rates
are usually associated with
hiring new workers.
13. INITIATIVE- Management
should take steps to
encourage worker initiative,
which is defined as new or
additional work activity
undertaken through self
direction
14. ESPIRIT DE CORPS-
Management should
encourage harmony and
general good feelings among
employees.
NGANILNP
the process of setting goals and
deciding how to achieve them.
RGNNOIAZGI
arranging tasks and resources in a structured
way.
FTGASFIN
hiring and assigning
people to jobs.
 TNICGREDI
The act of leading, supervising, and influencing
people to achieve organizational goals.
GTMOITVAIN
encouraging people to work effectively and with
enthusiasm.
NCTGDOIAONIR
ensuring different activities or people work together
smoothly.
Functions of
Management
Planning : Planning is concerned with dealing in
advance what is to be done. According to Terry,
Planning is the first fundamental function of
management. It provides prior to activity, guides
courses for action required by managers in
order to achieve
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goals.
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Planning is the selecting and relating of facts,
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and making and using the assumptions regarding
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the future in the visualization and formulation of

proposed activities believed necessary to achieve
desired results.
 WHY DO WE PLAN?
[Link] clear goals and
objectives
[Link] use resources
efficiently
[Link] action towards
decision making
[Link] anticipate risk and
challenges
Organizing : According to Oliver
Sheldon “Organization is the process of
combining the works done by an
individual or a group to perform with
facilities necessary from its
execution,that the duties performed
provide the best channel forthe efficient,
systematic, positive and co-ordinated
application of the available efforts.”
What are the steps in
organizing?
[Link] activities
2. Grouping tasks
[Link] duties
[Link] authority
5. Coordinating efforts
Staffing : Staffing in an organization refers to the selection of
men for the various jobs. It refers to choosing and preparing
men in the selection, recruitment, training, development,
promotion and remuneration of employees.
DIRECTING
The process of direction refers to the way an executives issues
instructions to his subordinate. It includes leadership, communication
and supervision.

a. Leadership : The quality of leadership is the ability to influence

people to strive willingly for the realization of mutual objectives.

b. Communication : It is the process of passing information from one

person to another person. It involves a systematic and continuous
process of telling, listening, and understanding.

c. Supervision: Supervision attempts to bring about conformity

between planned and actual results.
Motivating : Motivating is a process of stimulating an individual to
take action which will bring about the satisfaction of a need and
the accomplishment of a desired goal. Motivation moves a person to
action. It is achieved by,
(a) The use of power, or force.
(b) Providing inducements and incentives to employees.
(c) By satisfying the needs of the employees.

Co-ordinating : It means monitoring, balancing and keeping the

team together by ensuring a suitable allocation of tasks to the
various members, and by seeing to it that these tasks are
performed
with an opinion among the members themselves.
 Direction : Write an essay with a minimum of 200 words answering
the question below. Be clear, organized, and support your answer
with relevant examples. Your response will be graded based on
content, clarity, relevance, and grammar

What Are the Functions of Management

and How Are These Functions Beneficial in
an Office and Organization? As a future
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public administrator, how are you going to

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apply these function in your office or in an

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organization?
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Assignment : Research and answer the following tasks. Your
output must be handwritten or typed (minimum 1 page,
maximum 2 pages), to be submitted on or before the next
meeting.
[Link] the term "modern office" and explain how
it differs from a traditional office.

2. List and describe at least five (5) common types

of office work done in amet,modern organizations.
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3. Identify and explain at least three (3) key office

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activities that help maintain workplace efficiency
and.
Thank
YOu