Module Two

Administrative Management and Current Trends

Defining Administrative Management

The Institute of Administrative management provides the following definition of administrative management: that branch of management which is concerned with the

services of obtaining, recording and analysing information, of planning and of communicating by means of which the management of a business safeguards its assets, promotes its affairs and achieves its objectives

http://www.instam.org/?p=poip

The Administrative Management Sub-system

CONTROLS

CONTROLS

PERSONNEL

require

Physical resources

+

Data

+

Media for using data

+Methods of

using resources and data

to achieve

Goals of the AOS:

Desired Information/

Service

Administrative management subsystemsRefer Study Book p. 2.3 (fig 2.2)

ADMINISTRATIVE SYSTEM

Mail and reprographics

Office design and layout

Corporate travel

Admin personnel

management

Information/ records

management

Information processingCommunication

Office supplies and equipment

Quible’s (2001) Objectives of the Administrative Office System

To ensure that relevant organisational activities are designed to maximise individual and unit productivity

Effective management of the organisation’s information Maintain reasonable quantity and quality standards Effective work processes and procedures Satisfactory physical and mental working environment Define duties and responsibilities within the administrative office

management area Effective lines of communication between administrative employees

and other areas of the organisation Helping employees maintain a high level of work effectiveness Effective supervision of office personnel Assuring the efficient and proper use of specialised office

equipment

Managerial Functions – Main ElementsKeeling and Kallaus (1996)

o Planning o developing policies and objectives for the various information-

processing services

o Organising

o applying basic principles of organisation in determining the

working relationships among employees

o Leadingo directing and supervising effectively the office activities

o Controlling/Directingo developing, installing, and improving administrative systems

and procedures for each phase of administrative work

Make sure you read Figure 2.5 – Quible (2001) Responsibilities of admin office

manager

Job descriptions for the admin manager

vary significantly from one organisation to another Keeling and Kallaus (1996)

supervises administrative services secures office supplies, furniture and equipment controls interoffice communications conducts special studies to determine equipment performance

and costs of office equipment establishes and coordinates administrative systems across

operating departments supervises recruitment, orientation and training of administrative

employees performs as member of organisational management tea

m

Skills Required by Administrative Managers

Conceptual, human and technical skills (see Module 1)

Odgers and Keeling (2000) occupation specific knowledge workplace behaviours

work ethics interpersonal relationships teamwork problem solving and critical thinking skills

technical skills• core skills

• occupation-specific skills

Trends in Administrative Management – Office Dynamism

Factors Contributing to Office Dynamism: Increase in Government regulations eg FOI and

Privacy legislation Affirmative Action Legislation/

Equal Employment Opportunity Legislation/ Employee Expectations

Drives for cost minimisation Perception of the ‘Information Advantage’ Escalating cost of inner city office space Demise of traditional administrative career structures New information technologies

Refer Study Book, pp. 2.10-2.13

Change skills required

Three levels of change skills:

Flexibility – ability to react quickly and positively

1. Efficiency – ability to proactively make continuous improvements

2. Adaptability – ability to seize changes in the environment to create new products, services or processes

Paradigm change in administrative management

Impact of TechnologyTraditional Roles have disappeared

(Secretary)Greater reliance on administrative office

professionalsOne-department office has disappeared –

now a broader, organisational wide role

Tomorrow’s Office Manager

Tomorrows office manager must be: Prepared for ongoing change and

advancing technology Focused on continual professional

development Capable of disseminating essential

information

The Virtual OfficeThe Virtual Office

Evolution of the workplace New information and communication

technologies are changing the very nature of work - what we do, how we do it, where we do it

The Changing OfficeThe Changing Office

Reasons for the rapidly changing office are twofold: increase in networking of office devices eg

Internet, intranets, local area networks (LAN), wide area networks.

move from analogue to digital technology; copying, printing, faxing and electronic mail activities have merged.

Reasons for Creating a Virtual OfficeReasons for Creating a Virtual Office

Reduced real estate expensesIncreased productivityIncreased profits and competitivenessImproved customer service

Challenges for Tomorrow’s Challenges for Tomorrow’s Administrative Managers Administrative Managers (1/3)(1/3)

Managers will need excellent people skills to manage new workforce

Refer Selected Readings 2.3-2.4

Challenges for Tomorrow’s Office Challenges for Tomorrow’s Office Managers Managers (2/3)(2/3)

Managers will need to:Select the right employees Provide an environment for

motivation (particularly for those working in remote locations)

Refer Selected Readings 2.3 – 2.4

Challenges for Tomorrow’s Office Challenges for Tomorrow’s Office Managers Managers (3/3)(3/3)

Managers must maintain a comfortable and creative corporate culture despite physical distances

Refer Selected Readings 2.3 – 2.4

Tomorrow’s Office - some issues

Virtual Offices need: Constant effective

interaction/communication between people

Challenging and reward producing goals

A working environment to sustain motivation

Refer Selected Reading 2.2

Attributes of a Successful Remote Employee Include:

familiarity with job self-motivated strong work ethics self-disciplined excellent time management skills effective communication skills. knowledge of organisational procedures results oriented

SummarySummary (according to DeVito, 1996)

Despite all the advances in the virtual office: There remains no substitute for bringing

people together there must be face-to-face interaction with

each other and with management. Company retreats, annual meetings and team

meetings continue to serve part of this important function.

Consolidation of Module 2

Read Selected Readings 2.1-2.4 and complete Activities on pages 2.16-2.18 of your study book