Course Content
INTRODUCTION TO OFFICE ADMINISTRATION AND PRACTICE
Definition of terms The purpose of office administration and management Types of organization structures and charts in the office
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ORGANIZATION STRUCTURE
Different departments in an organization Functions of various departments in an organization Relationship between departments
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THE OFFICE
Meaning of an office The functions of an office Types of office layout Features of a good office
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OFFICE STAFF
Types of office staff The duties/responsibilities of various office staff Qualities required of various office staff
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FILING AND STORAGE OF RECORDS
Different filing systems Different methods of classifying records Use of filing equipment Follow-up methods in filing and storage of records
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REPROGRAPHY
Meaning of reprography Methods used in reproduction of documents Factors to consider in choice of reproduction methods » Emerging issues and trends in reprography
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ORGANIZATION AND METHODS
Definition of terms Objectives of organization and methods Procedures used in carrying out an organization and methods Importance of organization and methods
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EMERGING ISSUES AND TRENDS
Emerging issues and trends in Office administration and management Effects of emerging issues and trends in the management and administration of an office Managing issues and trends in office management
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Office Administration and Practice
About Lesson

The visible benefits of Organization and Methods include:-

The simplest definition of organization is a human association to achieve a common goal. Every company needs to have a well-organized structure. The foundation of organized action has always been a well-structured mind. Without a well-established organizational structure, no manager can effectively oversee the company’s various activities. The better organized an organization is, the more likely it is to achieve its goals, and vice versa; similarly, a business with a sloppy organizational structure is inherently dangerous.
Kenneth C Towe’s statement clearly demonstrates the importance of organization. “A sound form of organization is the answer to every business problem, that a poor organization could run a good product into the ground, and that a good organization with a poor product could run a good product out of the market.” The following is a list of some of the main advantages of organization:

  1. Facilitates Administration: A well-structured and well-balanced organization makes managing and operating a business easier. As a result, employee productivity is increased, as is management’s ability to respond quickly and avoid unnecessary delays and duplications of effort. In addition, routine tasks can be delegated to lower-ranking positions through proper division of labor, consistent delegation, and clear job descriptions.
  2. Facilitates Growth and Diversification: The company’s growth is aided by the structure of the company’s organization. The company’s organizational structure must allow for expansion and diversification, or the company will face a severe administrative crisis. Thus, the company’s growth and diversification are supported by the organization.
    Allows for the most efficient use of technological advances.
    The most efficient use of technological advancements like computer systems can be achieved through a well-structured organization. However, in order to keep up with the high costs of installing, operating, and maintaining this equipment, proper planning is necessary.
  3. Encourages Human use of Human Beings: The selection, training, and development of employees and job rotation and job enlargement can be made efficiently in a well-run organization. How the company’s structure is set up can significantly affect its employees. Human capital can be used more effectively if the organization is structured correctly.
  4. Stimulates Creativity: An organized environment sparks creativity. By establishing clearly defined responsibilities and delegating authority, an organization encourages managers to use their own initiative, independent thinking, and creativity by providing them with the necessary freedom.
    It helps to keep things stable in the workplace.
    The stability of an organization can be ensured by ensuring delegation of authority, two-way communication, cooperation, effective leadership, employee morale, and the ability to adapt to changing conditions.
  5. Reduces the number of people leaving their jobs: A better working relationship between management and employees results from a better organizational structure.
  6. Duplication of Tasks Is Reduced: By establishing clearly defined roles and responsibilities, an organization can avoid unnecessary delays and duplication of effort and the resulting confusion.
  7. Coordination is improved as a result: Organizing promotes coordination by providing a framework for tying together various tasks logically.
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