University of Batangas

• BSBA 102

Table of Contents MODULE 1 – THE ADMINISTRATIVE OFFICE MANAGEMENT.............................................. 1 LESSON 1: Teamwork ..........................................................................................................................1 LESSON 2: The Workplace Flexibility ................................................................................................3 LESSON 3: The Office ..........................................................................................................................5 LESSON 4: The Functions Of Administrative Office Management ................................................6 MODULE 2 – THE WORKPLACE ............................................................................................11 LESSON 1 Workplace.........................................................................................................................11 LESSON 2 Forces of Change in the Workplace .............................................................................12 LESSON 3: Ethical Theories and Behavior in the Workplace.......................................................12 LESSON 4: Anger, Stress and Time Management in the Workplace.........................................15 LESSON 5: Workplace Team and Environment .............................................................................19 MODULE 3 – EFFECTIVE COMMUNICATION ........................................................................22 LESSON 1: Communication...............................................................................................................23 LESSON 2: Presentation Skills..........................................................................................................25 LESSON 3: Telecommunication ........................................................................................................27 MODULE 4 – MANAGEMENT OF THE OFFICE ENVIRONMENT...........................................30 LESSON 1: Office Layout ...................................................................................................................30 LESSON 2: Ergonomics......................................................................................................................33 MODULE 5 – MANAGING HUMAN RESOURCES ..................................................................39 LESSON 1: Selecting and Orienting the Office Staff......................................................................40 LESSON 2: Supervising Office Employees......................................................................................42 LESSON 3: Training, Apprasiing and Promoting Office Personnel.............................................44 LESSON 4: Job Analysis ...................................................................................................................48 LESSON 5: Compensation/Salary Administration .........................................................................50 LESSON 6: Office Personnel Problems ..........................................................................................53 MODULE 6 – CUSTOMER AND EMPLOYEE SATISFACTION...............................................56 LESSON 1: Workplace Team.............................................................................................................56 LESSON 2: Customer and Employee Satisfaction .........................................................................57 MODULE 7 - RECORDS MANAGEMENT................................................................................60 LESSON 1: Filing Rules And Procedures ........................................................................................60 LESSON 2: Records Technology ......................................................................................................62 MODULE 8 – MEETINGS AND TRAVELS...............................................................................64 LESSON 1: Meeting and Conferences .............................................................................................64 LESSON 2: Effective Meetings and Conferences...........................................................................66 LESSON 3: Travel Arrangements .....................................................................................................67 MODULE 9 – JOB SEARCH AND ADVANCEMENT ...............................................................72 LESSON 1: Matching Skills, Values and Interest with Job Responsibilities ...............................72 LESSON 2: Getting a job sources of career Information ...............................................................74 LESSON 3: Preparing Letter of Application and Resumes ...........................................................76 LESSON 4: Developing Job Interview Skills....................................................................................77 LESSON 5: Developing Job Advancement Strategies...................................................................79 MODULE 10 – LEADERSHIP THEORIES AND BEHAVIORS.................................................82 LESSON 1: Leadership.......................................................................................................................82 LESSON 2: Behavioral and Situational Theories............................................................................85 LESSON 3: Leadership Styles ...........................................................................................................87 LESSON 4: Maturity Level and Developing People and Self-motivation ..............................88 MODULE 11 – OFFICE MANAGEMENT PROCEDURE AND POLICIES ................................90 LESSON 1: Are Your Policies and Procedures a Barrier To Growing Your Company?...........91 LESSON 2: Developing Office Management Procedures and Policies.......................................93 MODULE 1 – THE ADMINISTRATIVE OFFICE MANAGEMENT 1 MODULE 1 – THE ADMINISTRATIVE OFFICE MANAGEMENT INTRODUCTION Office is regarded as an important segment of any organization because an office is primarily concerned with collection and supply of information. Administrative Office Management is also useful for career oriented people whose works deal on communication, manage information, use technology, handle records, work with people and solve problems in an office setting. LEARNING OUTCOMES: After reading this module, the learner should be able to: 1. Describe the basics of Administrative and Office Management in terms of functions, objectives, teamwork and flexibility. TIME: The time allotted for this module is 6 hours. LEARNER DESCRIPTION The participants in this module are BSBA students. MODULE CONTENTS: LESSON 1: Teamwork In this lesson you will understand what Administrative Office Management is. You will have a thorough understanding the basics of Administrative and Office Management in terms of functions, teamwork and flexibility. Teamwork- is creating a work culture which values collaboration. -is the collaborative effort of a group to achieve a common goal or to complete a task in the most effective and efficient way. MODULE 1 – THE ADMINISTRATIVE OFFICE MANAGEMENT 2 In a team environment, people understand and believe that thinking, planning, deciding and actions are better when done cooperatively. According to S.C. Gault on the Law of Countability, ‗teammates, must be able to count each other when it counts.‖ ―We don‘t work for each other, we work with each other‖. To make teamwork happens powerful actions must occur: 1. Trust is important. It is essential to an effective team, because it provides a sense of safety. When your team members feel safe with each other, they feel comfortable to open up, take appropriate risks, and expose vulnerabilities. 2. Competence is necessary. The the ability to work with others toward a shared goal, participating actively, sharing responsibility and rewards, and contributing to the capability of the team. 3. Consistency is a key component. It keeps the flow of teamwork and reduces the need for other players to add to their work load if every one stays consistent. Consistency builds great confidence in a team. 4. Cohesion. It is the ability to hold together no matter how difficult the circumstances get. Maxwell describes it as ― a pride in the ability of your group to function at a higher level than pos