Administrative Management Functions of Modern Office
The office has to perform several secondary i.e. administrative management functions.
The performance of secondary functions has no way connected with the performance of primary functions i.e. basic functions. But, the operating efficiency of an office can be maintained by performing administrative management functions.
Some of the administrative management functions are discussed below.
1. Carrying out the Management Processes
The management processes should be properly carried out for effective performance of primary office functions. There are three main management processes. They are planning, organizing and controlling. Office can plan the work according to objectives and policies of management. The planned work can be properly organized for effective performance. The office can control the performance through proper direction and by various coordinating activities.
2. Office Systems and Procedures
A well planned office systems and procedures are necessary for the efficient and economical performance of office operations. Each part of the work should be carefully analyzed for planning systems and procedures.
3. Purchase of Office Forms and Stationery
Office forms and stationery are the basic needs of an office. So, quality and suitably designed forms and stationery should be purchased for the systematic and speedy performance of office work. It is the function of the office to look after the standardization, selection and purchase of office stationery and its distribution to various departments as and when required.
4. Purchase of Fixed Assets
The term fixed assets refers furniture and fixtures, equipment, plant and machinery, typewriter, computer and the like. There is a need of adequate fixed assets for the efficient and economical performance of office work for the different departments.
A standard procedure has to be followed for the selection and purchase of right type of fixed assets separately. If so, the office work can be carried on uninterruptedly. Then, the purchased fixed assets should be properly assigned to various departments and employees to ensure their fullest utilization and maintenance of such assets.
The term staffing refers selection, training, placement and remuneration of personnel. Efficient and economical performance of office work depends upon proper staffing. The staffing function is not an easy job. In external staffing and internal staffing, qualified and experienced employees have to be selected and trained before placement.
Employees discipline has to be watched and gives adequate encouragement to them. The office has to retain the interest of employees and loyalty in the organization and maintain cordial relationship among the employees.
6. Safeguarding of Assets
The assets of an organization have to be safeguarded from misuse, loss or damage by theft and fire or any other means. Assets are considered essential for the proper functioning of the organization. Proper records should be maintained for every type of assets.
7. Public Relations
An office can receive public such as customers, suppliers, employees, share holders, government department officials and the like. The interests of these persons are different in nature. It may be noted that these interests have been fulfilled by the office. In nutshell, the office is not merely the eyes and ears of an organization but extend its hands for the organization by providing warmth and courtesy to the public.