1 Administrative office Management, 8 / e by Zane Quible (c)2005 Pearson Education, Inc. Integrated Systems Are used by many organizations to control office costs and improve their operating efficiency. Systems are often comprised of several subsystems, which encompass the organization's functional areas.
Original Description:
Original Title
Intro to Admin Management Unit 5 - Mgnt of Office Systems2
1 Administrative office Management, 8 / e by Zane Quible (c)2005 Pearson Education, Inc. Integrated Systems Are used by many organizations to control office costs and improve their operating efficiency. Systems are often comprised of several subsystems, which encompass the organization's functional areas.
1 Administrative office Management, 8 / e by Zane Quible (c)2005 Pearson Education, Inc. Integrated Systems Are used by many organizations to control office costs and improve their operating efficiency. Systems are often comprised of several subsystems, which encompass the organization's functional areas.
by Zane Quible 2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Systems Analysis 2 Administrative Office Management, 8/e by Zane Quible 2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Integrated Systems Are used by many organizations to control office costs and improve their operating efficiency. Areas typically incorporated into integrated systems include these: Sales Production Marketing Purchasing Finance 3 Administrative Office Management, 8/e by Zane Quible 2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Integrated Systems Are often comprised of several subsystems, which commonly encompass the organizations functional areas. 4 Administrative Office Management, 8/e by Zane Quible 2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Functional Systems and Subsystems Incorporate Several Components: Equipment Employees Forms/ Materials 5 Administrative Office Management, 8/e by Zane Quible 2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Through systems analysis, the interrelationships of the components are studied: to simplify work processes to provide a solid foundation for managerial decision making.
Systems Analysis 6 Administrative Office Management, 8/e by Zane Quible 2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 System Is a series of subsystems comprised of interrelated procedures to help achieve a well-defined goal. Procedures Consist of related methods necessary to complete various work processes. 7 Administrative Office Management, 8/e by Zane Quible 2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Objectives for Developing and Using Systems 1. To maximize the efficient utilization of the organizational resources. 2. To control operating costs. 3. To improve operating efficiency. 4. To help achieve the objectives of the organization. 5. To help carry out the various functions of the organization. 8 Administrative Office Management, 8/e by Zane Quible 2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Advantages of Systems 1. Various functions of the organization are better coordinated. 2. Wasteful, unproductive, and uneconomical activities are eliminated. 3. The operating efficiency of the organization is improved. 4. More effective control can be exerted over various activities and functions. 9 Administrative Office Management, 8/e by Zane Quible 2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Disadvantages of Systems 1. A certain amount of operating flexibility may be destroyed when using a system. 2. Any inefficiency that is built into the system likely will disproportionately increase as work flows through the system. 3. A totally integrated system may be affected somewhat when changes are made in one of its subsystems. 10 Administrative Office Management, 8/e by Zane Quible 2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Characteristics of Well-Designed Systems Flexible Adaptable Systematic Functional Simple Resourceful 11 Administrative Office Management, 8/e by Zane Quible 2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Elements of Systems (1 of 2) Processing Input Flow of work through a system begins with the input of some type of resource. The transformation of input into desired output takes place during the processing element, which is composed of methods and procedures. 12 Administrative Office Management, 8/e by Zane Quible 2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Elements of Systems (2 of 2) Feedback Interaction between the input and processing elements produces output. Output Enables the system to determine whether results are meeting expectations. Controlling Has both internal and external dimensions. 13 Administrative Office Management, 8/e by Zane Quible 2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Knowledge Management Is the result of increasing the amount of technological integration used in designing operating systems and procedures. 1. Is emerging from what used to be known as document management. 2. Involves capturing and communicating information to those who seek it or who need it. 3. Involves providing information to the right person at the right time. 14 Administrative Office Management, 8/e by Zane Quible 2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Systems and Procedures Staffing Alternatives Outside consultants Full-time Systems Staff Part-time Systems Staff
15 Administrative Office Management, 8/e by Zane Quible 2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 1. Size of the organization. 2. Type of the organization. 3. Organizations commitment to the total or integrated systems approach. 4. Philosophy of top management toward the systems and procedures function. 5. Type and extent of technology incorporated into the system. Factors That Determine Which Staffing Alternative To Use 16 Administrative Office Management, 8/e by Zane Quible 2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Outside Consultants Frequently are hired on a retainer basis. Advantages Provide expertise that may not be available with the other alternatives. Can be more objective in their recommendations. Are able to keep the system up to date. Disadvantage Are a costly alternative. 17 Administrative Office Management, 8/e by Zane Quible 2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Full-time Systems Staff Advantages Disadvantage Enables the organization to develop and improve on a continual basis all of its systems and work processes.
Help is available when needed. Potential conflict between line managers and the systems staff. 18 Administrative Office Management, 8/e by Zane Quible 2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Part-time Systems Staff Advantages Disadvantage When an organization cannot afford the other alternatives, a part-time staff is usually used.
Least costly alternative. Staff may not have time nor expertise to carry out needed assistance. 19 Administrative Office Management, 8/e by Zane Quible 2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Steps Used in Designing or Modifying Systems 1. Clearly define the process to be studied. 2. Outline the details of the present process. 3. Analyze the present process. 4. Outline the improved process. 5. Install the new process. 20 Administrative Office Management, 8/e by Zane Quible 2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Systems and Procedures Tools Workload Chart Flow Process Chart Office Layout Chart 21 Administrative Office Management, 8/e by Zane Quible 2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Workload Chart Is also referred to as work distribution chart. Identifies 1. Major activities performed by a given work unit. 2. Amount of time a work unit as a whole spends on each activity.
3. Activities performed by each employee and the amount of time he/she spends performing the activities. 22 Administrative Office Management, 8/e by Zane Quible 2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Workload Chart Provides Answers To These Questions (1 of 2) 1. Is the work unit performing the work it is intended to perform? 2. Are employees performing too many duplicate operations? 3. Are the tasks that each employee performs of a related nature? 4. Are the special skills and talents of the employees being used to the fullest extent? 23 Administrative Office Management, 8/e by Zane Quible 2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Workload Chart Provides Answers To These Questions (2 of 2) 5. Are the major functions of the work unit actually consuming the greatest amount of work time and effort? 6. Are the employees workloads evenly distributed? 7. Are the employees productive? 8. Is the flow of work efficient? 24 Administrative Office Management, 8/e by Zane Quible 2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Documents Used in Workload Chart Method Daily Log Used by employees to keep track of their daily activities. Summary Log Identifies the tasks per- formed by employees over a longer period of time. Activity List Provides a composite list of departmental activities listed in descending order. 25 Administrative Office Management, 8/e by Zane Quible 2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Flow Process Chart Is especially useful for identifying each step in a specific work process. Various steps comprising a process are categorized as: Operation Transportation Inspection Delay Storage 26 Administrative Office Management, 8/e by Zane Quible 2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Each operation step is classified as a get ready, do, or put away step.
Special attention should be focused on the do steps because if they can be eliminated, then the get ready and the put away steps can probably be eliminated as well. 27 Administrative Office Management, 8/e by Zane Quible 2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Office Layout Chart Is frequently used in conjunction with the flow process chart. Is well-suited for visualizing workflow. Is used to identify backtracking, criss-crossing, and inefficient workflow patterns. Is completed by charting flow of work through the premises.