Administrative Office

Management

HRM 2113

Chapter 1 – Organization & Management Principles

Prepared By
HRM 2113 - Administrative Office Management
Sathish Sarma Sathianarayanan
Learning Objectives & Outcome

Differentiate the terms organization, management and administration.

Understand the importance of hierarchy in organization.

Identify the relationship between people and their role in organization.

Understand the management principles

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HRM 2113 - Administrative Office Management
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 Introduction

Organization &
Management Principles

Management &
Organization
Administration

Organizational Functions of
Hierarchy Managerial Roles
Chart Management

Levels of Management
Management Principles

Differences

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HRM 2113 - Administrative Office Management
Sathish Sarma Sathianarayanan 3
Terms to Focus

Hierarchy

Organization

Management

Administration

Organization Roles

Office Management

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HRM 2113 - Administrative Office Management
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Organization & Organizing

Organization is a system which operates through human

activity.

Organizing
 Arranging the activities of the enterprise in such a way that
they systematically contribute to the enterprise’s goals.

Organization
 A social unit of people that is structured and managed to meet a
need or to pursue collective goals.

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HRM 2113 - Administrative Office Management
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Organization & Organizing

All organizations have a management structure that determines

relationships between the different activities and the members,
and subdivides and assigns roles, responsibilities, and authority
to carry out different tasks.

Organizations are open systems--they affect and are affected by

their environment.

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Management & Managing

Coordinating work activities so that they are completed

efficiently and effectively with and through other people.

Efficiency: getting the most output from the least input

Effectiveness: completing activities so that the organization’s goals

are attained.

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Administration

The process of administering an organization by a group of

people.

Often considered to be same as Management but it is not.

Administration is the top level, whereas management is a middle

level activity.

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 Administration vs Management
BASIS FOR
MANAGEMENT ADMINISTRATION
COMPARISON

An organized way of managing people and things of a The process of administering an organization by a group
Meaning
business organization is called the Management. of people is known as the Administration.

Middle and Lower Level Authority Top level

Executive Role Decisive

It works under administration. Area of operation It has full control over the activities of the organization.

Government offices, military, clubs, business enterprises,

Profit making organizations, i.e. business organizations. Applicable to
hospitals, religious and educational organizations.

Who will do the work? And How will it be done? Decides What should be done? And When is should be done?

Formulation of plans, framing policies and setting

Putting plans and policies into actions. Work
objectives

Managing work Focus on Making best possible allocation of limited resources.

Manager Key person Administrator

Owners, who get a return on the capital invested by

Employees, who work for remuneration Represents
them.

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Functions of Management - POSDCoRB

Planning

Organizing
Good starting point to analyse the
management functions in structural way
Staffing

Directing
Help the structure to analyse the
Coordinating management activities.
Reporting

Budgeting

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Hierarchy in Organization

The distributions, along various lines, of people among social

positions that influence the role relations among these people.

Hierarchy in Organization shown in Organizational Structure

Organization Chart
 A chart that shows the structure of the organization including
the title of each manager’s position and, by means of connecting
lines, who is accountable to whom and who has authority for
each area.

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Managerial Roles

Interpersonal Figurehead-Leader-Liaison

Informational Monitor-Disseminator-Spokeperson

Entrepreneur-Disturbance Handler-
Decisional
Resource Allocator-Negotiator

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Levels of Management

CEO Top-level
COO Management
CIO

General Manager Middle Level

Plant Manager Management
Regional Manager

Office Manager
Shift Supervisor First-line
Department Manager Management
Team Leader

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Managerial Hierarchy

Developing
attitudes of
commitment
and ownership
in employees Creating a
positive
Creating a organizational
context for culture
change through
language and
action

TOP MANAGER

Monitoring
their business
environments

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Managerial Hierarchy

Coordinating
and linking
groups,
departments,
Setting and divisions
objectives Monitoring and
consistent with managing the
top performance
management of subunits and
goals, planning managers who
strategies report to them

MIDDLE
MANAGER

Implementing
the changes or
strategies
generated by
top managers

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Managerial Hierarchy

Teaching
entry-level
employees
how to do their Making
jobs schedules and
Managing the
performance of operating
plans based on
entry-level middle
employees management’s
intermediate-
range plans
FIRST-LINE
MANAGERS

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Principles of Management – F.W. Taylor

Scientifically select
and then train,
Develop a science teach, and
for each element of develop the
a man’s work, workmen.
which replaces the
old rule-of-thumb Cooperate with the
method. men to insure all
There is almost work is done in
equal division of the accordance with the
work and the principles of the
responsibility science.
between
management and
workmen.

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Time & Motion Studies: Frank & Lillian Gilbreth

Timing how long it takes good

workers to complete each part of
their jobs.

MOTION
TIME STUDY STUDY

Breaking each task into its separate

motions and then eliminating those
that are unnecessary or repetitive.

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14 Principles of Management – Henry Fayol
Division of Work Centralization

Authority and
Scalar Chain
Responsibility

Discipline Order

Unity of Command Equity

Stability of Tenure
Unity of Direction
of Personnel

Subordination of
Initiative
Individual interests

Remuneration Esprit de corps

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HRM 2113 - Administrative Office Management
Sathish Sarma Sathianarayanan 19
 Any Questions…?

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HRM 2113 - Administrative Office Management
Sathish Sarma Sathianarayanan 20