Working in Organization THE OFFICE

1. Working in OrganizationTHE OFFICE Lim SeiKee @ cK

2. Introduction What type of job are you looking for when you complete your studies? What type of organization do you wish to work for? Do you want to work in an office? What is office work?

3. GOAL of an Organization • - to make profits • -to promote the interests of a community without making money

4. Types of Organizations • Sole proprietorship • Partnership • Company – Public and private

5. Roles of the office • Place where people carry out the daily affairs of a business • Supports the business’s main aim, either to make profits or to meet the needs of a community • Organize set-up of the business operation and the people

6. FUNCTIONS of an office • Obtaining information • Processing information • Storing information • Conveying information

7. Obtaining information -looking it up in office files and reports -carrying out research by conducting surveys -asking for it indirectly -asking for it directly

8. Processing information -Office workers may need to work with the information obtained. This can be done by using a computer and software

9. Storing information The information received needs to be kept for current or future use: -Paper files or computers are used to keep records -records are kept properly by labelling and filing documents

10. Conveying information Office workers need to answer queries- questions asking for information. This can be done by fax, email or telephone. It helps when the information is sent out clearly and concisely.

11. Supporting roles When an organization becomes very large, the office often plays a very specific supporting role. It becomes the place where information is handled, controlled and distributed. It helps an organization to achieve its goals in being each of the following: • Business resource and information centre • Communication centre • Customer interface

12. a) Business resource and information centre • Provides information related to the organization • Supplies printed materials such as annual reports, publications statistics and research done on the product market, much like a resource library does • Provides resources needed for employees to perform the various tasks

13. b) Communication centre • Provides communication support for the organization, eg. Voice mail, faxes, email facility, intranet and the internet

14. c) Customer interface • Provides face-to-face (interface) service in which direct contact with customers is made • Handles customers’ enquiries and complaints (staff who deal directly with customers are trained to be courteous and tactful so as to project a positive business image)

15. In providing the necessary support, the office helps the organization to: Operate smoothly and efficiently Give customers a favourable impression Maintain its competitiveness and profitability

16. Personnel in an Office • An organization chart is used to show at a glance: -the organization’s set-up, i.e the way the departments or divisions of the organization are arranged -the formal channels of communication and reporting, i.e. who gives the orders and who takes the orders -the job title/position of every staff member in the organization

18. Chairman- chairs meetings and reports on the organization’s progress to the other shareholders • Board of Directors- group of shareholders who together with the Chairman, makes policies for the organization’s development -members of the Board are chosen to manage the business and achieve the organization’s goals

19. Managing Director- looks after the actual day-to-day running of the business with the help of department heads -may also be known as the Chief Executive Officer or President Department Head- manages a department or a large section of an organization -may also be known as Director, Manager or any other title the organization finds suitable

20. Departments • Although the organization chart may differ from an organization to organization, the functions of the departments are rather similar: Administration department, Personnel/ Human Resource department, Accounts/Finance department, Purchasing department, Sales/ Marketing department, Production department

21. Administration department • Head of department: Administration Manager or the Director of Administration. This department handles all the activities that provide services for the other departments such as: -supervising the maintenance of the organization’s facilities -processing incoming and outgoing mail -providing reception and co-ordinating courier services -making sure fire and other safety measures are followed in the office

22. Personnel/ Human Resource Department • Head of department: Personnel Manager or Human Resources Manager. This specialist department handles all matters relating to the staff such as: -recruitment: advertising, interviewing and employing staff -providing staff training and career development -keeping records of personal details and performance -dealing with dismissals, resignations and retrenchments -handling claims by employees, e.g. compensation for injuries

23. Accounts/ Finance Department • Head of department: Finance Manager or Finance Controller. This specialist department handles all money matters, including -keeping track of debtors’ and creditors’ accounts -preparing budgets and financial reports -handling the payment of salaries and wages -planning and monitoring cash flow -handling the organization’s tax matters

24. Purchasing Department • Head of the department: Purchasing Manager or Chief Buyer. This specialist department handles all the buying needs of the organization and is responsible for -sourcing for suitable suppliers at the best prices -placing the orders -making sure purchases are received on schedule -controlling the movement and monitoring the level of purchased stock

25. Sales/ Marketing Department • The head of department: Sales or Marketing Manager. This specialist department handles all matters dealing with sales and marketing, including: -forecasting sales and setting targets -making sure that sales targets are met -maintaining the goodwill of customers through fast after-sale service such as repairs and replacement of spare parts -dealing with customers’ complaints

26. Production Department • Head of department: Production Manager. This specialist department handles the manufacturing of the organization’s products, as well as: -making sure that the machinery is in good condition -allocating work and components to make sure that completion deadlines are met -carrying out inspection and quality control checks of the goods produced -maintaining proper stock control to record supplies purchased and goods produced.

27. That’s all for today!