OFFICE AND OFFICE MANAGEMENT

SAMSON T. CAPAY

A REACTION PAPER SUBMITTED TO MR. GARGANZA, EMILIANO, JR. OF

THE COLLEGE OF BUSINESS AND MANAGEMENT, WESTERN
PHILLIPPINES UNIVERSITY ABORLAN, PALAWAN IN
PARTIAL FULFILLMENT OF THE REQUIREMENTS
BACHELOR IN PUBLIC ADMINISTRATION

NOVEMBER 19, 2020

 After reading the whole lessons I have so many things realized, understand and
concluded. First and foremost the deep meaning of office and office management.
Actually, the moment I spell ‘office’ I understood that it is all about the business activity,
the accountability and its function, and the clerical activities goes into action side-by-
side.

As I go through the definition given by J.C Denyer. I have realized that the true
meaning of office is not only a building itself or a place where clerical operation is done.
But the true definition of office that many people do not know is that office is not only
keeps record of information but also plays the role of reliable channel of communicating
the information. It is required for smooth functioning of the organization. Most
interesting fact about office is it link people and the government. Hence, an office has to
create a proper type of image in the mind of the people for building a proper brand
image and a corporate image.

Functions of an office enlightened me at the same time brought me to reality. The

following are functions of an office. Based on the given definition I meditate it and
expound. It seems to me that basic functions are differed from administrative
management functions. Basic functions may be termed as primary functions. Here are
my understanding and realization about the primary or basic functions of office.

Receiving Information and Collecting Information

To my way of thinking, the information may be received from within the organization or
outside the organization. If information is received from various departments and
executives of the organization, it is termed as information received within organization.
If information is received from outsiders say customers, government departments,
shareholders, suppliers, they are termed as information received from the outside
organization.

On the other hand collecting information is differing from receiving information.

If an office gets information voluntarily, it is receiving information. If an office gets
information after an enquiry or demands, it is collecting information. Based on my
observation enquiry or demands may be made through letters and/or telephone calls.
Managers or departmental executives can visit other offices to collect information.
Information may be received or collected if it helps the management in taking decisions.
 Recording Information

My idea about this function is both received and collected information should be
properly recorded in suitable form. An office determines the form, number and nature
of records to be maintained according to the needs. The information gathered thru
recording will utmost need to convert to written. The information should be converted
into according to the needs and prepare financial and cost accounts, production details,
sales particulars, man hours worked, price list and the like. These records are used as a
reference library of the management.

Processing Information

In my point of view this function is all about received and collected information
have to be arranged in a systematic way. If not so, there is no use of such received and
collected information. I think financial statements and statistical statements are
examples of arranged information.

Supplying Information

Since, office is consider as the information center. The reason why giving
information to the organizational members from top to bottom hierarchical lies on the
office. Finally, the term I want to use to describe office as supplying Information is no
other but "Brain of the Company."

Coordination and Public Relations

For me it is one of the most important function of an office. The quote "No man is
an island" is merely applicable in an organization. Many successful organization reveal
their secret ingredient of how they achieve success and always on top the list is no other
but the help of outsiders. Office management helps to maintain a close relationship
between the different departments and people. It regularly supplies order, command,
and instruction to different people. It performs various functions like planning,
organizing, controlling, staffing, supervising, motivating and effective leadership.

In this definition, author has treated office management as an art of guiding and
directing personal or employees in the organization in the use of various means such as
machines equipment, office forms, manual, methods etc. The definition stresses the
development of persons in the office and not direction of things. Office management
must understand the behavior and needs of his employee so as to motivate him to work
by influencing him and by providing incentives so that objective of the organization is
achieved.
 In simple words, office management can be defined as “a distinct process of
planning, organizing, staffing, directing, coordinating and controlling office in order to
facilitate achievement of objectives of any business enterprise’ the definition shows
managerial functions of an administrative manager.

As I read all the given meanings of the following elements of office management. Here
are my reaction, self-understanding, and realization.

a.) Personnel- It refers to all members of an organization. Those employees must

undergo proper seminars and trainings. They should be the face of the goals of the
organization, success lies on them.

b.) Means- It refers to all materials, tools and equipment used by organization. It is
impossible to achieve the goals of company without it. I used to call it as "resources".

c.) Environment-It is vital in office management to have a good ambiance of

environment. The employees can't focus on their Job if they have messy environment.

d.) Purpose- We all know, a ship is driven by a rudder without it nothing destination can
reach by the ship. The same in organization, purpose is like rudder without it nothing
progress will ever achieve by the company. This purpose played an important role in
organization it give great inner strength to every employees to strive and be the best
they can be.

To sum up, for me the four elements are belong in one system. It only means if
one them goes to malfunction if will definitely affect all the others.

As I read and dig the deep meaning of an office managers I found out that Office
managers are responsible for leading the organization to achieve its common goal.
Additionally it also in charge for the efficient functioning of an office through a range of
administrative, financial and managerial tasks.

While the duties of office managers ensure the smooth running of an office on
every day basis and may manage a team of administrative or support staff. The
responsibility of office mangers typically include organizing meetings and managing
databases, booking transport and accommodation, organizing company events or
conferences, ordering stationery and furniture, dealing with correspondence,
complaints and queries, preparing letters, presentations and reports, supervising and
monitoring the work of administrative office and all other responsibilities shouldered by
the office managers.
 However, it is important to know that the office managers are always depending
on the size and structure of the organization. As I read the last part and try it to apply in
my life. For me, management does not only involve driving your employees to perform
better, it also involves treating them with respect and ensuring they are happy. In
reality, there is no such thing as the ‘right’ management style as it all depends on
different people’s perspective.

Otherwise, there are some golden rules that help improve managerial
performance and efficiency. To my way of thinking, before understanding the concept of
effective management, it is important to know what makes an effective manager. The
following are ways what makes an effective managers.

 Effective mangers are those who achieve set targets before the deadline and
make use of resources in the best possible manner.

 Effective management refers to the extent to which managers achieve their

targets with the assistance of organizational resources.

 Effective managers are responsible for performing certain key functions, such as
setting targets and deadlines for their employees; Making financial forecasts;
Organizing work in an efficient manner; Coordinating and making use of
organizational resources sensibly; Controlling organizational activities and
helping improve the efficiency of employees.

Basically, effective managers help their employees in successfully achieving their goals
which also helps the organization achieve its overall targets. Among the six (6)
techniques, there are two techniques absolutely catch my attention. As a matter of fact, I
meditate and reflect it every day of my life ever since I read it.

First one is consistency, before your managerial style can be considered effective,
it should first be consistent. This means you cannot discourage and penalize certain
behavior and reward another person for the same behavior when they occur. You should
also treat all members of your team equally, as this shows that you are unbiased.

Secondly is no other but organized, being organized in your work tends to be the
difference between completing a task before a given deadline and missing the deadline
altogether. It also helps in improving the flow of communication between you and your
team, leading to greater productivity and reduction in stress levels.

Generally, while making this activity I always reflect the mission and vision WPU
and BPA. It strengthen my desire to be a quality graduates of WPU and a man of
executive. That’s why I am blessed to make a reaction paper about this topic. I have
learned so many things that I know I can use as future administrator and aspiring
lawyer.