- How is the subject related to course or degree program?

The discipline of Public Administration

has many times been considered a sub-field of the general field of management and
administration.
- In the future, we can be servants of several offices, organizations, or even the government.
Thus, we need to study how office works particularly, office management and system
management.
- Refresh what is Public Ad

The discipline of Public Administration has many times been considered a sub-field of the
general field of management and administration. Public administration refers to the management and
implementation of public policies, programs, and services by government agencies and entities. It
involves the coordination, organization, and execution of activities that are geared towards serving the
public interest and promoting the welfare of citizens.
Key aspects of public administration include:
Policy Formulation and Implementation: Public administrators are responsible for translating political
decisions and policy directives into concrete actions and programs. They develop plans, allocate
resources, and oversee the execution of policies to achieve desired outcomes.
Public Service Delivery: Public administration ensures the efficient and effective delivery of public
services such as healthcare, education, transportation, social welfare, and more. This involves managing
resources, optimizing service quality, and addressing the needs of citizens.

Office management and system management are two distinct concepts that refer to
different aspects of an organization's operations. Here are the major differences
between the two:

1. Focus and Scope:

 Office Management: This refers to the administration and
organization of an office environment. It includes tasks such as
managing office supplies, coordinating administrative tasks,
overseeing office space, and ensuring a smooth workflow for
employees.
 System Management: This involves the management and maintenance
of an organization's technological systems, networks, and
infrastructure. It includes tasks like configuring and maintaining
hardware and software, ensuring data security, monitoring system
performance, and troubleshooting technical issues.
2. Nature of Responsibilities:
 Office Management: Responsibilities in office management are often
related to human resources, employee relations, communication, and
 maintaining a conducive work environment. Office managers are
responsible for tasks like employee scheduling, record keeping, handling
correspondence, and creating a positive workplace culture.
 System Management: System managers, often referred to as IT
administrators or network administrators, are responsible for the technical
aspects of an organization's operations. They manage servers, databases,
networks, software applications, and security protocols to ensure efficient
and secure IT operations.
3. Skill Sets Required:
 Office Management: Office managers typically need skills in
communication, interpersonal relations, organization, time management,
and problem-solving. They should be able to manage people effectively
and handle various administrative tasks.
 System Management: System managers require technical skills in areas
such as computer hardware, software installation and maintenance,
network administration, cybersecurity practices, and troubleshooting
technical issues.
4. Impact on Business:
 Office Management: Effective office management contributes to a well-
organized and productive workplace, fostering a positive atmosphere for
employees and potentially improving overall work performance.
 System Management: Efficient system management ensures that an
organization's IT infrastructure runs smoothly, minimizing downtime, data
breaches, and technical disruptions. This supports business continuity and
protects sensitive information.
5. Examples of Activities:
 Office Management: Planning meetings, managing office budgets,
coordinating employee training, handling office supplies, resolving
employee conflicts, and maintaining office policies.
 System Management: Installing and configuring software and hardware,
monitoring network traffic, performing data backups, implementing
cybersecurity measures, troubleshooting technical issues, and ensuring
system updates.

In summary, office management focuses on the administrative and human aspects of

running an office, while system management pertains to the technical management of
an organization's IT systems and infrastructure. Both are essential for the smooth
functioning of an organization, but they involve different skill sets and responsibilities.
Administrative office management involves overseeing and coordinating a
wide range of administrative tasks and functions within an organization to
ensure the smooth operation of the office environment. This area of
management focuses on creating an efficient and productive workplace while
supporting the needs of employees, clients, and the organization as a whole.

Effective administrative office management contributes to well-

organized and productive workplace, allowing employees to focus on
their tasks without unnecessary administrative barriers. It requires strong
organizational skills, effective communication, attention to detail, and the
ability to manage multiple tasks simultaneously.

Traditional Public Administration (TPA) is rooted in the classical doctrines of administrative theory,
which aim to provide a framework for the functioning and organization of public bureaucracies. The three
Es—Economy, Efficiency, and Effectiveness—are fundamental principles in TPA. They offer a guiding
approach for public administrators and policymakers to ensure that public resources are used in the best
possible manner to achieve the intended outcomes. Let's delve deeper into each principle:
Economy:
Definition: This principle emphasizes minimizing the cost of resources used for an activity, ensuring
that only necessary expenses are incurred. It's about spending less without compromising on the
quality or the results.
Importance: In the context of public administration, it's essential because taxpayers' money is being
used. Public officials are responsible for ensuring that funds are allocated judiciously, and wastage is
minimized.
Example: If two suppliers can provide the same quality of materials but one offers a lower price, the
principle of economy would dictate choosing the cheaper supplier.

Efficiency:
Definition: Efficiency relates to the output-to-input ratio. It’s about achieving the highest possible
output (in terms of service delivery or production) with the least input or in the shortest time.
Importance: Public agencies are under constant scrutiny and often have limited resources. By
ensuring that processes are efficient, these agencies can maximize the benefits for the public and meet
their mandates more effectively.
Example: Streamlining the process of issuing driver's licenses by adopting an online system can
reduce processing times, reduce the number of staff required, and make the entire process more
efficient.

Effectiveness:
Definition: Effectiveness is about achieving the desired outcomes or goals. It doesn’t necessarily
consider the resources used; instead, it focuses on whether the intended results are being achieved.
Importance: For public administration, the goal is to serve the public interest. Therefore, regardless of
how efficiently or economically a task is performed, it's crucial to ensure that the activity effectively
meets its objectives.
Example: A public health campaign may be cheap and reach many people (economy and efficiency),
but if it doesn't change people's behavior or improve public health, it's not effective.

Efficient:
 "Efficient" refers to the ability to accomplish a task or goal with minimal waste of
time, effort, resources, or cost. It's about maximizing output while minimizing
input.
Effective:
 "Effective" refers to the ability to achieve desired outcomes or goals. An action,
process, or approach is considered effective if it successfully produces the
intended results or delivers the desired impact.

Together, these three principles serve as benchmarks for evaluating the performance of public
organizations. They also act as guiding tenets for public administrators to ensure that they serve the
public interest in the best possible manner. Over the years, while the core tenets of these principles
have remained relevant, the methodologies and techniques to achieve them have evolved, especially
with the advent of New Public Management and other contemporary administrative theories.
Modern Public Administration has evolved beyond the traditional principles of TPA to
encompass a broader and more holistic approach. In addition to the classic principles of Economy,
Efficiency, and Effectiveness, modern public administration emphasizes the incorporation of Ethics,
Equity, and Accountability—referred to as the 5Es—into administrative practices. Let's explore these
concepts:
Ethics:
Definition: Ethics involves adhering to a set of moral principles and values. In the context of public
administration, it means making decisions and taking actions that are morally and ethically justifiable.
Importance: As public administrators hold positions of trust and authority; they are responsible for
ensuring that their decisions and actions are guided by ethical considerations. This helps build public
trust, maintain integrity, and uphold the legitimacy of governmental actions.
Example: An ethical public administrator would prioritize the well-being of citizens over personal
interests and avoid engaging in corrupt practices.
Equity:
Definition: Equity focuses on fairness and justice in the distribution of resources and benefits. It
means treating all individuals and groups fairly and providing them with equal access to opportunities
and services, regardless of their backgrounds.
Importance: In modern public administration, promoting equity helps address social disparities and
ensures that marginalized and vulnerable populations are not left behind.
Example: Implementing policies that provide equal access to quality education and healthcare for all
citizens, regardless of their socioeconomic status or geographic location.

Accountability:
Definition: Accountability refers to the obligation of public administrators to answer for their actions
and decisions. It involves being transparent about one's activities and being responsible for the
consequences of those actions.
Importance: Accountability enhances the credibility of public administration and ensures that officials
are held responsible for their actions. It's a way to prevent misuse of power and resources.
Example: A government agency releasing annual reports detailing its expenditures and outcomes to
the public and subjecting itself to audits to verify its financial integrity.
In summary, the evolution of public administration has led to the inclusion of the 5Es—Ethics,
Equity, and Accountability—alongside the traditional principles of Economy, Efficiency, and
Effectiveness. These principles together provide a comprehensive framework for modern public
administrators to create more just, transparent, and responsive governance systems.

 Principles of Administrative Office Management and Managerial Process form the foundation of
effectively managing and organizing office functions, resources, and personnel to ensure the
smooth operation of an organization. These principles guide administrative professionals in their
roles and responsibilities, helping them achieve efficiency, productivity, and effective
coordination. Let's delve into an introduction to these principles:
Organization and Coordination:
Definition: This principle involves structuring tasks, resources, and personnel in a way that optimizes
workflow and promotes efficient coordination.
Importance: Proper organization ensures that tasks are assigned appropriately, and communication flows
smoothly within the office. Effective coordination prevents duplication of efforts and reduces conflicts.
Delegation and Authority:
Definition: Delegation is the process of assigning tasks and responsibilities to appropriate personnel,
while authority refers to the power to make decisions and take actions.
Importance: Delegation allows managers to distribute workload, develop employees' skills, and focus on
higher-level tasks. Clear authority lines ensure decisions are made promptly and responsibilities are
carried out effectively.
Communication:
Definition: Effective communication involves the clear and timely exchange of information between
individuals and teams within the organization.
Importance: Communication is essential for conveying instructions, sharing ideas, and resolving issues. It
prevents misunderstandings and promotes a cohesive work environment.
Planning and Decision Making:
Definition: Planning involves setting goals, defining strategies, and outlining steps to achieve objectives.
Decision making entails selecting the best course of action among various alternatives.
Importance: Proper planning guides the allocation of resources and efforts, while informed decision
making leads to better outcomes and minimizes risks.
Time Management:
Definition: Time management involves prioritizing tasks, setting deadlines, and efficiently allocating time
to different activities.
Importance: Effective time management enhances productivity and prevents tasks from being delayed or
overlooked. It helps balance workloads and maintain a structured work environment.
Human Resource Management:
Definition: This principle focuses on recruiting, training, motivating, and retaining employees to ensure a
skilled and motivated workforce.
Importance: Employees are a valuable asset. Proper management of human resources leads to increased
job satisfaction, better performance, and a positive work culture.
Ethics and Professionalism:
Definition: Ethics refers to the moral principles that guide behavior, while professionalism involves
adhering to appropriate standards of conduct.
Importance: Ethical behavior fosters trust within the organization and with stakeholders. Professionalism
ensures that employees represent the organization positively and maintain a respectful work environment.
Adaptability and Innovation:
Definition: Adaptability is the ability to respond to changes effectively, while innovation involves
introducing new ideas and approaches.
Importance: Modern workplaces are dynamic. Being adaptable and open to innovation helps
organizations stay relevant, competitive, and responsive to evolving challenges.
 Incorporating these principles into administrative office management and the managerial process
helps create a well-organized, efficient, and harmonious work environment. These principles enable
administrative professionals to navigate challenges, support their teams, and contribute to the overall
success of their organizations.

Certainly, here are examples of different types of communication categorized according

to their purposes:

To Inform:

1. Memo: An internal company memo informing employees about a change in

office policies.
2. Press Release: A press release announcing the launch of a new product or service
to the media and the public.
3. Presentation: A presentation given to a team to inform them about the progress
and status of a project.
4. Newsletter: A newsletter sent to customers informing them about the latest
updates, news, and offerings from a company.

To Persuade:

1. Personal Request Conversation: A conversation where you persuade a colleague

to collaborate on a project.
2. Marketing Campaign: An advertisement highlighting the benefits of a product to
persuade customers to purchase it.
3. Fundraising Email: An email sent to potential donors persuading them to
contribute to a charitable cause.

To Evaluate:

1. Performance Appraisal Records: Documentation of an employee's performance

and evaluation of their achievements and areas for improvement.
2. Quality Control Report: A report analyzing the quality of products and identifying
any defects or issues.
3. Budget Performance Report: A report detailing how a project or department
adhered to its budget and identifying any financial variances.
To Instruct:

1. Instruction Manuals: Manuals accompanying products that provide step-by-step

guidance on how to assemble, use, or maintain the product.
2. Employee Training Materials: Materials used to instruct new employees on
company policies, procedures, and job-specific tasks.
3. Classroom Lecture: A lecture in an educational setting where a teacher instructs
students on a particular subject matter.
4. Recipe: Step-by-step instructions for preparing a dish, guiding cooks through the
cooking process.

To Meet Human and Cultural Needs:

1. Small Talks: Informal conversations used to establish rapport, share personal

experiences, and build relationships.
2. Personal Notes: Handwritten notes expressing gratitude, condolences, or well
wishes to individuals.
3. Announcement for Incentive: A communication informing employees about a
reward or incentive program to boost motivation and performance.
4. Cultural Celebrations Invitation: An invitation to a cultural event, such as a holiday
party or festival, to meet the social and cultural needs of individuals.