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FB-024-3:2012 OFFICE
ADMINISTRATION SUPERVISION
C04 - STAFF ADMINISTRATION

IDENTIFY STAFF ADMINISTRATIVE


REQUIREMENTS
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Recap on last lesson


• Company Policies and Procedures
• Dress Code and Grooming
• Definition of Standard Operating Procedure (SOP)
• Labour Law and their Enforcement
• Organisational Chart & the chain of command
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Learning Objectives
At the end of lecture today, you will be able to:
• Understand company policy and procedure on
staff administration
• Identify related labour law and their
enforcements.
• Explain the elements of organisation chart and
chain of command.
• Understand organisation behaviour and its key
elements in workplace.
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Organisational structure
Functional structure
• Each portion of the organization is grouped according
to its purpose.
• Advantage
– works very well for small businesses in which each department
can rely on the talent and knowledge of its workers and
support itself.
• Disadvantage
– The coordination and communication between departments
can be restricted by the organizational boundaries of having
the various departments working separately.
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Organisational structure
Functional structure
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Organisational structure
Divisional structure
• Used in large companies that operate in a wide
geographic area or have different types of products or
market areas.
• Advantages
– Needs can be met more rapidly and more specifically;
– Able to assign different sales teams to handle different
geographic areas
• Disadvantages
– Communication is inhibited because employees in different
divisions are not working together.
– Divisional structure is costly because of its size and scope.
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Organisational structure
Divisional structure
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Organisational structure
Matrix structure
• A hybrid of divisional and functional structure.
• Advantage
– efficient information exchange and increased
motivation.
• Disadvantage
– internal conflict and complexity because most areas
of the company will have a dual management
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Organisational structure
Matrix structure
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Tall vs Flat Organisational Structure


Tall Organisational Structure
• A tall structure results in one long chain of
command similar to the military.
• In a tall structure, managers form many ranks
and each has a small area of control.
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Tall vs Flat Organisational Structure


Tall Organisational Structure
• The advantages of tall structures are
– The narrow span of control allows for close supervision of
employees.
– Provide a clear, distinct layers with obvious lines of
responsibility and control and a clear promotion structure.

• Disadvantages of tall organisational structure are:


– Communication begins to take too long to travel through all the
levels.
– Problems of decision-making and hinder progress.
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Tall vs Flat Organisational Structure


Flat Organisational Structure
• Flat structures have fewer management levels.
• Flat organizations focus on empowering employees
rather than adhering to the chain of command.
• By encouraging autonomy and self-direction, flat
structures attempt to tap into employees’ creative
talents and to solve problems by collaboration.
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Tall vs Flat Organisational Structure


Flat Organisational Structure
• The advantages of flat organisational structure are:
– more opportunities for employees to excel while promoting the
larger business vision
– flexible and better able to adapt to changes
– faster communication makes for quicker decision
– lean toward a more democratic style

• The disadvantages of flat organisational structure are:


– confusion over roles
– manipulation of system behind their backs by reporting to the
boss
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Centralisation
Centralisation
• A centralised structure will keep the decision making
power at the top of the hierarchy, which normally in
headquarter.
• Organisation does not delegate to local or lower levels.
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Centralisation
Centralisation
• The advantages of centralised structure are:
– Consistent policies, greater control and standardised
procedures.
– Quicker decision making.
– Branches are identical, so customer knows what to expect.
– Tight financial control

• The disadvantages of centralised structure are:


– Local managers may have better knowledge of customer
needs
– Motivation of local managers may be affected
– Inappropriate decision at local level
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Decentralisation
Decentralisation
• A decentralised structure delegates power and
authority to make decision from head office to lower
and local levels.
• This structure has less uniformity.
• Usually decisions are made in relation to local
circumstances.
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Decentralisation
Decentralisation
• The advantages of decentralised structure are:
– Empower local managers.
– Local knowledge may benefit sales and promotions
– Reduces day to day communication with head office.
– Respond to customer demands faster.
– Improved motivation and performance.

• The disadvantages of decentralised structure are:


– Customers may prefer the uniformity of branches.
– Local managers may not see the bigger picture
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Organisation Behaviour
Types of organisation behaviour
• Micro-organizational behavioral studies focus on
individual and group dynamics within an organization.
• Macro-organizational behavioral research steps back
and looks at an organization as a whole.
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Key Elements of Organisational Behaviour
in the Workplace

Leadership Culture

Company Methods of
Structure Communication
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Challenges faced in Organisational


Behaviour

Diversity Ethics

Globalisation Technology
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Summary
• Company Policy and Procedures
• Standard Operating Procedures
• Labour Law and Their Enforcement
• Organisational Chart
• Organisation Behaviour
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Read the Information Sheet


Q: What is line authority?
A: Line authority entitles a manager to direct the work of an
employee. It is the employer employee authority relationship that
extends from the top of the organization to the lowest level,
according to the chain of command

Q: What is delegation?
A: Delegation is the act of passing down authority from supervisor to
subordinate

Q: What is matrix organisation?


A: The third main type of organizational structure, called the matrix
structure, is a hybrid of divisional and functional structure.
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Assignment Sheet
• Keep all the Information Sheet and any other reading
materials
• Read the questions in the Assignment Sheet
• You have ONE (1) Hour to answer all the questions
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Next Topic

C04 - STAFF ADMINISTRATION

Prepare Manpower Requirement


Plan