NATIONAL INSTITUTE OF PUBLIC ADMINISTRATION
Name: Chumpuka Mulekwa
Programme: Diploma in Records Management
Course: Office Management 2
Course code: DIRM2030
Student number:2023000019
Mode: part-time
Lecturer: Mr. Mwananimbwe Mutinta
Due date: 19th April, 2024
Assignment Two
QUESTION: Organization and methods is a critical function of office
management. Explain this statement.
Introduction
‘Organization and methods’ is a systematic attempt to increase the efficiency of an organization
by improving procedures, methods and systems, communication and controls, equipment, forms
and organizational structure (Buggy,2000).
‘Organization and methods’ help optimize a company's financial resources, reduce costs, and
increase revenue (Mausner, 2009). Businesses can use organization and methods to divide
responsibility among divisions and gain a more comprehensive understanding of the various
functions and resources for each department (Locke,2016).
‘Organization and methods’ also enable employees to share information and communicate
internally within multiple departments and enables managers provide employees with constructive
direction (Miller,2011). Employees can better understand their roles, responsibilities, and the
organization's expectations using this method (Stoughton,1976).
The following are a few benefits of using the ‘organization and methods’ strategy in office
management:
•
Establishes clear goals for all employees
•
Defines the roles and responsibilities of each employee in the organization
•
Creates processes for achieving company goals
•
Evaluates the employee's and organization's performance
•
Promotes constructive feedback from all employees and departments
•
Calculates the most efficient use of resources
•
Coordinates activities between different departments
The steps involved in an organization and methods assignment include:
(a) Determining the Purpose of the Assignment:
There should be clarity what the purpose or objective of the assignment is and then a plan of action
has to be written (Platt,2009).
(b) Planning the Assignment:
Planning is necessary for ‘organization and methods’ study, as it determines what procedure will
be followed and extent of study which depends on the size of the department or departments
under study and the area of operation (Weber,2013).
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(c) Collecting the Data:
Different data have to be collected about the departments concerned (Wiley,2008). One of the
ways this can be done is by issuing Questionnaire forms to the departments (Kegan,2019). The
data collected must have relevance to the study to avoid wastage of time, money, and energy
(Hamel,2007).
(d) Making Analysis of the Procedure
Every stage of an office procedure has to be carefully analyzed. Which follows Queries on every
aspect of a procedure, about its: purpose, method, forms and documents used, time taken
complete and also about the persons who do it (Green,2001).
(e) Making Proposals
After facts have been collected and queries have been completed, a broad outline on the
improvement of the procedure is prepared (Cheng,2019). There may be a number of alternative
methods but the best method as a recommendation is submitted as a proposal for necessary action
by the administration which may include a suggestion for employing additional staff or
retrenchment (Stephenson, 2018).
After the process necessary changes have to be made in the ‘office manual’ which is a handbook
where procedures for every kind of office work is recorded (Flores,2001). Each member of the
staff may be supplied with a copy of the office manual for ready reference and the new and
improved procedures may be given a trial at the beginning before they are finally adopted
(Hart,2016).
Conclusion
‘Organization and methods’ have become more or less a part of office administration today.it
enables work simplification, increases speed and facilitates mechanization. Ultimately there is
reduction of cost and improved efficiency in office operations. The success of ‘organization and
methods’ study depend on top management support and staff cooperation. As such, ‘organization
and methods ‘initiatives must not be treated as a ‘fault finding mission’ but rather as an exercise
to make the staff and processes more efficient and effective in office management.
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References
Crainer, S. (1998). Key Management Ideas: Thinkers That Changed the Management World, third
edition, Financial Times Prentice Hall.
Hebb, D. (1949). The organization of behavior: A neuropsychological theory. New York: Wiley.
Myerson, J., Bichard, J-A., & Erlich, A. (2010). New demographics new workspace: Office design
for the changing workforce. Burlington, USA: Gower Publishing Limited.
Pejtersen, J. H., Allermann, L., Kristensen, T. S., & Poulsen, O. M. (2006). Indoor climate,
psychosocial work environment and symptoms in open-plan offices. Indoor Air.
Sundstrom, E. (1986). Work places: The psychology of the physical environment in offices and
factories. New York: Cambridge University Press.
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