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Understanding Organizational Structures, Management Levels, and Effective Office Practices

This comprehensive guide explores the intricacies of organizational structures, focusing on management levels, lines of communication, and spans of control. It discusses the functions of various departments including finance, HR, and IT, along with office layouts and changes to enhance productivity. Health and safety regulations, flexible working practices, and the role of technology in the workplace are also covered. Gain insights on effective reception duties, information management, travel planning, and presentation techniques crucial for modern business operations.

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Understanding Organizational Structures, Management Levels, and Effective Office Practices

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  1. SG ADMINISTRATION PRELIM REVISION

  2. UNIT 1a: Organisation Structures Charts show • Structure and size • Levels of management • Lines of communication, command/ authority • Spans of control • Relationships – line and lateral

  3. UNIT 1a: Organisation Structures Charts can change • Tall or flat • Affects of restructuring

  4. UNIT 1b: Functions of Departments • Purchases • Sales/marketing • Finance • Human Resources/Personnel • Administration • IT Services • Centralisation of services Function Job titles Duties

  5. UNIT 2a: Office Layout Layouts • Open plan or cellular • Features/advantages • What to consider when changing HOW to bring about change • Involve workers • Communicate with workers – ideas – tell of benefits • Check on benefits

  6. UNIT 2b: Health and Safety Legislation to know: • Health and Safety at Work Act • Display Screen (Equipment) Regulations • Reporting of Accidents • First Aid • Responsibilities of employer and employee

  7. UNIT 2b: Working practices Working out of office: • Teleworking/homeworking using computers to link • Hot desking • Flexitime

  8. UNIT 2c: Reception • Reception area – features • Reception duties • Deal with visitors • Deal with books – reception register, staff in/out, appointment diary • Security

  9. Hardware Software Word processing Spreadsheet Database Powerpoint Email E-dairy Editing Formatting File management Networks – LAN, WAN ICT - Information and Communications Technology

  10. Internet Equipment: modem ISP URL - address Search engine Websites – web pages Download Email Good web page/site Home page Hyperlinks (easy to navigate) Search facility in site Contact details Ecommerce – online booking – secure payment ICT - Information and Communications Technology

  11. UNIT 5: Sources of Information • Electronic sources • Paper based sources • People based sources

  12. UNIT 7: Travel • Requirements – travel request form • Research – internet • Booking • In writing: accommodation booking form/travel booking form • By fax, email, traditional post • Prepare itinerary • Payment • Expense claims

  13. UNIT 6: Presentation and Presentation of Information • Written • Letter, memo, report, itinerary, form • Graphs and charts • Bar chart, line graph, pie chart etc • Equipment/software to present • Digital projector/powerpoint; flip chart, overhead projector

  14. OFFICE EQUIPMENT • Printers (colour?) • Photocopier - collator • Laminator • Binder • Camera • Scanner • Shredder

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