SCOPE of OFFICE MANAGEMENT

SCOPE of OFFICE MANAGEMENT

According to The Liang Gie in his book "Modern Pekantoran Administration" scope of office management includes 11 fields, among others:

1. Works in general office
2. Office System
3. Office Organization
4. Communications office
5. Management reporting
6. Management of archives
7. Control office
8. Simplification of office work
9. Tata office space
10. Office Supplies
11. Study office

Meanwhile, according to H. Mac. Donald in his book, "Office management" scope covers 6 areas of office management, among others:

1. Employment office
2. Method office
3. Factors in the office
4. Cost of equipment
5. Policy office
6. Office equipment

Based on these activities over the dapt be concluded, that the scope of the Management office include:

a. Resource management with a professional office, this is done with the recruitment procedure, personnel placement office, development office and maintenance personnel and office personnel layoffs and pension policy personnel office.

b. Provision of office organization to suit the needs of organizations. This is related to the right man in the right place, so it does not happen the wrong man in the right place, so that each office personnel memehami be true that the authority and responsibilities, so that direct consistently transparent and should make its organizational structure organizational chart . To support these activities need to be provided office equipment including office machines are modern and arrangement of space refresentatif.

c. Setting activities and the secretariat for the office to perform its functions properly. The main function of the office is to provide information services and communication to management. Characteristic activities of the office is to enter into organizational units, and if the organization has developed, it needs to reconsider whether the information and communication systems is done centrally (centralization) or centrally in accordance with requirement (decentralization).

d. Determination of one's tasks and affairs secretary secretarial office, that person's assistant secretary is not only superior, but rather serves as public relations, the backbone of the office work secretary even function as a manager.

e. Office communications system settings, good communication is internal, as a mediator and facilitator of communication within the organization, as well as external communications ie relationships and relationships with business partners to develop organisasai, either by using verbal communication such as face to face. Telephone and other oral communications, or by written communication such as the ability of correspondence, telegrams, facsimili, mass media and so forth.

f. Data processing arrangements with various methods of data processing, managing and consider whether the data processing will be done by manually or by machine - a modern machine. In this case it is essential mastery of foreign languages ​​and computers.

g. Setting the efficiency of office work, all office work should be reviewed in terms of efficiency, such as savings:
1. Left
2. Power
3. Mind
4. Space
5. Objects, including money

The scope of management of the above offices in accordance with the discussions will be undertaken in this book.

The office resources

The office resources

1. Office Personnel
Human resource issues are very big influence on the existence of the office, therefore, need to be planned with a professional on the job analysis (job analysis) so that clear job descriptions (job descriptif) that will produce job specifications (job specificayion). Thus creating "The right man in the right place." In this case obviously need to plan a mature and begin the withdrawal of personnel, personnel placement, personnel development to maintenance personnel, it will produce qualified personnel, have high motivation and dedication and organizational goals will be achieved efficiently and effectively.

2. Pemodalan or Money
Pemodalan or money preformance an office plays a vital role because it is a wheel company, therefore, in determining financial policy requires the calculation of a mature, well-keprluan in budgeting purposes and incidental office regularly, and in the implementation of good surveillance systems need to avoid waste and fraud that hurt the organization.

3. Equipment and Supplies.
Procurement of equipment, supplies should be planned properly. This must be adjusted to the needs and level of efficiency and effectiveness and must be noticed also menganai price and quality of equipment, supplies and machines, maintenance and after sales service.

4. Office Machinery
Procurement of office machine to be adjusted to the needs of the office and follow the development of science and technology, so they can answer the needs of the office that can compete with other organizations. In this regard need to be noticed as well about the benefits and usefulness and efficiency and in terms of financing and environmental factors beyond ogranisasi.

5. Working Methods
Is Suatau implement procedures that need to work on applied by management to be a work pattern to ensure tercapainnya organizational goals efficiently and effectively. Because in addition to improving the work, working methods can also prevent the occurrence of errors. After working methods in the set the next step is to arrange the working procedures of the next set of working methods and work procedures are structured and is an effective system.

6. Working Time
Working time is necessary in the look, because wasting time is wasting energy and money and delay tercapainnya work goals. Hence the need for time study and motivation study, including simplification of work, preparation methods and operating procedures are all associated with the use of effective working time and facilitate monitoring.,

7. Workplace
The place and the environment and working atmosphere requires representatife conditions, therefore we need good spatial planning, which can support any office personnel to carry out its activities.

From the description above, it is clear that the management office is a part and the macro management, the office resources must be managed well and should follow the development of science and technology, because the environment outside the organization is always changing and evolving, so resources office should be able to follow and anticipated developments tesebut, so that always win the competition era.

Summary of Human Resources

Summary of Human Resources

Although there are differences in definitions of human resource management in the literature in the United States, in England, and in Indonesia, but when combined, there are two things that gets the emphasis of the various definitions of it, namely minded people and production minded.

By considering the emphasis on these two authors give limits of human resource management is the art and science of procurement, development and utilization of human resources so that organizational goals for efficiency gains and the excitement of the work of all workers.
Human resources management is a synonym of personnel management, personnel management, personnel management, and manpower management, but not the same as labor relations and industrial relations. Industrial relations is the joint management of human resources and labor relations, namely the management who focus on the relationships between management and union employees.

The main benefit of human resource management, as applied science is the possibility of applying the basic principles of corporate life so that the unit can be realized effectively and efficiently in achieving organizational goals and objectives elements.

The scope or coverage of human resource management is the procurement, development, and utilization of human resources. The core provision of human resources is to provide the necessary labor organization quantitatively and qualitatively. Human resource development is a program specifically designed by the organization in order to establish employee in improving the skills, knowledge, and improve attitudes through a variety of activities. Utilization of human resources is a process-led activities that intend to employ staff who provide adequate performance and not hire employees that are not useful.

One of the main aspects of human resource utilization is the motivation of businesses to encourage employees to want to excel. One opinion about motivation is the theory of David Mc. Clelland said that the main factor that causes a person whether accomplished or not is the presence or absence of factors need of achievement on the person concerned.

Staff were helpful all line managers in organizing, developing, and utilizing human resources personnel managers whose role is to serve, advise, and monitor the implementation of various activities, would conform with the lines made by the top leadership within an organization.

PERSONNEL MANAGER'S STATUS AND DUTIES Job Description

PERSONNEL MANAGER'S STATUS AND DUTIES

Job Description
The scope and core content of human resource management, in summary has been expressed in advance. All materials must be understood by every line manager, so that he can achieve results through others. The effectiveness and efficiency of line managers realize the objective function unit can be expressed marupakan ability to set the principles fundamental human resource management.

The reality in life, especially in large companies, in addition to line managers, the personnel manager was responsible for the implementation of personnel functions best in the company. Therefore, in order to avoid a divided responsibility, and lack of duplication (overlapping) tasks, clarity of status and division of tasks between line managers with personnel managers absolutely confirmed.

Whatever the label manager of personnel, the status is of the staff, often referred to a specialized staff. In accordance with such status, the personnel manager with all the members of his unit solely for:

a. Providing advice and assistance, and has no line authority to other elements within the organization.
b. Advice or assistance given to all elements of line managers.
c. Advice or assistance provided, specialized only in the areas of procurement, development, and utilization of human resources.
By and large, according to the status of staff of personnel manager, then perananya against all elements of the leadership is in these things as follows.
a. Taking the initiative and memformulirkan human resources policy.
b. Giving advice / suggestion to all elements within the organization
c. Serving the elements of leadership in activities related to procurement, development, and utilization of human resources.
d. Supervise, including monitoring the actions of line managers in procurement activities, development, and utilization of human resources.

Creating and formulate human resources policies is one of the main duties and responsibilities of personnel managers. The formulation of policy formulation, could only apply to the organization, when the helm is meratifisernya.

In addition, other activities of the personnel manager, seen in its role as an adviser or its advice to line managers in relation to the procurement, development, and utilization of human resources.

In procurement, development and utilization of human resources, personnel manager in terms of administration should be able to serve the needs and equipment line managers, for example, to prepare the forms needed, room for exercise, the letters are required in the appointment and dismissal of employees, and forth.

Finally, one other important role of manager-subordinate personnel with subordinates is watching, including monitoring the activities, procedures and provisions outlined by the top leadership.

Motivation of Human Resources

Utilization of Human Resources

Motivation
If someone would not be motivated employees, the potential ability will not be fully realized in the implementation of the work. Understanding or the process of understanding the basic motivation is to understand why someone working on something specific.

Motivation comes from the word motive, which is what moves or encourage someone to do an activity, which relate to answer the question why such a person's behavior.

Determining a person's motive is not always easy because it is abstract, not visible, but it can be inferred from behavioral symptoms. All behavior is directed to achieve a goal, and if the goal is achieved, the motive has been satisfied.

Ability to work different from the potential ability to work. Someone might be able to do a job, but at one time, the ability was not stated. When a person can be bought, but antuasiasme, initiative, and loyalty can not be forced.

Motivation can be defined simply as an act of encouraging someone to do an activity (job) so as pressing the right button to obtain the necessary reactions.

Motivation associated with willingness to work. Therefore, it is true that the dynamics Urwich said management is the ability of managers to motivate their subordinates.

Until now, the generally accepted theory of motivation which we have not discovered, as well as equipment or facilities that cause the urge to act is often referred to generally accepted incentives can not be found. Handoyo Krisyanto true statement which states as follows: "Incentives are proven very effective in a company, it could result in the company instead of other because apparently needs, behavior, and interaction in each environment is not always the same.

However, motivation theories put forward by experts, should be used, at least to broaden understanding of motivational theory. Theory A.H. Maslow, Douglas Mc. Gregor, Frederich Hersberg, and David Mc. Clelland, the point will be discussed below.

1. Theory A.H. Maslow
According A.H. Maslow, a person's behavior is determined by the most urgent needs. He said that every person has a hierarchy of needs, and consists of a row.
a. Physocological needs,
b. Safety needs,
c. Social needs,
d. Esteem needs, and
e. Self actualization needs.
Basically, the behavior is goal-oriented. In other words, behavior is generally motivated by the activity to obtain needs. Accordingly, according to Maslow's hierarchy of needs in relation to a person, then that encourages a certain behavior is influenced by a person's most urgent needs.

2. Opinions Douglas Mc. Gregor
According to Douglas Mc. Gregor, there are two management approaches that may be implemented within the company. Each approach, basing himself on a series of assumptions, about human nature, which called Theory X and theory Y.
Mc. Gregor wants, in order to motivate subordinate managers should set theory Y in the company. By applying the theory of Y, then the people in the company will be encouraged to grow and will apply the knowledge, skills and imagination to help achieve organizational goals.

3. Opinion Frederich Hersberg
Some of the opinions above, the Frederich Hersberg believes that there are two sets of conditions that affect a person at his job. The series first condition is called hygiene factors, a series of the second condition is called a motivator factor.

The first series of conditions (hygiene factors) consists of policy and administration, supervision and guidance of supervisor (supervision), interpersonal relations, working conditions and salaries, have no bearing or relation to employee motivation, but a series of conditions that must exist in every company for state work environment is considered kondusip.

The series of the second condition called motivational factor consists of successful implementation, recognition (recognition), the work itself, responsibility, and development (advancement), which are all factors that play a role in the execution of his job to motivate employees.

4. David Mc opinion. Clelland
David Mc. Clelland put forward his theory called the Achievement Motivation Theory. What is it that allows the employee will perform? According to David Mc. Clelland, the emergence of the failure of leaders to create an effective incentive system is due to a wrong about man and his work. The biggest mistake managers who is their assumption that people work solely for money.

According to David Mc. Clelland, the main factor that causes a person whether accomplished or not is the presence or absence of factors need of achievement (achievement motive). The characteristics of people who have the achievement motive is to try to make things better, the ambition with rational calculation, and not rely on fate.

To generate David Mc achievement motive. Clelland has established a training institute named ATM (achievement Motivation Training). Apparently its alumni organizations that exercise, have shown the achievements within their respective organizations. In addition, according to David Mc. Clelland, so employees want to achieve, then the managers should be able to create the preconditions that enable the development need of achievement employees. The trick is to give way to make decisions and choose their own desired way of working.

Utilization of Human Resources

Utilization of Human Resources

Utilization of human resources is a process-led activities that intend to hire employees that are not useful. Employees who demonstrate the possibility to benefit sought for that possibility into reality, by the way to motivate employees. Employees who do not benefit dismissed or retired. Thus, the scope of utilization of human resources consist of the dismissal, pemensiunan, and motivation.

a. Discharge
Dismissal means termination of employment (FLE) with employees. In order to utilize human resources, the initiative for the layoffs came from the managers. Basic objective considerations when employees would have parasites to the company, that is, the resulting output is smaller than the inputs used.
In the probationary period, employees can be fired (discharge or dismissal) when employees show the work that is not satisfactory. Once completed probation (three months), employee status must be determined: dismissed or accepted as a permanent employee. When he finished probation, the employee shall be removed, after fulfilling the requirements tetentu.

In applying the layoffs, managers should pay attention to, guided, and realize that there are standards in social legislation, labor legislation, the decision of the Central P4, such as the legal basis for dismissal, the dismissal of a grace period, as well as corporate moral responsibility in the form of severance pay and money services for employees who are dismissed.

Layoffs can only be carried out, after there P4D permission for termination of employment on a large scale. Actions that are not objectively layoffs will cause restlessness, decreased productivity, and disrupt the stability of employees.

b. Pemensiunan
Pemensiunan is the dismissal of employees by the company due to old age so that employees can no longer be working perfectly. Pemensiunan benefits not only for employees who retired, but also for employees who have not retired and for the company. The existence of pension provision, to stabilize the employees, improve collaboration, and can cause a sense of belongingness.

Depending on the policy leadership of the company, the pension fund for employees can be obtained from various sources, such as withholding a certain amount of employee salaries each month, the allowance for some company's profits, or a combination of both. Similarly, retirement, can be determined considering various factors such as age, employment, employee education, public health level, and so forth. Generally, for pemensiunan in our country ranged between 50-60 years.

Human Resource Development Counseling and Conference

Human Resource Development

Counseling
In every organization, employees can be divided into two kinds, namely that advises and advised. Generally, managers including the advisory group, which advocates for subordinate-subordinate especially those related to the implementation of the subordinates work for the sake of getting trampilnya the employees concerned. The situation is different, ask for the willingness of managers to understand, emphaty, and consider the employee for employee development for the future. Each employee who wants to ask for help in connection with his work, then the manager should be able to give suggestions and advice, and even personal problems that asked for advice by a subordinate, the manager must give full sympathy.

Conference
Participate in a conference will be a lot for someone to give experience, knowledge in various fields and to increase skills. How to organize a conference, meeting process, how the discussions, and making many decisions will have an impact on every person who participated in a conference. Special to the manager, the conference brought a positive impact in the development of these managers.

THE OFFICE MANAGEMENT DEFINITION

THE OFFICE MANAGEMENT DEFINITION

In the development of understanding between the Management office (office management) with adminidtrasi office (office administration) often interprete interprete commensurate and both he turns used in the same sense, although in the history of its development is more widely used term administration of state affairs, while the term Management used more in the affairs of the company's preformance, but recent developments in the broader management use in the affairs of State.

By following the norm that, in a further description will not perbedakan term in office administration with a management office, which is more important in understanding the two terms are explained clearly.

Regarding the definition office management, there are some definitions that can convey, among others:

(1) Geogre R. Terry in his book "Office management and control" state office management cans be defined as the planning, controlling, and organizing of ofiice work. And actualing those performing it so as to Achieve the predertemined objectives. It deals with the life cycle of business information and data from Their creation througt Their maintenance, distribution, and retention, it of permanent value, or destruction if obsolete.

This means that the management office can be define as planning, controlling and organizing the work of offices, as well as the mobilization of those who carry it out in order to achieve goals - goals that have been determined in advance. This question has to do with the circulation of live data and business information, and since its creation through maintenance, dissemination, and storage that has a fixed nlai or Destruction when it becomes obsolete.
(2) Littlefleid & Paterson preformance in his book "Modern Office Management'menyatakan that" The terms of office management will from be Used in Such a broad sense in thid book, it will of be Considered to encompass the management of office work Wherever and by whomever performed "means term of office management will be used in a broad sense, so that in this book, it will he considered include the management of an office job anywhere and by anyone in doing.

(3) Arthur H. Grager in his book, "the National Office Management Association report card. Management Office is the Fungtion of administering the communications and records services of an organization, meaning that the management office is a function of spatial organization of the communication and service slips of an organization.

From the definitions above it can be concluded, that the management office is a certain function which is a series of activities merancanakan, organizing directing, supervising and controlling up to organize activities in an orderly manner ehingga achieved an employment goal, both goals in the State organizations and companies.
While understanding the office is an organizational unit that functions to provide services tatausaha activities and other activities for the purpose of management in its efforts to achieve organizational goals, using resources in order to reach destination services office that has been laid before.

The office resources are utilized to achieve the objectives are:
1. Personnel Office
2. Pemodalan or money
3. Equipment and office supplies
4. Office machine
5. Working methods
6. Working time
7. The workplace

Human Resource Development Delegation

Human Resource Development

Delegation
Managers who do not dare delegated to subordinates, reducing the effectiveness of the manager itself. Management is achieving results through other people, hence to be able to realize it, the delegation by the manager is absolutely necessary. One important qualification of a manager is the ability to delegate some duties and authority to subordinates. The duties of a good manager from the point of the process, as well as from the corner of the field, partly or wholly delegated.
especially in the implementation, so the delegation can be effective, should, note the following.

1. Elements of the delegation must be complete and clear, namely task, authority and pertanggungjawabanan (authority, responsibility and accountability).
2. The delegation is given to the appropriate person, means are expected to perform the task.
3. Delegates should be coupled with equipment, time, cost.
4. To those who received the delegation should be motivated by providing the necessary incentives.

With the basic principles mentioned above, employees are expected to grow in experience and knowledge.

Human Resource Development rotational position

Human Resource Development

rotational position
Job rotation fact none other than one way of training, education. With a rotational position of an employee assigned to a different holding positions from one time to another time, except for employees of understanding the implementation of various tasks, so that he obtain a wider knowledge about the various positions. Job rotation is often applied to managers, as business development manager.
In applying the rotation of office, to note the following:
a. Employee positions which must be moved along its content with the position of the deceased.
b. Same method should work with each other.
c. Officers who transferred should have experiences that enable it to understand the basics of new jobs.

Human Resources Management Training / Education

Human Resources Management

Training / Education
The secret of success of the most effective heartfelt much depends on the implementation of training for workers within the organization. Training / education today is no longer considered to be unproductive investments. Effective management view training / education as a long term investment in human resources.

With the training / education is defined as company activities designed to improve or enhance knowledge, skills and attitude of employees in accordance with the needs of the relevant companies so that employees are more advanced in implementing a particular task.

Training is more practical, while education is more theoretical. Basic thoughts about training / education, should include the seven principal the following:

1. The purpose of training / education must be tailored to the needs of the company.
2. Content of training / education must be relevant to the realization of the purpose of the exercise.
3. The schedule is prepared so conducive to the coach or the followers of training / education.
4. Location of training / education that gives kagairahan selected in the process of training / education.
5. The quantity and quality of participants should not interfere with the course of the implementation of training / education.
6. Coaches must be selected that has the necessary qualifications.
7. Training methods must be adapted to the followers of training and materials provided.

Various types of training / education can be an organization, tergangtung on needs, such as training on policies / procedures, training on specialized skills, training, human relations, training, problem solving, decision-making training, and others.

HUMAN RESOURCES DEVELOPMENT

HUMAN RESOURCES DEVELOPMENT

An organization can only grow and continue to live if the organization is always responsive to environmental change, technology, and science. Challenges and opportunities for an organization both from within and from outside, so complicated. Therefore, companies need to adjust its workforce, particularly in terms of its qualitative tehadap these changes, to equip its workforce with the knowledge and skills through workforce development programs.

Workforce development is a program specifically designed by an organization with the aim of assisting employees in improving skills, knowledge and improve attitudes.

Various activities can be conducted by an organization for workforce development, namely:
a. training / education,
b. rotation of office,
c. delegation of tasks,
d. promotion,
e. displacement,
f. counseling,
g. mastery of the appropriate committee membership, and
h. conference.