Office Administration and Management notes – KNEC Diploma

Office Administration and Management

• KNEC: Diploma in Business Management – Module II

• KNEC: Diploma in Human Resource Management – Module II

• KNEC: Diploma in Supply Chain Management – Module II

Topics covered in this unit/subject are as follows:

Topic 1: Introduction to Office Administration and Management
Topic 2: Organization Structures and Departments
Topic 3: Office Organization
Topic 4: The Office
Topic 5: The Office Personnel
Topic 6: Office Furniture and Stationery
Topic 7: Handling Office Correspondence
Topic 8: Filing and Storage of Records
Topic 9: Reprography
Topic 10: Organization and Methods
Topic 11: Emerging Trends and Issues in Office Administration and Management

Introduction
This module is intended to     equip the         trainee with knowledge, skills and attitude that will enable him/her perform office administration and management functions effectively.

 General Objectives
At the end of the module unit, the trainee should be able to:

1. Apply principles and concepts of office management
2. Identify duties and responsibilities of various office personnel
3. Operate and management an office
4. Cope with the emerging trends and issues in office administration and management.

Topic 1: Introduction to Office Administration and Management

• Definition of terms office administration and management
• Distinction between office administration and management
• Scope of office administration and management

Topic 2: Organization Structures and Departments

• Types of organisation structures and their charts
• Various departments in an organisation
• Functions of various departments
• Relationship between departments

Topic 3: Office Organization

• Meaning of organisation
• Principles of organisation
• Delegation of authority
• Span of control
• Centralization and decentralization of office services

Topic 4: The Office

• Meaning of an office
• Functions of an office
• Types of office layout
• Features of a modem office

Topic 5: The Office Personnel

• Types of office personnel
• Duties and responsibilities of various office personnel
• Qualities required of various office personnel
• Role of human relations in an office

Topic 6: Office Furniture and Stationery

• Meaning of office furniture
• Types of office furniture and their uses
• Procuring office furniture
• Definition of stationery
• Procuring office stationery
• Uses of office stationery

Topic 7: Handling Office Correspondence

• Types of office correspondence
• Procedure of handling incoming correspondence
• Procedure of handling outgoing correspondence

Topic 8: Filing and Storage of Records

• Meaning of filing
• Various filing systems
• Methods of classifying documents
• Uses of filing equipment
• Follow-up methods in filing and storage of records

Topic 9: Reprography

• Definition of reprography
• Methods used in reproducing documents
• Advantages and disadvantages of each method of reproduction
• Factors to consider in choosing reproduction methods

Topic 10: Organization and Methods

• Meaning of organisation and methods
• Objectives of organisation and methods
• Procedures used in carrying out organisation and methods
• Importance of organisation and methods

Topic 11: Emerging Trends and Issues in Office Administration and Management

• Emerging trends and issues in office administration and management
• Effects of emerging trends and issues in office administration and management
• Ways of coping up with emerging trends and issues in office administration and management