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ismailhassan.uitm.edu.my
OBM345 Project November 2017
Written by Ismail Hassan   

FACULTY OF BUSINESS MANAGEMENT

UiTM TERENGGANU

OBM345 GROUP PROJECT

(Print this and submit with your report)

 

1. INTRODUCTION

This group project is to be completed by all students registered in my class. The main goal is to help students better understand the application of problem-solving techniques to office-related problems. The main areas of the project proper are organizing, communication, office environment, recruitment and selection process, and employee orientation. These are areas where problems might arise. You are to choose any one of these areas. The written report is due on Thursday, 14th December 2017 at 12:00 noon. The total score for the written report is 100 marks (converted to 15% as part of your continuous assessment).

 

2. GROUP MEMBERS

You will select your own group members. Each group will have 4 members. Although this is a group effort, a certain portion of marks will be allocated to the performance (or non-performance) of individual group members.

 

3. WHAT ARE YOU REQUIRED TO DO?

Your group is to complete an assignment relating to problems faced in the office. To complete this assignment, you must visit any organization, company, department, or office of your choice. I suggest you choose one that is within or close to campus. Do not choose one that requires you to travel far.

Your problem-solving assignment must go through all eight problem-solving steps discussed in class.

(i) Recognize the problem

(ii) Define the problem

(iii) Collect relevant information

(iv) Analyze relevant information

(v) Develop alternate solutions to the problem

(vi) Choose the best solution

(vii) Implement the solution

(viii) Evaluate the results

Identify only ONE problem. You must determine its present state as well as its desired state and present them in the report.

 

4. HOW DO YOU GO ABOUT COMPLETING YOUR PROJECT

i) After identifying the organization, company, department, or office, seek permission of the person in charge for you do your research. An official letter to introduce you to the company is available at HEA. Ready this letter for me to sign. A copy of this letter is to be included in your report.

ii) Set an appointment to visit the organization and to interview the person in charge to get information pertaining to office problems faced by him/her. Please dress and behave appropriately when visiting the organization. You must always maintain a professional image.

iii) Request copies of any relevant documents. Copies of these documents should be attached to your report.

iv) Analyze the information you obtained from your interview, observation, and documents you received and prepare a report.

v) You may include pictures in your report. Get permission before you take pictures.

 

5. THE REPORT

The report is about 7 - 10 pages long, excluding appendices. Please type  in double-spacing using Arial font 12. Your report must contain the following items.

i) Cover page: Faculty, Campus, Project Title, Lecturer’s name, Group members, Student number, Date of submission. (1 page).

ii) On the first page, I want the individual pictures, names, and telephone numbers of your group members.  Make sure the pictures are suitable for an official assignment like this. (1 page)

iii) Acknowledgement. (1 page)

iv) Table of contents. (1 page)

v) Body of report. (3- 5 pages, containing introduction, content/observation)

vi) Conclusion. (1 - 2 pages)

vii) Recommendations. (1 – 2 pages)

viii) Appendices (these must be properly arranged and labeled). As for pictures, they may be placed in the body of the report or in the Appendix section. (Maximum 5 pages. The appendices are not  counted as pages in the report)

 

6. HOW DO I ASSESS YOUR WRITTEN REPORT?

The report carries a maximum of 100 marks and will be converted to 15%. The report will be graded based on the following criteria.

i) Introduction - 10 marks

ii) Content (Main body of report) - 50 marks

iii) Conclusion - 10 marks

iv) Recommendations - 20 marks

v) Grammar/Format/Appendices - 10 marks

 

7. IMPORTANT REMINDERS

i) It is important to work as a team with everyone acting responsibly and with full commitment. Those not contributing will be given a zero.

ii) Don’t plagiarize. Use your own words and make your own conclusions/recommendations. Acknowledge the original source of information. Any act of dishonesty will be dealt with by the University Disciplinary Board.

iii) Do not wait until the last minute to do the project because the quality of your project will be affected. Devise a system to ensure that all tasks are completed satisfactorily and on time.

iv) Always exercise good human skills when dealing with people. Dress appropriately and mind your manners. Act professionally all the time.

 

8. PROJECT DUE DATE

The project report is due on Thursday, 14th December 2017 at 12:00 noon. . Late assignments will not be graded.

 

ISMAIL HASSAN

Universiti Teknologi MARA

 

 
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OBM345 STUDY GUIDE

 

 

PRINCIPLES OF ADMINISTRATIVE OFFICE MANAGEMENT

  • Definition of administrative office Management

  • Role of the office

  • Administrative Office Management functions and objectives

  • The Administrative Office Manager

  • Responsibilities of the Administrative Office Manager

  • Management functions – Planning, Organizing, Leading (or Directing), and Controlling

  • Job responsibilities within each of the four functions

  • Skills (Conceptual, Human & Technical)

  • Challenges

  • Qualifications

  • Professionalism, Educational Background, Profile

  • Roles

  • Leffingwell and William Ouchi.

ORGANIZATIONAL PRINCIPLES OF MANAGEMENT

  • Organizational principles of management

  • Definition of objectives

  • Span of control

  • Interrelated functions

  • Chain of command

  • Unity of command

  • Authority and responsibility

  • Work assignment

  • Employee empowerment

  • Benefits of centralization vs decentralization of managerial authority

  • Physical centralization and decentralization of office operations

  • Informal organization

  • Organization chart

COMMUNICATING IN THE OFFICE

  • Purposes of communication

  • Communication Networks

  • Formal

  • Informal

  • Communication audit

  • Flow of Communication

  • Downward communications (uses, channels and factors in selecting channels)

  • Upward communication (uses, problems and techniques to minimize problems – Suggestion Systems and Grievance Handling Procedures

  • Horizontal/lateral communication (uses)

  • Diagonal communication (uses)

  • Implications for the Admin Office Manager

SOLVING PROBLEMS IN OFFICE MANAGEMENT

  • Definition of Problem

  • Relationships among problem solving, decision making and choice making

  • AOM as problem solvers

  • Basic functional problems

  • Operating problems

  • Problem solving and productivity

  • Problem solving process

  • Problem solving environment

  • Multicultural

  • Human attitudes

  • Basic elements of the problem

  • Principal elements causing problems in the office

  • The present state

  • The desired state

  • Controllable and uncontrollable factors

  • Problem-solving abilities

  • Creative ability

  • Logical ability

  • Intuitive ability

  • Steps in problem solving

  • Barriers in solving office problems

  • Human problems

  • Systems problems

  • Economic problems

OFFICE ENVIRONMENT

  • Management of Office environment

  • Elements

  • Smart Office

  • Green Office

  • Impact of the office environment on employees

  • The healthy office environment

  • Sick–building syndrome

  • Concerns Ergonomic factors required to achieve an effective office ambience

  • Lighting (types, task/ambient kinds)

  • Color (does not include reflectance and guiding principles)

  • Noise control (techniques for controlling noise)

  • Conditioning the air (temperature, humidity, circulation and cleanliness of air)

  • Music

  • Conservation of energy (techniques for conserving energy in the lighting system and other conservation measures)

  • Office security

MANAGING HUMAN RESOURCES

  • Steps in the recruitment process

  • Sources of potential office employees

  • Outsourcing

  • Job specification & job description

  • Selecting office workers

  • Application form

  • Interviewing (direct, indirect and patterned interview; record of interview)

  • Checking references and letters of recommendation

  • Pre-employment testing (types of tests and purpose)

  • Implications for the Administrative Office Manager

SUPERVISING OFFICE EMPLOYEES

  • Characteristics of effective supervisors
  • Getting others to cooperate
  • Delegating tasks
  • Understanding subordinates
  • Treating others equitably
  • Building teams

ORIENTING AND TRAINING OFFICE STAFF

  • Orienting the office staff

  • Purpose of orientation

  • Implementing the orientation program

  • Orientation checklist

  • Main contents of an orientation program/Checklist

  • Employee handbook/orientation kit

  • Sponsor system or buddy system

  • Training

  • Definition of training

  • Objectives of office training

  • Outcomes of effective office training

  • Entry-level training

  • Instructional staff (person/s conducting the training program)

  • Training methods and techniques:

  • Factors considered when selecting appropriate technique.

  • Information distribution

  • Lecture method

  • Programmed instruction

  • Motion pictures and slide presentation

  • Distance learning

  • Simulation techniques (vestibule training)

  • Computer-assisted instruction

  • Video training

  • Interactive video training

  • On-the job techniques

  • On-the-job coaching

  • Job rotation

APPRAISING AND PROMOTING OFFICE PERSONNEL

  • Appraising office worker’s performance (Objective, frequency of performance appraisal; and who should appraise employees)

  • Uses of the information obtained from performance appraisal

  • Promoting Office Worker

  • What is promotion?

  • Promotional criteria

  • Publicizing job vacancies

  • Identifying employee promotion potential

  • Factors considered in promotion decisions

IMPROVING OFFICE PRODUCTIVITY

  • Improving Office Productivity Through TQM (Definition and Strategies of TQM)

  • Continuous improvement

  • Benchmarking

  • Downsizing

  • Reengineering

  • Quality Circles

  • Outsourcing