Reference no: EM132337463
Office Administration and Management II
Course main Aim/Goal:
This module is intended to further expose the trainees to general concepts, procedures and application of Office Administration and Management.
General Objectives:
1. Understand motivation as an effective tool of Personnel Management.
2. Know the different types of staff records and how to keep them.
3. Understand the characteristics inherent in human groups in an organization.
4. Understand the importance and methods of communication.
5. Understand the various leadership styles.
6. Understand the principles of insurance and the various methods of dealing with risks.
7. Know the major types of insurance companies and coverage’s.
8. Know and use different types of machines and equipment and methods of keeping inventory.
1.1 Define motivation and explain its importance in organizational development.
1.2 State the hierarchy of needs as propounded by Professor Abraham Maslow, Herberg, etc.
1.3 State various ways of motivating an employee. Explain the concept of motivation and its importance.
Explain the hierarchy of needs as propounded by Maslow, Herzberg e.g. physiological needs, safety needs, sociological needs, self esteem, selfactualization.
Explain the various ways of motivating an employee
• Wages/salaries
• Job security
• Staff training development
• Job enrichment
2.1 Describe the importance of staff records.
2.2 List various forms of staff records.
Discuss the importance of staff records in an organization with particular reference to staff matters i.e. transfers, promotions, disciplinary actions, retirement.
Explain the various types of staff records i.e. folder system and computer/back up etc.
3.1 Define a group and explain why groups are formed.
Explain the concept of groups in an organization and explain why such groups are formed (group formation.
3.2 Identify various groups and their characteristics in an organization.
Discuss the various types of groups and their characteristics in an organization.
• Peer group
• Work group
• Formal and informal group
• Trade/professional groups
State the implications of such groups to organizational development.
4.1 State the purpose and importance of communication.
4.2 List the various methods of communication.
4.3 Differentiate between oral and written communication.
4.4 Identify the various communication problems
Explain the purpose and importance of communication. Describe the various methods of communication e.g. telephone, radio, television, internet, bulletin, letters, circulars, memos etc.
Discuss the differences between oral and written communication. Explain the barriers to effective communication e.g. noise, poor coding and decoding of information etc.
5.1 Define Leadership.
5.2 List various leadership styles.
5.3 State leadership qualities.
Explain the concept of leadership styles. Discuss the various leadership styles e.g. autocratic leadership, democratic, participative, laissez-faire leadership styles.
Explain major leadership qualities e.g. initiative, emotional maturity, intelligence, cheerfulness, objectivity, individuality etc.
6.1 Define insurance.
6.2 State the principles of insurance.
6.3 List the different types of insurance companies.
6.4 List the various types of insurance coverage.
6.5 State the various purposes of life assurance.
6.6 Define Risk
6.7 State the major types of risk and the various methods of dealing with risks.
Explain the concept of insurance. Discuss the principles of insurance.
• Insurable interest
• Insurable risks
• Principles of indemnity
• Principles of subrogation etc
Discuss the different type of insurance companies.
Explain the various types of insurance coverage
• Property
• Casualty insurance
• Life assurance
Discuss the coverage under property and casual insurance.
Fie, workman’s compensation, automobile insurance, unemployment compensation.
Explain the various purposes of life assurance.
Pension, key executives, individual relief benefits, etc.
Explain the concept of risk.
Discuss the major types of risks. Discuss the various methods of dealing with risks - elimination of hazards, self, insurance practicing good management, hedging etc.
7.1 List the different types of office machines.
7.2 Operate the machines.
7.3 List different types of office equipment.
7.4 Use the Office Equipment.
7.5 State the purpose of inventory.
7.6 Explain the procedure of taking inventory of machines and equipment.
Describe the different types of office machines.
• Typewriters (manual and electronic)
• Duplicating machine
• Photocopying machine
• Scanning machine
• Computer
• Calculating machines etc.
Demonstrate the use of the machines above.
Describe the different types of Office Equipment e.g. telephone, Dictaphone, tape-ecorder, tele-printer etc.
Explain the purpose of inventory.
Discuss the procedure of inventory keeping.
• Date of purchase
• Name of machine or equipment
• Model and serial number.
• Number issued out and balance in the record. Name of receipt and signature of recipient etc.
Books, handouts, forms, example forms and receipts, etc.