In any company there are several functions, without which she can not do, regardless of what the company is engaged in. And that applies to functions and administrative and housekeeping. This article focuses on the most important housekeeping functions in the companies of the positions that can perform these functions, the place and role of this function in the structure of the company, as well as more detailed information on some administrative functions, which are usually neglected.
Despite the fact that the administrative functions in different companies are typical, though the specific content they depend on the objectives, which are currently facing the company, as well as the size of the company and its resources. Consider the most common administrative functions, as well as their impact on current problems and situations in the company.
All administrative functions can be divided into several groups:.
1) The current provision of activities:.
provision of stationery.
provision of office supplies and consumables.
provision of household goods.
maintenance of office equipment and furniture in working order (repair and preventive maintenance).
connectivity ( connectivity of mobile phones allocated internetkanalov, maintenance of city lines).
implementation of large one-time purchases (furniture, office equipment).
2) Document:.
Filling in the development of systems.
document management.
archiving.
maintenance of libraries, databases,.
3) Operation of the building, premises, areas:.
cleaning.
Buildings ( Electricity supply, plumbing, small household repairs).
design of buildings.
maintenance.
development of the site.
planting of greenery.
4) Organizational work:.
Organization jobs.
organization of events (holidays, company meetings, presentations).
organization of the negotiating.
catering staff.
transport service.
express service.
organization of insurance companies and employees.
relocation.
5) Relationship with external organizations:.
interaction with government agencies ( building maintenance issues, surrounding areas ).
interact with landlords (or tenants).
relationships with suppliers, monitoring of contracts, invoices, prepay.
6) Internal communication of staff:.
Organization warning of new documents.
control of execution of orders.
issue of intra- media (newspapers, newsletters, flyers ), preparation and dispatch of messages.
organize and maintain up to date bulletin boards.
organization of in-house museums and exhibitions.
We want to draw attention to that part of the administrative functions is permanent, and some - a one-time tasks can be executed only a few or even one time. Nevertheless, we must remember about them and discuss with employees in setting their work goals. If necessary, to solve a one-time, but a global problem ( for example, to organize the transfer ) is not the question arose, ...
Moreover, administrative and economic officials should clearly know that their main purpose - is to ensure smooth and comfortable operation of all services of the company. Their main task - to help all the other business units to fulfill production plans that would have to do not have to do. Thus, the list of functions can be reduced or enlarged, depending on the specific situation.
In fact, what functions and to what extent your organization needs, the following factors:.
size of the company.
objectives of the company.
whether the building is owned by.
specific activity of the company (for example, how often you want the courier work, or how essential the service machine).
That is, each company can independently generate a list of the functions it needs by conducting appropriate analysis.
As an illustration we give two examples.
Example 1.
A large industrial company set a goal - to go international standards and bring their work to global. The plan was to promote international cooperation and to take the delegation. The company owns several industrial buildings (5 workshops, administration building, entrance, boiler room, dining room, a greenhouse ), has its own territory. Management has set a target to reorganize the administrative and economic units in the light of new requirements. Before there was a change in the company maintenance department, which included: the Office, the archives, typing pool, courier service, designer, janitor, janitors. It is noteworthy that the ACS subordinate commercial (!) Director-General, who, naturally, very rarely do remember about the existence of this department. In addition, as individual units that report directly to the director of the plant, there were the following services: landscaping department, transport department, canteen, factory factory newspaper. Some administrative functions were not even any of whom are fixed, causing regular problems arose. So, for a small household repairs no one answered, and all the leaders decide such questions as best they could, bringing the work of their subordinates who are better versed in the art of other. It is also not carried out a centralized purchasing office supplies and hozinvertarya and office equipment. Again, each head of buying everything you need yourself, no one monitored the budget for these expenditures.
Ineffective management of the plant has seen this trend and decided to reorganize. It was finally created a separate division, headed by the Deputy Director for General Affairs ( new). He was subject to the following services: Operations, dining, transport department, the department for landscaping and gardening, security, factory newspaper.
Has changed the structure of administrative and economic department. It includes:.
office.
archive.
Administrative services ( organization of the negotiation, meetings, delegations and events, book tickets and hotels, etc. Dr.. ).
sector to ensure current activities (purchase of office supplies and hozinventarya, furniture and equipment, minor repairs, communications, processing facilities, the organization of workplaces).
sector to ensure the purity of the ( cleaning ).
Thus, it was introduced two new departments ( administrative sector and the sector to ensure the current activity ), abolished typing pool (in connection with the transition to electronic document management ) and courier service (calculation has shown that outsourcing is less expensive ). Janitors passed under the control department for landscaping.
Example 2.
A small organization ( the publishing business ) leased several rooms in an office building. Repair facilities, Electricity supply, plumbing, food ( dining room) provide landlords. Previously, all the necessary administrative functions performed secretary. As necessary, helped her and other employees. But gradually the company grew, and tasks became so much that it was decided to introduce a special position for this job. It was decided to allocate the position of office manager with the following functions:.
current provision of the full.
supervision of the Secretary, cleaners, couriers, drivers, IT- manager.
interaction ( registration of contracts, taking into account the primary accounting documents, control of prepay ) with third parties (suppliers, lessors ).
organization of the negotiating.
ensure internal communication in the company (training texts newsletters, release News brought leaf decoration Boards ).
Thus, we see that to determine the functions and tasks of administrative and economic power in the company must:.
to analyze the current state of the company, identify the missing functions.
determine the direction of goals, based on the company's goals.
identify the specific company and its impact on the target areas.
identify the ...
to calculate the feasibility to carry out any work on their own or with the assistance of outside contractors.
determine the best format for the implementation of this function (one, the department, the whole service).
resolve the question of subordination of the post.
Format article does not provide detail at each of the functions of administrative and economic department, therefore, focus only on two functions, which are usually neglected. In our experience, complaints to the maintenance department most likely to occur on the following issues:.
organization of staff jobs.
execution of requests for minor repairs.
Since these tasks are classified as cross-functional, it is most often the problems arise because of the inconsistency of the various units. In this situation, the role of the ACS is to organize the whole process and coordination of all services. And as the claims usually relate to the terms of these tasks, it is obvious that the problems lie in the so-called network planning. Consider how best to build an organization performing each of these tasks.
Organization jobs.
As new jobs in companies organized every day, usually no regulations regarding this process is not developed, but the problem is solved on the situation, most often an emergency. But it is the organization of the Regulations a new job will allow the paper to plan out the whole process, to understand how it can be optimized, and that, in what order to take better. This is especially true for companies that have set targets of active development that is most often associated with the expansion of state.
The first thing necessary to begin this work - is to make the description of the workplace. This description should include a list of necessary furniture and equipment for a typical workstation. You can spend a gradation of jobs depending on the position ( top manager, middle manager, artist ) and specific activity (the presence of visitors, use of additional hardware or special equipment, special requirements for room temperature, lighting, etc. n. ).
Ideally you should make a job description for each position. However, it is very time-consuming work, so the first stage of compilation can restrict the description of a typical workplace, as well as the jobs of individual ( specific ) positions. For example, for the Secretary to provide for the presence of important economic cabinet for storing dishes, household supplies, food. For the laboratory worker is important to provide adequate lighting and a certain temperature. For staff working with clients - availability expectations of visitors. And for the chief accountant - Safe.
Here is an example of a typical job description of office worker.
rate.
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The value of the indicator.
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Note *.
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The area of the workplace.
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At least 4 square. m.
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On the basis of this indicator is calculated the maximum number of jobs in each work area.
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illumination.
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Is sufficient for general lighting.
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For some jobs may require additional local coverage.
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necessary furniture.
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table.
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Chair - 2 pcs.
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One chair for visitors.
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Locker mobile.
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Cabinet documents.
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equipment Needed.
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computer.
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printer.
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phone.
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Xerox.
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Common to several rooms.
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inventory.
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calculator.
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Box storage disks.
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Removable Disk.
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scissors.
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Stationery set.
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( including paper clips, ruler, pins, pens, pencils, eraser).
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stapler.
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puncher.
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folders.
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Note * The real instrument is preferred supplier position on this item.
Thus, if the advance is clear that it is necessary for the organization of the workplace, it is easier to think about how to organize the entire process.
The basic principle in this case - to determine that it is better to have in stock is constant ( in case of receiving a new employee ), and what to buy after receiving information about the release of a new human. For example, the inventory is better to have a small stock, especially since he may need, and serving staff. If space allows you can have in stock and tables with chairs. But keep in reserve a computer is hardly worth it - it is expensive, and, most importantly, this technique quickly become obsolete and keep it out of a job is inefficient.
To reduce the time of the workplace, the ACS must have current information on suppliers of furniture and equipment. If such information is not taken into account and is not stored, the Clerk will have to spend a lot of first time trying to find the necessary vendors and choose among them those that are appropriate in this situation.
In general, it is best to create a matrix of business process organization of the workplace and provide it all the departments involved in the process, as well as which department, as in what time frame should be doing. This is especially important, since punctures are often occur because of failures in the transmission of information.
Here is a simplified example of a business process organization of the new workplace.
action.
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note.
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The decision on admission of new member.
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Director makes the decision and agree on a date with the personnel department.
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Operations Division staff shall inform the date of release of the new employee provides the application with regard to the special requirements.
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On the same day that the decision.
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Preparation of the Plan preparation of a new job based on a model plan and the current situation. An audit that is in existence, and that it is necessary to purchase.
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ACS is the day of receipt of the application and approve the director ( including estimates ).
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The decision to deploy a new job ( in which room the way ).
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The issue being discussed by the personnel department and Operations in the discussion of the application. Consistent with the decision approved by the Director.
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ACS is in discussions with IT- specialist hardware and puts him to task on terms.
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Dates according to the plan.
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ACS performs all the necessary order from suppliers.
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according to the plan.
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ACS receives from suppliers and passes them to account for the payment of accounts.
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Immediately after receiving bills.
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ACS monitors the implementation of Payment and Delivery.
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according to the plan.
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ACS organizes the process of installing furniture and equipment, workplace readiness checks.
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Before the release of a new employee.
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Implementation of applications for minor repairs.
Complaints on this issue occur most often because the attention he paid to a residual. Information from staff is not considered, is not planned and its implementation as a result - and do not forget orders are executed. We solve this problem is relatively simple.
First of all, you need to have a log of applications and to appoint a person responsible for the continuous monitoring of incoming requests and the issuance of Executive jobs. This function can perform himself the head of Operations. He must show that the periodicity of the magazine and then set the task of implementing and monitoring the implementation of. Better yet, organize a filing in electronic form.
The application form can be as follows:.
Date of application.
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Division employee who files an application.
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The essence of the application that needs to be done.
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Deadline.
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responsible.
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Time of execution.
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Quality of execution.
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a.
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2.
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3.
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4.
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5.
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6.
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7.
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01. 06. 05.
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accountant.
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Repair the unit on account of money.
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08. 06. 05.
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Operations Technician.
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07. 06. 05.
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Good, no complaints.
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The procedure for working with such an application may be as follows:.
Columns 1 - 4 are filled by the applicant during the application process.
Column 4 ( application deadline ) can be adjusted by the head of Operations ( or employee responsible for the distribution of applications), after consultation with the applicant.
Column 5 is filled with the head of Operations ( or employee responsible for the distribution of applications), after which the application is sent to the Executive.
After completing the application singer fills column 6 ( the deadline ) and sign a request from the applicant, who must put his signature in column 7 and specify the quality of applications, from his point of view, and specify the claim, if any.
After this, the nomination is transmitted to the head of Operations Monitoring and filed in a folder and its data are taken into account when promoting.
To improve the efficiency of the implementation of minor repairs is important to tie incentives to the quality of administrative staff and the speed of mining applications. Informed reproach someone from staff should lead to punishment of the.
To ensure fairness, it is best to set standards of performance of applications. For this purpose, a complete list of possible applications (which can be replenished by precedent ), and performance standards established for each item.
On the issue of model rules do not exist, so each company sets its own rules, based on their nature and current problems. For example, the.
Type of application.
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rate.
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Repair of lock.
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On the day of treatment, not later than the end of the day.
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Replacement bulb overhead lighting.
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1 day.
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Repair plumbing.
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2 days.
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Minor repairs of furniture.
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3 days.
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Hanging shelves, pictures, hooks, etc. n.
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5 days.
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So, we looked at the list of the most common functions of administrative and management personnel, the impact on the content of these functions, the company's objectives, its size and specific. Also, in more detail the question of how to build the process of organizing the workplace and the implementation process requests for minor repairs. As we have shown, these problems are solved through detailed planning and precise prescription of business processes, t. e. important to establish a clear procedure for performing this work, to make regulations, to familiarize all those involved in its execution, and constantly monitor the process. The task of a purely administrative. In any of the competent management dramatically improves the efficiency of the process, so the administrative functions in the organization also needs to be managed, and this has great reserves of.
Source: Secretary-referent number 9 (33) September 2005.
author: E Skriptunova. A.
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