Administrative Support

Try to remember this, Dory!

Well I’ll need some help, Marlin!

Folder with Notes, Exercises and Folder with Notes, Exercises and Homework Booklet - brought in!Homework Booklet - brought in!

What is expected of me?

Admin

Homework to be completed Homework to be completed each week!!each week!!

Knowledge built up for class tests Knowledge built up for class tests and year-end examinationsand year-end examinations

Two-thirds of final exam gradeTwo-thirds of final exam grade

Standard Grade Administration

Unit 1 - Organisation Unit 1 - Organisation ChartsCharts

Miss Branch 1 Mr Branch 2 Mrs Branch 3

Mr Manager

Organisation Charts• An organisation chart shows An organisation chart shows

the the structurestructure of a business. of a business.• You can see to whom you You can see to whom you

report - your manager or boss.report - your manager or boss.• You can see employees over You can see employees over

whom you have responsibility.whom you have responsibility.

Coltness High School Organisation Chart

in charge of organisation reports to

Head Teacher

equal responsibility/authority

information

flows down

flows up

Mr FergussonHead Teacher

Mrs MagowanDepute

Head Teacher

Mrs WilsonDepute

Head Teacher

Mrs KellyDepute

Head Teacher

Mrs ReidDepute

Head Teacher

Bennie, Cole and BihetOrganisation Chart

•Who is in charge of this company?

•For how many people is Mrs Bennie responsible?

•Who is more important - Mrs Cole or Mrs Bihet?

Mrs Bennie

2

- they are on the same level of responsbility

No difference

Mrs M BennieManaging Director

Mrs M BennieManaging Director

Mrs L ColePersonnel Manager

Mrs L ColePersonnel Manager

Mrs K BihetFinance Manager

Mrs K BihetFinance Manager

Acme ProductsOrganisation Chart

•How many Assistant Managers are there?ANSWER - 3•How many people are responsible to Mr Thomson?ANSWER - 3•How many other people have the same responsbility as Mr Lang?ANSWER - 3•If Mr Thomson was absent from work, and Mr Day had a problem, who would he ask?ANSWER - Mrs Swan, Shop Manager

Mr C DayAssistant

Mr K LangAssistant

Mrs F SmithAssistant

Mr J ThomsonAssistant Manager

Mrs B JohnsonAssistant Manager

Mrs F SwanShop Manager

Airdrie

Mr C OwenAssistant

Miss S BennettAssistant Manager

Mr A SwiftShop Manager

Wishaw

Mr G TaylorManaging Director

What Information can be shown on an Organisation Chart?

• Names of employeesNames of employees• Job Titles Job Titles • Photographs of employeesPhotographs of employees

• Room numbersRoom numbers• Telephone extension numbersTelephone extension numbers

Who would find an Organisation Chart useful?

• Visitors to the organisation - to Visitors to the organisation - to help find someone to help themhelp find someone to help them

• New employees - to help them New employees - to help them find their position in the companyfind their position in the company

• The receptionist - to direct people The receptionist - to direct people to the correct department to the correct department

Coltness High School Organisation Chart

Some more key

words!

Line relationship

Lateral relationship

the higher the position, the more authority

all share the same level of authority

Mr FergussonHead Teacher

Mrs MagowanDepute

Head Teacher

Mrs WilsonDepute

Head Teacher

Mrs KellyDepute

Head Teacher

Mrs ReidDepute

Head Teacher

Acme ProductsOrganisation Chart

•Who does Mr Taylor have a line relationship with?ANSWER - Mrs Swan and Mr Swift•Who shares a lateral relationship with Mrs Johnson?ANSWER - Mr Thomson and Miss Bennett•If Mr Lang has a problem, who should he see and why?ANSWER - Mr Thomson as he is his line manager•Who is Mr Owen’s line managerANSWER - Miss Bennett

Mr C DayAssistant

Mr K LangAssistant

Mrs F SmithAssistant

Mr J ThomsonAssistant Manager

Mrs B JohnsonAssistant Manager

Mrs F SwanShop Manager

Airdrie

Mr C OwenAssistant

Miss S BennettAssistant Manager

Mr A SwiftShop Manager

Wishaw

Mr G TaylorManaging Director

What are Flat Organisations?

• Fewer levels of managementFewer levels of management• Fewer lines of communication Fewer lines of communication

Examples are:Examples are:• charitycharity• local shoplocal shop Miss Smith

AssistantMr Stephens

Assistant

Mr JonesShop Manager

What are Tall Organisations?

• More levels of managementMore levels of management• Many lines of communication Many lines of communication

Examples are:Examples are:• schools/hospitalsschools/hospitals• large companieslarge companies

Mr C DayAssistant

Mr K LangAssistant

Mrs F SmithAssistant

Mr J ThomsonAssistant Manager

Mrs B JohnsonAssistant Manager

Mrs F SwanShop Manager

Airdrie

Mr C OwenAssistant

Miss S BennettAssistant Manager

Mr A SwiftShop Manager

Wishaw

Mr G TaylorManaging Director

Time for Revision!!• What is the structure of the organisation?What is the structure of the organisation?

Miss Branch 1 Mr Branch 2 Mrs Branch 3

Mr Manager

the way the employees are the way the employees are linked in an organisationlinked in an organisation

• What do we mean by a line What do we mean by a line relationship?relationship?

Time for Revision!!

when a person has when a person has responsibility over another responsibility over another employeeemployee Mr

Manager

Miss Worker

• What is a lateral relationship?What is a lateral relationship?

Time for Revision!!

when employees share the when employees share the same level of responsibilitysame level of responsibility

Mr JonesMr Smith

• What is a tall organisation?What is a tall organisation?

Time for Revision!!

where there are many levels where there are many levels of managementof management

• What is a flat organisation?What is a flat organisation?

Time for Revision!!

where there are few levels of where there are few levels of managementmanagement

• How does information flow in an How does information flow in an organisation? organisation?

Time for Revision!!

information can flow information can flow upwards and downwardsupwards and downwards

Miss Branch 1 Mr Branch 2 Mrs Branch 3

Mr Manager