Staff Resources

Decision-power in the organisation is created on different levels of functioning. Middle and lower levels of management have different levels of administrative functions and authority. In these different levels of administrative functions, employees are executing their tasks and roles on a daily basis, implying that data are captured and analysed constantly in order to increase the productivity and efficiency of the organisation.

Lower-level managers (supervisors) are involved in the implementation of operational plans. Day to day business operations are negotiated and short-term objectives are met.

Middle-level managers (functional) are involved in the tactical plans and objectives and provide functional strategies and guidelines.

Top management is involved in the creating of vision and mission statements for the company. They formulate strategies and long-term objectives. Strategic decision-making is within their power.

Information Technology

Administrative systems are supported by technology. Enormous amounts of information are readily available and should be evaluated and interpreted critically. Information is regarded as a crucial management tool. Administrative managers have limitless information at their disposal to support their attempts of implementing effective administrative systems.

Technological advancements are constantly setting challenges to keep up with the latest and new developments. Computers are faster and can generally be speaking store and handle more information. Software is developed to increase the productivity and efficiency of different organisations. Company-specific requirements should address the access needed for different levels of employees and different levels of confidentiality.

Long term planning can be done by management since information technology can support the sophisticated analysis and interpretation of information. Statistical data and other quantitative measures can be implemented to compare growth and productivity, while qualitative data can describe the objectives and vision of the organisation.

Large organisations will most likely have their own in-house IT specialists and programme developers, while smaller organisations may use basic computer programmes or outsource their IT needs as required.

Office Space

Click here to view a video that explains office layout ideas.

Office layout should ensure that general office operations run smoothly, has a positive impact on workflow patterns, ensures the uninterrupted flow of information, as well as enhances the productivity and morale of employees. Sufficient provision must be made for enough space for the various office functions and office staff to move around, as well as for the furniture and equipment. This management of facilities must support productivity, create an atmosphere of professionalism and encourage staff to function optimally. The main aim of an effective office layout should however be to achieve the maximum and uninterrupted flow of work. The available space must be utilised in the most economical way, taking into account the goals of the office and the organisations as a unit. The following guidelines will promote a positive working environment where individual employees can maintain a high level of productivity:

• North-facing offices have more natural light and are warmer.
• Desks must be arranged for staff to not sit with their backs or faces towards the windows.
• In an open-plan office, employees should be seated in such a manner that direct eye contact is avoided, minimizing distraction and discussions.
• If possible, the number of people approaching the field of vision of an employee should be restricted.
• The design should be both functional and pleasant-looking.

When the office space is planned, it is important to take security measures into account. These security measures should include the physical safety of employees as well as the safeguarding of information by means of backups, filing systems, cabinets and safes. Office space should also be adaptable. Changing the layout from time to time may stimulate creativity and also provides for an increase in the number of personnel. All equipment such as photocopiers, fax machines and general printers should be easily accessible and should support a flow of information. Employees should have easy access to their workstations or resources.

There are different options for the layout of an office.

The open-plan office layout suggests that all workstations are arranged in one open space. All the workstations face the same direction and no interior walls separate the workstations and equipment.

The landscape office layout is very similar to the open-plan layout, to the extent that one general open space is utilized for the positioning of the workstations and equipment. The difference lies in the positioning of the workstations: in the landscape layout, all workstations face different directions.

A private or cellular office layout is characterised by interior walls that stretch from the floor to the ceiling. This office is usually used by only one employee, though two or three employees may also share this one space. A higher level of privacy is suggested by this layout.

Click here to download a handout that explains the legal framework for a sound records management programme.