What Does Administrative process Mean
We explain what the administrative process of an organization or company is and its importance. Also, what are its four stages.
What is the administrative process?
The administrative process is a set of administrative functions within an organization or company that seek to make the most of existing resources in a correct, fast and efficient way.
The administrative process is made up of four elementary stages : planning , organization, execution and control. Through them, the members of a company seek to achieve the proposed goals or objectives .
See also: Administrative accounting
Origin of the administrative process
The administrative process was detailed by Henry Fayol , a French engineer, who described its phases and characteristics in his work: "General and Industrial Administration" (1916).
Fayol drew on his experience within the French iron and coal company, Compagnie Commentry Fourchambault et Decazeville (there he held technical and then managerial positions from 1888 to 1918); and in his studies in the field of administration . For Fayol, the human factor is the fundamental piece in the operation of companies and the fulfillment of goals and objectives.
In "Industrial and General Administration" he established the six functions of every industrial company (technical, administrative, accounting, commercial, financial, security) and defined the administrative functions as those in charge of coordinating and synchronizing the other five functions. Within the administrative functions, he developed the four stages for an efficient and correct administrative process .
In addition, he described fourteen principles to be applied within companies: hierarchy of command, order, discipline , equity , division of labor, fair remuneration, teamwork , initiative, staff stability, unity of direction, centralization , subordination of the particular interest to the general, authority and responsibility and unity of command.
His work serves as the basis for many organizations and companies and focuses on three fundamental aspects: the application of the administrative process, technical principles and the division of labor.
Importance of the administrative process
The administrative process works as a simple and rigorous guide through which a company or organization tries to achieve the proposed objectives in the most efficient way .
The application of this administrative process allows to take advantage of the workforce and technical and material resources that a company has . The administrative process allows to control the resources in an organized way and to dispose them efficiently.
This process can be applied in any type of company and each of the members of the organization must know their role within the process. The planning and organization of administrative processes is usually the duty of hierarchical positions whose functions are less technical and more administrative.
Characteristics of the administrative process
- It is used in companies and organizations for the correct administration and use of resources .
- It serves to organize procedures and meet goals and objectives .
- It must be aligned with the objectives of the company and it is intended that it can be applied effectively and simply .
- Its phases are interrelated and can be divided into: mechanical (made up of planning and organization) and dynamic (made up of direction and control).
- The cycle of its phases is repeated for each proposed objective. They are cyclical and repetitive stages .
- It must be known to all members of the company.
- It can be applied in any type or size of company .
- It must be regulated by the administrative leadership of the organization.
Phases of the administrative process
1. PLANNING
Planning is the first stage that the administrative body of a company must carry out. This is where the objectives and goals that the company must meet and the methods to be carried out will be foreseen .
The relationship between the working staff and the administrative staff must be complementary for the correct operation of the company and the fulfillment of its objectives.
In planning, a plan must be developed that contains the different future activities to be carried out and said plan must be implemented within the established timeframe.
Planning activities
- Predefine the objectives and goals that you want to achieve during a certain time .
- Predict.
- Establish a strategy with its corresponding methods and techniques to carry out.
- Take action against future problems.
2. ORGANIZATION
After planning the objectives and future activities to be carried out to achieve the proposed goals, the next step is to distribute each activity among the different work groups that make up a company.
This will depend on the physical and intellectual aptitudes of each worker and the resources that the company has. The purpose of the organization is to assign an objective to each area of the company so that it can be met with the minimum of expenses and with a maximum degree of satisfaction in each employee.
Organizational activities
- Make a detailed selection of the right workers for the right position.
- Subdivide each task into operational units.
- Select an administrative authority for each sector.
- Provide useful materials and resources to each sector.
3. EXECUTION
For the execution, the figure of a manager capable of directing, making decisions, instructing and helping the different labor sectors is necessary. The execution seeks to take the first step in the activities designated for the working groups so that they continue to carry out those activities periodically and effectively.
Each working group is governed by rules and measures that improve its operation.
Execution activities
- Offer a motivating character to the staff.
- Reward each employee with the corresponding salary.
- Be attentive to the needs of each worker.
- Maintain stable communication between all sectors.
4. CONTROL
The control function has the role of ensuring that the company is on the path to success . Although each function can be carried out to the letter, this will not guarantee that the entity is inclined towards a positive economic path.
Control is an administrative task that must be exercised professionally and transparently. The control of the activities that take place in a company serves to analyze its high points and low points .
After obtaining the corresponding results, the different modifications that will have to be carried out to correct those low points can be analyzed.
Control activities
- Compare the results obtained with the plans previously made.
- Evaluate and analyze the results obtained.
- Initiate the corresponding corrective actions.