Presentation Transcript

1. ORGANIZING RESOURCES AND INFORMATION PRESENTER: MUSTAFA K. MENTEŞOĞULLARI STUDENT NUMBER: 20060409 COURSE NUMBER: ELT 536 SUPERVISOR: DR. OYTUN SÖZÜDOĞRU
2. CONTENT 1. DEFINITIONS ORGANIZATION MANAGEMENT RESOURCE INFORMATION SCHOOL
3. CONTENT (Continues) II. WHAT DOES ORGANIZING RESOURCES AND INORMATION REQUIRES DOING? ORGANIZING RECORDS/INFORMATION, ORGANIZING RESOURCES, ORGANIZING TIME MANAGEMENT FOR THE FOLLOWINGS ABOVE.
4. I. DEFINITIONS Organization: An organized group of people with a particular purpose, such as a business or government department, The action of organizing something. To organize: Make arrangements or preparations for(an event or activity) (Oxford Dictionaries.com)
5. I. DEFINITIONS (Continues) Management: the act or skill of controlling and making decisions about a business, department, sports team, etc. (Merriam Webster.com)
6. I. DEFINITIONS (Continues) Resource: Available source of wealth; a new or reserve supply that can be drawn upon when needed (Audio English.org)
7. I.DEFINITIONS (Continues) Information: knowledge gained through study, communication, research, instruction, etc.; factual data (Dictionary.com)
8. I. DEFINITIONS (Continues) School: An institution for instruction in a skill or business (The Free Dictionary.com)
9. ORGANZING RECORDS/INFORMATION NOTES FOR ORGANIZATON The records should be organized conveniently and substantially. Some of records organizations are legal requirement. The record organization requirements are differed by Country to Country; they are not universal. (White et al, 1991, p.141)
10. (Continues) Student records should be in ease for accessing. Some records are needed for only duration of class. It is useful to archive the past students records for future plans. Financial information is under Bursar or Bursar’s assistant control. Course information is under Academic Manager control. In some cases, there is more than one responsible for the works in record organization. (p. 143 – 144)
11. (Continues) Cross – checking is a system which is applied for retriewing extra information from different sources for the following records. For instance, the Academic Manager retriews data for students enrollments, class size, student numbers, e.t.c via benefiting extra sources. Cross – checking system dublicates Academic Manager or staff’s efforts for retriewing any information. (p.145)
12. (Continues) All coresspondance activities should be occur in general office for essential work. Letterhead paper is used for students’ required phone number, school adress, e.t.c. Code is used for retriewing correspndance details by upper case in the papers; eg; FRA for France (p.145 – 146)
13. LETTERHEAD PAPER
14. (Continues) All secretaries should make a copy of day – files for retriewing coresspondance data chronogically. Students are recorded because of their financial and pedagogical purposes. Students’ registration procedures depend on part – time or full – time programmes. In full – time process; students write information for courses; it include materials, costs, dates of courses and accomodation requirements. In part – time process; identity of student, required courses and payment are included as registeration information. (p. 146 -147)
15. LIST OF RECORDS FINANCIAL Allocations and budgets Commitments Expenditure Reconcilations Receipts Money owed VAT returns Payroll PAYE/National Insuarence Accomodation payments Targets by term and year Register of recurrent payments (p. 142)
16. (Continues) Book orders Stationery orders Equipment orders Inventory of equipment Stocklist of books, audio, video and computer software BUILDING Certification of fire safety insuarence VAT registration or exemption catering, eg, licence to sell alchoholic liquor (p. 142)
17. (Contiunues) REGISTRATION Target enrolments Actual past enrolments Registers Re – registration rates Class break – down by level Waiting lists Timetable Reconcilation statements (p. 142)
18. (Continues) MARKETING Student population in school by age, sex, profession, funding Competitors’ prices and salaries Promotion – when, where, how? Agents: names and adresses, agreements and arrangements with Student questionaries and follow – up List of actual and potential clients Brochures
19. (Continues) STAFF Contracts Personal files with references and qualifications Apraisal (evaluation) reports Timetables Overtime Sick leave Vacation leave, Non – school work eg textbook writing Substitution list of teachers Job descriptions (p.143)
20. (Continues) STUDENTS Academic record Names and adresses Profession Whether sponsored and name of sponsor Record of payments Teachers’ recommendations for next term or for another course Age (p.143)
21. (Continues) COURSES Levels Syllabuses Course objectives Books Catalogue of materials Exam results Planning, setting up and running procedures Reports on previous courses (p.143)
22. (Continues) GENERAL Filling guide Adresses (bookshops, service providers, etc.) Legal affairs, e.g. Employment regulations, health and safety Standart letters (p. 143)
23. (Continues) STUDENT RECORD AND CARD: Family name first name nationality language date of birth home adress sponsor profession test results educational and professional background previous English studies future intensions (p.144)
24. (Continues) summary of courses taken public examination taken level achieved comments by teachers (p. 144)
25. PAYROLL
26. WAITING LIST
27. REGISTER
28. ORGANIZING RESOURCES NOTES ON ORGANIZATION The choice of any software should be for present and future. Computers should be cheap and powerful. That computers facilitate working properly in the offices. (p. 148) The availabilty of resources are insufficient in most of educational area. According to Everard and Morris (1996); resources are classified as human, material and financial. Investment is a kind of financial resources. Investment cause developing existing equipment in schools. (Everard & Morris, 1996, p. 196 – 197)
29. (Continues) Decreasing staff redundant prevents financial problems somehow. costs of teaching and non – teaching staffs, heating, cleaning, and decorating, suplies, services, books and equipments, the use of any income they can raise, and relative spending under each of above headings. these are under local management responsbility. (p.198)
30. According to Department of Education; in human resource management; the role of board of governors is that to exercise its functions in relation to employment matters, with a view to maintaining and raising standards of education performance in the classroom. The Board of Governors is required to; recruit and select staff for appointment to the school; determine the school’s staffing complement; regulate staff conduct and discipline as required by law; take decisions on payments relating to staff dismissals or resignations; exercise other employment functions, such as the management of the performance of the principal, staff attendance, staff training and development. (Department of Education)
31. EMPLOYEE IN HUMAN RESOURCES Instractors Lecturers Professors Assistant Professors Associative Proffessior, etc (CAREER INDEX)
32. LIST OF ELTRONIC HARDWARE AS RESOURCE IN THE ORGANIZATION Typewriters manual electric electronic with memory Word proccessors word proccessing software desk top publishing (DTP) software Printers dot matrix daisy wheel laser ink jet Photocopiers Off-set lithograph Computers personal (White et al, 1991, p.148)
33. (Continues) centralized network, work stations Modems Telephone individual network answering machines Fax Telex Electronic Mail (p. 148)
34. TELEX
35. Material goods are created from raw resources which are extracted or produced from the earth. Once manufactured, these goods are purchased and used. (Sustainable Schools Collabrative) LIST OF SOME MATERIALS Pens, Pencils, Post it notes, Staplers, Folders, Notebooks, Papers, Files, Office furniture, Notebooks, etc (businessvibes)
36. CONTROLING MATERIAL RESOURCES Material resources should be checked periodically in iventories in order to keep them up-to-date. A manager should be sure that somebody i.e. A staff is responsible for controlling such equipment. Reviews should be done for put resources; its benefits are: availability for suffice space or equipment and for other use, selling redundant equipment and reminding staff for forgetten materials that there is potential. (Everard & Morris, 1996, p. 202 – 203)
37. ORGANIZING TIME MANAGEMENT What is time management? Time management is the act of taking conscious control over the amount of time spent on specific activities. You exercise time management to increase productivity, effectiveness and efficiency. You practice skills and use tools and techniques to aid you when accomplishing tasks, projects or are working toward goals and deadlines. (FLUENT – TIME - MANAGEMENT.COM)
38. ORGANIZING TIME MANAGEMENT (Continues) White et al (1991) advice that a manager should organize his/her own time then the staff ones. White et al (1991) advice that a manager should prepare 30 minuted section slots in his/her log. Are you agreed? (White et al, 1991, p.126)
39. KEEPING RECORD FOR TIME MANAGEMENT A) OUTCOME B) TYPE OF WORK/IMPORTANCE OF WORK C) WHERE DOES THE WORK COME FROM? D) DELEGATION AND SETTING PRIORITIES (White et al, 1991, p.127 -128)
40. OUTCOME How successful were the various activities? Have you any habitual failures? (White et al, 1991, p.127)
41. B) TYPE OF WORK/IMPORTANCE OF WORK Things you must do, Things you should do, Things you would like to do. (p.127)
42. C) WHERE DOES THE WORK COME FROM? According to White et al (1991); the important point is that the highest superior (like boss) must delegate maximun work to the staff rather than subordinators for more effective organization. If not, problems may be occured for the following organization or work. (p.128)
43. D) DELEGATION AND SEETING PRIORITIES A manager should, establish goals for the week and for the day, priotize activities according to this list of goals and according to the priorities, set deadlines and make realistic time estimates, eg. %20 first estimate for each task, not try to do too much at once, learn to say “no” to others as well as to himself/herself not get bogged down in minutiae (unimportant details), not put off unpleasent things, make firm commitments, use a gatekeeper such as secretary or receptionist for filtering phone calls and visitors, (White et al, 1991, p. 129)
44. (Continues) reserve a block of time each day when he/she will not be interrupted and make sure that is sacrosanct (very important/precious/unchanging), not spend time on meetings and conversations and cancel if he/she nothing to discuss, set time limits, have a well organized agenda and be stick to it, use the gatekeeper for incoming paper that he/she sort the tasks as action now, action later or keep it as information, review the circulation list for not wasting time or doing everthing shortly and concisely. avoid writing too many letters and memos, use Telephone rather, use succinct notes on files and fax for faster easiser and faster works. (p.130)
45. (Continues) deal with paperwork sooner not later, have a regular time to do works; giving priority to urgent work such as correspondance, have a day file, all items should be put in that file and numbered 1 to 31 and checked daily, have a good filing and retriewing system and, not spend time for travelling rather delegate some staff for doing so or use his/her telephone. (p.130)
46. ACTIVITIES You have to cancel your lecture; inform your students Prepare a flexible timetable Make registeration for new coming students Delegate a required staff for any organization
47. DISCUSSION QUESTIONS What do you think about the topic in general? Are the methods for the organization good or bad? Do you have any suggestion for the organization? Do you think should a manager arrange excat durations for his/her works for management? Do you have cheap but powerful resources in the schools in your Country? Is it possible to have cheap-powerful resources? Do you think should the record organization requirements be universal or should be different from Country to Country? Are you agreed with not to put unpleasant things in priorities for time management? Do you have any comments, criticism or any suggestion for the presentation?
48. REFERENCES: Audio English. (n.d.). Retrieved 26th April Saturday, 2014, from Resource: http://www.audioenglish.org/search/resource.htm?whereto=http%3A//www.audioenglish.org/dictionary/ CAREER INDEX. (n.d.). Retrieved 1st May Thursday, 2014, from PHILIPS GRADUATE INSTITUTE: http://www.educationnews.org/career-index/phillips-graduate-institute/ Dictioanary.com. (2014). Retrieved 26th April Saturday, 2014, from Information: http://dictionary.reference.com/browse/information?s=t&path=/ Everard, K., & Morris, G. (1996). Managing Resources. In K. Everard, & G. Morris, Effective School Management (pp. 196 - 205). London, Liverpool, England: Paul Chapman Publishing Ltd. FARLEX (Ed.). (2014). The Free Dictionary By FARLEX. Retrieved 26th April Saturday, 2014, from School: http://www.thefreedictionary.com/school FLUENT - TIME - MANAGEMENT.COM. (n.d.). Retrieved 26th April Saturday, 2014, from What is Time Management?: http://www.fluent-time-management.com/meaning-of-time-management.html Merriam - Webster. (2014). Retrieved 26th April Saturday, 2014, fromManagement: http://www.merriam-webster.com/dictionary/management
49. Oideachais, A. R., & Lear, M. O. (2012). Department of Education. Retrieved 1st May Thursday, 2014, from Chapter 9 Human resource management of guide for school governors: http://www.deni.gov.uk/index/schools-and-infrastructure-2/schools-management/79-school_governors_pg/schools_79_governor-roles-and-responsibilities_pg/schools_79_chapter-9-staff_pg.htm Oxford Dictionaries Language matters. (2014). Retrieved 26th April Saturday, 2014, from Organization: http://www.oxforddictionaries.com/definition/english/organization?q=organization Oxford Dictionaries Language matters. (2014). Retrieved 26th April Saturday, 2014, from Organize: http://www.oxforddictionaries.com/definition/english/organize?q=organize Sustainable Schools Collabrative. (n.d.). Retrieved 1st May Thursday, 2014, from Materiial Resources: http://www.sustainableschools.org/topic-resources/resource-management/material-resources White, R., Martin, M., Stimson, M., & Hodge, R. (1991). Organizing Resources and Information. In R. White, M. Martin, M. Stimson, & R. Hodge, MANAGEMENT IN ENGLISH LANGUAGE TEACHING (pp. 126 - 151). Cambridge, England: Cambridge University Press.
50. THANK YOU