Management can be defined as the procedure of getting things done by means of and through human resource personnel by directing and inspiring their hard work towards achieving universal goals. Human resource in any organization is the most important asset since without them the management cannot attain the achieved goals since they are the one coordinating the activities of any particular organization.
Secretary is part of the human resource in any organization and in fact he/she has a bigger role to play in achieving the organization’s goals and objectives.
We can therefore say that the secretary just like the manager of any organization plays the role of being an enabler in that he/she must ensure that things are in order for the boss or other employees for them to carry out effectively without many difficulties.
Functions of management are those of planning, organizing, leading and controlling and such all four functions requires that the secretary should have skills and knowledge on how to carry out such management functions in an organization in this case middle school organization.
Planning is considered to be the primary function of management and actually encompasses establishing what should be carried out in future. Planning entails setting of objectives, processes, regulations and other tasks required for attainment of organization’s mission statement. Usually the best strategies are selected from various identified strategies and therefore will require forecasting the future and how best to attain the results that will ensure the success of the organization.
As a secretary therefore skills of planning function must be utilized for example gathering and sorting information and ensuring how such information should be disseminated to other employees as well as planning what the senior managers will be required to do and notifying them on any changes. Such skills on how to plan effectively will be of great importance to the secretary in order to avoid conflicts and thus attainment of goals. (Maundy, 2001)
The other function of management is that of organizing which involves arranging and allocating tasks in the workplace in order to attain the set organization’s objectives. In essence, organization function is responsible for how tasks will be divided and achieved efficiently and effectively. Usually the supervisors of all organizations are responsible for identifying tasks and subdividing work groups in to separate sections in an organization.
However, the secretary plays a major role too since she has the responsibility of tasks specifications and assigning them to various employees as directed by the senior mangers. Therefore as the secretary for middle school the responsibility under this function will be that of ensuring that all the tasks to be done are clearly defined and divided to all responsible employees on time and such tasks are assigned to the most competent and qualified employees in the middle school.
The other function of management is that of leading which involves directing human resource of an organization in the right path in order to achieve the set goals efficiently and effectively. Traditionally this function involves directing, educating and overseeing the employees within an organization. The secretary too plays this role in modern world by having the responsibility of guiding and coaching other labor force to achieve the set goals; for example in middle school as a secretary it will be of great importance to lead by example that is achieving the set goals and targets on time and guiding the rest of employees in the school to carry out their tasks without much difficulty. (Rampton, 2003)
The other function is that of controlling which entails ensuring that the real performance achieved is matched with the intended results and also ensuring that corrective measures are undertaken if there are deviations from the set goals. This function goes hand in hand with planning such that if poor planning was done then the set goals will not be achieved and therefore will necessitate controlling function to efficiently redesign the plan in order to achieve congruent goals. As a secretary of middle school, this function will involve ensuring that any tasks allocated to individuals are finished in time and the target results are achieved from such tasks.
We can therefore conclude that, management functions apply in every organization and middle school level are not exceptional in order to attain desired goals. The secretaries therefore in such middle schools should be equipped with skills that will ensure that the above functions are coordinated well and with ease thus accomplishing the set goals efficiently and effectively. The management functions are considered to be continuous processes such that the effective accomplishment of one function will lead to attaining other functions smoothly within an organization. It is therefore necessary for all organizations to continuously provide training programs in order to sharpen the skills of there employees so that they can effectively perform the management functions with less difficulties. (Hilltop, 1994)
Hilltop J (1994): European Human Resource Management in Transition. New York, Prentice
Hall, pp 23-76
Maundy L (2001): An Introduction to Human to Human Resource Management- Theory
and Practice. Macmillan, Palgrave pp 12-45
Rampton L (2003): Human Resource Management. New York, Melbourne press, pp 23-37