ADMINISTRATIVE MANUAL

INTRODUCTION
Manual is any set of rules, procedures, functions, activities, policies, objecti
ves, instructions and guidelines to be observed and followed by executives and e
mployees of the company and how these should be implemented, either individually
or is set at 2.
ADVANTAGES AND DISADVANTAGES OF THE USE OF ADMINISTRATIVE MANUAL
Advantages:
Correspond to an important and constant source of information on the work of the
company; Facilitate the process of executing policies, procedures and administr
ative functions; help to establish criteria and standards, and standardize termi
nology basic technique of the administrative process. With that, allow for the s
tandardization of administrative activities; They allow adequacy, consistency an
d continuity in the standards and procedures for three different organizational
units of the company;
ADVANTAGES AND DISADVANTAGES OF THE USE OF ADMINISTRATIVE MANUAL
Advantages:
They avoid arguments and misunderstandings, very common at companies that do not
set the official version on the issues likely to conflicting viewpoints; They a
llow training to new and former employees; They allow an effective increase in t
he efficiency and effectiveness of the work; represent an effective instrument f
or consultation, guidance and training in the company;
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ADVANTAGES AND DISADVANTAGES OF THE USE OF ADMINISTRATIVE MANUAL
Advantages:
Represent a constraint for improvisation that appears inadequate in the company
in various forms, enhance the authority system of the company by enabling better
delegation through written instructions, providing superior control only the fa
cts that come out of normal routine, ie, control by exception, represent a tool
that can increase employee morale, since it allows that it has a better vision o
f his fifth representative in the company;
ADVANTAGES AND DISADVANTAGES OF THE USE OF ADMINISTRATIVE MANUAL
Advantages:
Increase the willingness of staff to take responsibility, since what needs to be
done is clearly stated in writing, and represent a legacy of administrative evo
lution of the company.
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ADVANTAGES AND DISADVANTAGES OF THE USE OF ADMINISTRATIVE MANUAL
Disadvantages:
Constitute a starting point but not the solution to all the administrative probl
ems that may occur in the company; His preparation, while sloppy, brings in para
llel, serious drawbacks to the development of normal operations by the various o
rganizational units of the company; The cost of preparing and update can be rais
ed within a relationship of cost versus benefits identified by the company; 7 ar
e generally too inflexible;
ADVANTAGES AND DISADVANTAGES OF THE USE OF ADMINISTRATIVE MANUAL
Disadvantages:
When used properly and are not permanent-fearing, quickly lose their value; incl
ude only the formal aspects of business, leaving aside informal aspects whose re
levance and importance to the day-to-day business are very large; At most synthe
tic become unhelpful and, on the other hand, when very detailed, they risk becom
ing obsolete before any small changes, reduce the incidence of trial staff, maki
ng it often a brake for the initiative and 8 individual creativity, and
ADVANTAGES AND DISADVANTAGES OF THE USE OF ADMINISTRATIVE MANUAL
Disadvantages:
Its use can become very damaged and difficult due to unclear wording, prolix, de
ficient and inadequate.
Basic requirements for use of administrative manuals:
Need real and effective company; Diagramming structured and suitable for their p
urposes; Instructions authentic, necessary and sufficient; Adequate flexibility;
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ADVANTAGES AND DISADVANTAGES OF THE USE OF ADMINISTRATIVE MANUAL
Basic requirements for use of administrative manuals:
Writing simple, short, efficient, clear and intelligible, and good index or summ
ary; distribution to all employees who need it; rational, appropriate and improv
ed use by users of the systems covered in the manual, and a continuous process o
f review and update distribution.
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GUIDE FOR PREPARATION OF ADMINISTRATIVE MANUAL
When the systems analyst develop an administrative manual, you can use a working
script corresponding to a preliminary analysis that considers, among others, th
e following aspects:
Identification systems to be considered; selection of systems and subsystems; se
lection of topics, issues or matters; fields of study problems; search and class
ification of sources of information; 11 Recognition and definition of problems;
GUIDE FOR PREPARATION OF ADMINISTRATIVE MANUAL
Schematic analysis of the problems identified;€Assessment criteria and standard
s of evaluation of problems; Consideration and evaluation of the factors of the
problem, Evaluation of data collected; Meeting, sorting and analyzing records, f
acts and information; testing possible solutions; ordination and systematic expo
sition of the processes, data and information, and 12 Choose the style, manner o
f presentation and
TYPES OF ADMINISTRATIVE MANUAL
There are some types of administrative manuals that serve different business nee
ds, namely:
Manual organization, standards and procedures manuals, policy manuals and guidel
ines; Employee Handbook, and Handbook of multiple purpose.
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MANUAL ORGANIZATION
This manual is also called a manual and functions. Aims to characterize and emph
asize the formal aspects of relations between the various company departments, a
nd to establish and define the duties and responsibilities related to each of th
e organizational units of the company. It can be said that every company, regard
less of their size, should have the 14 manual organization.
MANUAL ORGANIZATION
A. Purpose:
Establish the various organizational units of the company; Identify the organiza
tional plan of the company, including its philosophy of management and operation
; identify, in a formal and clear, as the company is organized; Establish levels
of authority and responsibilities inherent in each unit company's organizationa
l; Making information regarding the company are prepared in accordance with the
policies and overall business objectives, and serve as a basis for assessing the
organizational plan established for the company.
15
MANUAL ORGANIZATION
B. Content:
Establishment of general objectives and goals of the enterprise sector; Chart pa
rtial general and charts, for large area or division of the company; List of mai
n functions to be performed by organizational units, Value Line and advice; hier
archical levels and span of control; degree of authority that each receives and
may delegate; aspects of centralization and decentralization, interaction with t
he communications system, and 16 interaction with the system of information and
MANUAL OF STANDARDS AND PROCEDURES
Typically, these manuals are more numerous and more intense use of the company.
Aim to describe activities that involve the various organizational units of the
company, as well as detailing how they should be developed. Correspond to the ma
nual of the methods, within the activity of 17 organization and methods (O & M).
MANUAL ORGANIZATION
A. Purpose:
Convey correct information to the preparers of information to be processed by a
service center, provide, through one or more organizational units, methods that
enable the uniform implementation of services; Assign organizational units respo
nsible for defining the information that is included in the manual , and coordin
ate the activities of organizational units, enabling the achievement of the purp
oses of the company.
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MANUAL ORGANIZATION
B. Content:
a) Standards: it is an indication of who performs or can perform various works i
n the administrative process, b) Procedures: is an indication of how the works a
re executed within the administrative process, c) forms: it is an indication of
the documents circulating in administrative process, and the ways of manipulatio
n, d) Flow charts: it is an indication of the graphs representing the various pr
ocedures, e) Attachments. 19
MANUAL OF POLICIES AND GUIDELINES
A policy or guideline can be defined as a parameter for the entire decision-maki
ng. Therefore, this manual should contain a detailed description and complete po
licies to be followed by executives and company employees in making decisions th
at lead to goals established. Policies or guidelines must be well reasoned and c
onsistent, 20 and based on a
MANUAL OF POLICIES AND GUIDELINES
A. Purpose:
Standardizing on desirable level, the procedures of company activities, create c
onditions for an appropriate level of delegation in the company; give conditions
for the executives to spend time only with the decisions that escape the normal
standards of the company; facilitate concentration of efforts, aiming to overal
l business objectives, and create conditions for better assessment of the organi
zational plan of the company.
21
MANUAL OF POLICIES AND GUIDELINES
B. Content:
Marketing policies, technology policies, policies for logistics, human resource
policies, policies for production, and finance policies.
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Instruction Manual SPECIALIST
It is one that combines rules and application instructions specific to a particu
lar type of activity or task, for example, "Manual of the seller" or "Manual of
the desk." The presentation of such a manual is recommended by the company when
the number of employees who can use it is sufficiently large to justify its prep
aration.
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Instruction Manual SPECIALIST
A. Purpose:
Enables more and better training and qualification of a particular professional
group of employees, and provide a guide to working and consulting for the profes
sional group.
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Instruction Manual SPECIALIST
B. Content:
Basic objectives; Basic information on position and function; Value of the basic
tasks; interaction of these basic tasks with the tasks of other roles and funct
ions of the company; Instructions for basic tasks, and basic instructions for as
sessment tasks.
25
EMPLOYEE HANDBOOK
Are particularly important in medium and large enterprises and their use greatly
increases in intermediate and lower levels of the company. Typically, the emplo
yee receives the manual in its first day of work at the company. To provide grea
ter motivation to use, must have good layout and writing and printing.
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EMPLOYEE HANDBOOK
A. Purpose:
Provide the new employee with his quick understanding of the company; Encourage
good climate and interaction between the employee and company; Explain rights an
d duties of the employee to the company, and facilitate the further training of
the new employee.
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EMPLOYEE HANDBOOK
B. Content:
Activities developed by the company; Brief company history; General objectives p
ursued by senior management; explanation of the system of authorities; Incentive
Scheme; Rights and obligations of employees, generally; sanctions regime; Ways
to rely on the company management possible conflicts; basic standards of conduct
and mandatory for all staff; E28
MANUAL OF MULTIPLE PURPOSE
In some situations it may be interesting to make a single manual that meets the
various aspects considered by the types discussed above. This is usually due to:
Volume of activities, number of employees, and simplicity of the organizational
structure.
29
MANUAL OF MULTIPLE PURPOSE
A. Purpose:
The basic benefits of multiple purpose of the manual are:
Inform employees about various aspects of the company, and serve as a basis for
training and evaluation of the organizational plan of the company.
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MANUAL OF MULTIPLE PURPOSE
B. Content:
Title Index; Foreword Presentation of the manual, company history, the company's
general policies; basics of organization and operation of the business, the com
pany's organizational units, functions, responsibilities and authorities Rules,
available equipment and its maintenance, and Observations on personnel, such as
31 hiring, promotions, terminations, defaults and
STRUCTURE OF A MANUAL
Typically, a manual contains the following basic parts:
Numeric index or summary; Presentation; Instructions for use; Basic Contents, Ap
pendix or attachment; Glossary; thematic index, and bibliography.
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STRUCTURE OF A MANUAL
A. Numeric index or table of contents:
It is the index indicating the basic issue and the page number. Must be sufficie
ntly detailed to allow rapid retrieval of necessary information.
B. Presentation:
In this part of the manual is focused on your goal. Generally, this part corresp
onds to a covering letter signed by the President of the company who should draf
t it so that is communicated to all employees the obligation to respect the 33 c
ontent of the manual.
STRUCTURE OF A MANUAL
C. Instructions for use:
This part should be sufficiently clear and objective to facilitate its use by th
e various officials involved in the process. Some of the basics should be about:
the provision of basic content, the principles on which chapters are based, the
coding system, the use of appendices, the use of the glossary, the use of themat
ic content, the form of updates and modifications made, and
34 to query a point not considered or not sufficiently explained.
STRUCTURE OF A MANUAL
D. Basic Contents:
It is the part of the manual that really has all the main content, ie the purpos
e of the manual. As a result, it is the most extensive part of the manual.
E. Appendix or attachment:
In this part are placed forms, flowcharts, organization charts, graphs, examples
, etc.. The appendix, when used, is represented by auxiliaries to better underst
and the manual. 35
STRUCTURE OF A MANUAL
F. Glossary:
The glossary is a kind of dictionary of technical terms used to mix the concept
of the basic terms used in the manual. The terms are placed in alphabetical orde
r.
G. Thematic content:
The set of topics relating to the subject of the manual and its location along t
he guide. Therefore, each subject can be located at all times that is covered in
the manual.
H. Bibliography:
It is a list of references
bibliographic
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STAGES OF PREPARATION OF ADMINISTRATIVE MANUAL
For the development of an administrative manual should be followed some phases,
which may represent a basically standard procedure. The following is a phase mod
el
definition of the purpose of the manual, choose the person responsible for prepa
ration, preliminary analysis of the company, planning activities, information ga
thering, development itself; distribution; instruction to users, and monitor usa
ge.
37
STAGES OF PREPARATION OF ADMINISTRATIVE MANUAL
A. Definition of the objectives of administrative manual:
It is the definition of the purpose of the manual. This is the first and basic s
tage of development since the establishment of goals to be achieved depends on a
ll the work to be developed later. It is important that objectives are set out i
n the best possible way. It is necessary to understand and convey to users that
a manual is not the magic solution to all problems, but that the solution of man
y problems can be forwarded through an appropriate manual 38.
STAGES OF PREPARATION OF ADMINISTRATIVE MANUAL
B. Choice of those responsible for preparing the administrative manual:
At this stage it is important to determine the number of people as well as the p
rofile técnicocomportamental of people who will work in developing the administ
rative manual. Another aspect is to be decided between the performance of analys
ts inside the company and / or external consultants. Another aspect is inherent
in the use of committees or working committees.
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STAGES OF DEVELOPMENT OF THE ADMINISTRATIVE MANUAL
C. Preliminary analysis of the company:
This is the initial contact of the company's analysts with future users of the m
anual. Those responsible for the task must conduct interviews with senior staff,
visits to company facilities, studies of documentation such as charts, manuals,
background, balance sheets, statements of costs, etc.. And, in general, all sor
ts of activities that allows them to an overall knowledge of the organization in
which they must carry out their activity.
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STAGES OF PREPARATION OF ADMINISTRATIVE MANUAL
D. Planning activities:
At this stage, the analyst should design your work on time, and for that clearly
define the quality of information to be lifted from the same sources, developer
s will need that and other material resources. This phase serves as a support ba
se for all subsequent development work.
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STAGES OF PREPARATION OF ADMINISTRATIVE MANUAL
E. Survey information:
As the analyst at this point is already aware of the type, quantity, quality and
source of information at that stage he uses certain techniques to survey them.
The main techniques for gathering information are: Interviews Direct Observation
 Questionnaire Analysis documentation.
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c) d) e) f)
STAGES OF PREPARATION OF ADMINISTRATIVE MANUAL
E. Survey information:
It is very important that at the end of collection phase, the analyst establishe
s two things: b) Relevance of the information obtained through the best possible
analysis and c) Accuracy of information obtained through some process of verifi
cation. Only based on the results of this analysis is that the information obtai
ned should be passed to the next phase as valid and final.
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STAGES OF PREPARATION OF ADMINISTRATIVE MANUAL
F. Preparation:
In the final stage of preparation of the manual, some factors should be consider
ed by analysts:
Writing; Layout, Format, Encoding, Printing, Binding, and test pilot.
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STAGES OF PREPARATION OF ADMINISTRATIVE MANUAL
G. Distribution:
The analyst should determine, as completely, the ratio of recipients of the manu
al. Reduced distribution may lead to:
Lack of knowledge of specific users, and operating system failures.
An excessive and indiscriminate distribution may lead to:
Needless expenses, and unnecessary interference from those who are not involved
in the matter.
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STAGES OF PREPARATION OF ADMINISTRATIVE MANUAL
H. Instructions for users:
This task is the responsibility of analysts and heads of organizational units in
volved. In some cases,€may be involved in the training area of the company. A p
ractical way to accomplish this task is to create situations whose solutions dep
end on the use of the manual and show then users how to use it.
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STAGES OF PREPARATION OF ADMINISTRATIVE MANUAL
I. Monitoring of usage:
This phase is very important to check the efficiency of the manual. The analyst
must use various techniques for verification, such as interviews, observations,
compilation of statistical records, etc.. The monitoring process, to have greate
r validity, must be done systematically and continuously.
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PROCESS FOR UPDATING THE MANUAL
At this stage, the analyst should establish the necessary to keep the manuals. s
ystems validity measures
Despite the permanent nature of the systems on which provides the administrative
manual, the dynamics of the company may impose changes in context. Therefore, c
hanges must occur through:
revision, reissuance, and
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PROCESS FOR UPDATING THE MANUAL
A. Review:
Whenever there are changes that affect part of the manual administrative review
shall be issued to replace the parts stitched together. The review is a reprint
of leaves corrected. In this case, the leaves magazines replace the correspondin
g number in the existing publications. The revised manual should be performed ea
rly enough, before the date of entry into force, with the goal that the people i
nvolved are aware of the change occurred 49.
PROCESS FOR UPDATING THE MANUAL
B. Reissue:
The reissue is a new edition of the complete text of the manual administrative a
nd / or additional elements, which replaces the original publication and include
s all revisions. A reissue of an administrative regulation should occur whenever
the revisions affect more than two thirds of the previous publication.
C. Cancellation:
The cancellation of an administrative manual or any portion thereof may occur wi
th the publication of the sheet of cancellation. 50
EVALUATION OF ADMINISTRATIVE MANUAL
Generally, companies do not adopt a policy to assess, their manuals. Aiming to f
acilitate the assessment of an existing manual, is presented below a checklist t
hat will help fulfill this task:
What users think about the manual? The title of the manual is clear and appropri
ate for your purposes? It is easy to read? The binding is appropriate? 51 In whi
ch cases is consulted?
EVALUATION OF ADMINISTRATIVE MANUAL
How often is consulted? Contains instructions for its use? Allows you to find ea
sily the necessary information? The coding system is right? There are illustrati
ons, examples, models that facilitate understanding? Is always updated? The layo
ut is good? Since the manual went into effect, we observed positive changes in t
he way of implementation of activities? The contents of the manual provides solu
tions to all situations that arise? 52
SOME FORMS FOR ADMINISTRATIVE MANUAL
A. Form organization:
-
to
the
manual
of
-
The manual is divided into three parts: The first part describes the general tas
ks of managers, according to the level they occupy in the hierarchical organizat
ional structure. In the second part are described the specific functions of each
of the managers, including:
immediate hierarchical links; basic responsibility, activities related to planni
ng, organizing, directing, staffing and control
7. In
third
part
it is
presented
53
the
SOME FORMS FOR ADMINISTRATIVE MANUAL
A. Form to the manual of organization:
Example Sheet General Duties:
Plans Organization Manual General Assignments Unit: Management Relating to Plann
ing, Direction and Control 01. Browse improve continuously their leadership skil
ls, initiative, trial, decision, conviction, enthusiasm and integrity 02. Keepin
g up with modern techniques relating to the activities that develops in the comp
any, conveying to his subordinates that knowledge to good performance of the wor
k. 03. Promote and maintain a spirit of cooperation among his subordinates 04. C
onvey to their subordinates the basic guidelines for preparing the work plans of
their units in 2005. Analyze the work plans of the units directly subordinate t
o it and make any changes, additions and deletions deemed necessary 06.Colocar t
he assessment of their immediate superior the work plan prepared for management
and provide the amendments submitted to it Page: Date : __ / __ / __ Substitute
Page
54
SOME FORMS FOR ADMINISTRATIVE MANUAL
A. Form to the manual of organization:
Example Sheet Specific Tasks:
55
SOME FORMS FOR ADMINISTRATIVE MANUAL
B. Form to the standards and procedures manual: a
The manual is divided into systems, subsystems and systems in these routines, ea
ch routine is a standard object, whose structure is as follows: Text including:
objective, scope, basic concepts and general procedures. Attachments, including
flowcharts, forms, tables and figures.
56
SOME FORMS FOR ADMINISTRATIVE MANUAL
B. Form to the manual of rules and procedures:
Example Sheet Procedures: Manual of Standards and
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