Planning

To achieve administrative master the following five processes: l Planning l Organizing l Coordinating l Supervising . Evaluating PLANNING ability, you must first basic administrative By now the word planning should be a familiar term. Every orderly process begins with planning. The administration of an office is no exception. Planning is just another name for determining in advance the public affairs goals of the office. Every office has a number of jobs to do and a number of men and women to do them. The planning process begins when you recognize the fact that a job must be done and take steps to do something about it. Planning covers a wide range of decisions. It includes setting goals, establishing standards, laying ground rules or policies, determining methods and procedures and fixing day-to-day or job-to-job schedules. To plan properly, you must collect all the information you need in advance and analyze each job thoroughly. You must attempt to foresee any problems that may arise and try to work out solutions ahead of time. ORGANIZING Effective management requires organization. Organizing consists of breaking down all the jobs into related units, then assigning them to the personnel most capable of doing the work in each unit. Most large public affairs offices are organized into departments by the following functions: internal information, community relations, media relations and administration. Figure 1-2 shows a typical public affairs office organization chart. The media relations division, for example, may have a radio/television section, news photo section and a press section. A yeoman or civilian secretary might handle the clerical work. Petty officers would supervise each section with an officer responsible for the entire department. Figure 1-2.-Public affairs office organizational chart (large). 1-6