The definition of administration in a broad understanding can be interpreted as a cooperative activity. However, if administration is related to various other fields and things, such as organization, management, policy, human relations, and so on. So administration can have another meaning.
Administration itself is basically a science that developed at the beginning of the 19th century. With the development of time and science, administration also developed so that in the end it was widely applied to meet the needs of various countries in the world.
In its use, administration is really needed by a company or institution to be able to stand up and continue to develop by providing good resources and management.
In a company, every employee or staff has rights and obligations that are directly related to their work. Administration is one part of company management so that it can be optimal.
Nowadays, the definition of administration has become a term that is very commonly used in the world of work. Administration has become a term that is synonymous with various jobs such as data collection, record keeping, correspondence, and many more.
These reasons make administration very necessary for companies, institutions and agencies. A person who has responsibility for managing administration is usually called an administrator or administrative staff.
In its application in everyday life, administration has provided many benefits, for example optimizing work systems and even being very effective in improving the quality of education.
Having good administration can be one way to create a good and easier work system, both informal and non-formal.
Apart from that, administration also makes work related to data management easier. Administration has been proven to be able to create a precise and easier management system.
This article will discuss the ins and outs of administration. Starting from the meaning of administration, objectives of administration, characteristics of administration, functions of administration, types of administration, to how administration works. Let’s see in full!
A. Definition of Administration
Administration itself was first used in Greek, namely administrare or an activity to provide services and assistance. In her work entitled Introduction to Administrative Science, published in 2020, Alemina Henuk-Kacaribu said that administration can be defined as an activity, starting from setting up to managing various things to realize common goals.
In general, the definition of administration can be used if it is used by more than one person, this is because administration connects the work of two or more people so that they can work together.
The definition of administration is basically an activity or form of business that has a strong relationship with many policy settings, one of the goals of which is to realize the targets of a company or organization.
Therefore, administration has a vital role in various aspects and activities for a company or organization to survive and continue to develop.
The definition of administration can be understood based on a narrow sense and a broad sense:
1. Definition of administration in the narrow sense
According to Hendi Haryadi in his book entitled Office Administration for Managers & Staff (2009), the meaning of administration is defined as an activity of compiling and recording data and information systematically.
The aim of administration in the narrow sense itself is to provide information while making it easier for these activities to obtain information again. The definition of administration in a narrow sense can also be said to be a form of administration of a company or organization.
2. Understanding administration in a broad sense
In a broad sense, administration can be understood as a collaborative activity carried out by a group of people. These collaborative activities are determined based on the division of work that has been adjusted in a structured manner to achieve common goals effectively and efficiently.
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B. Administrative Objectives
After knowing the meaning of administration, in this section we will discuss in depth what the objectives of administration are. As previously explained, administration is needed by every organization or company.
Administration really helps a company or organization in planning and developing activities in an effort to achieve certain goals.
The following are four administrative objectives that need to be considered, including:
1. Prepare a Business Program
The first administrative objective is to prepare a business program. In preparing this business program, every company or organization always needs information or data as a reference.
The way to obtain information or data is usually obtained through administrative activities. Administrative activities prove to be easier to obtain various information or data needed. Therefore, one of the reasons an administrative process must be implemented systematically.
2. Evaluation of Organizational Activities
The second administrative objective is the evaluation of organizational activities. After preparing a business program, the administration system will make it very easy for an organization or company to evaluate organizational activities.
One form of evaluation of activities carried out by a company or organization is usually based on the results of information and data that have been found. Of course, this evaluation makes the organization or company better understand the various potentials and obstacles during implementing the program.
3. Monitoring Administrative Activities
The third administrative objective is to monitor administrative activities. Monitoring is important because system administration is an activity related to many things.
Therefore, the implementation of administrative activities must be carried out systematically and regularly. An administrative system that is successfully implemented well will ultimately make a company or organization more organized. For example, monitoring an activity regarding the questions what, how, where, when and why.
4. Ensure security for business activities
The fourth administrative objective is to ensure security for business activities. In the administration system, security is one of the things every company or organization needs when carrying out business activities.
Therefore, companies or organizations need to have good administration so that monitoring of all activities can be carried out optimally. Not only that, the administration process will enable every activity and transaction to be recorded in detail and clearly.
C. Administrative Characteristics
After knowing about the purpose and meaning of administration, the following are the characteristics of administration based on the Basics of Entrepreneurship (2019) by Choms Gary Ganda Tua Sibarani, et al. The characteristics of administration are:
1. Consists of a group of people
First, administration cannot be carried out by one person alone. Administration requires a group of people to work together. Therefore, the most important characteristic of administration is that it consists of a group of people who have the same goal.
2. Establish cooperation
Second, we know that administration needs to be carried out by working together to realize a common goal. Therefore, cooperation is a characteristic that must exist so that the administration system can run optimally.
3. Have goals that must be achieved
Third, one of the reasons for administration is an effort to achieve a certain goal. Therefore, administration is needed to make a group of people work together and strive to go in the same direction, namely a common goal.
4. There is a business activity process
Fourth, an administration system needs to have certain business activity processes. The process of business activities is an important characteristic of an administration. This process can be understood as a series of business activities to create cooperation to achieve common goals.
5. Guidance, leadership and supervision activities
Fifth, the last characteristic of administration is guidance, leadership and supervision activities. These three things need to be implemented to enable a company or organization to achieve its goals.
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D. Administrative Function
As one of the most important parts of a company or organization, administration has several important functions that must be carried out, including:
1. Planning or Planning
The first administrative function is planning. Planning is an activity that really requires an administrative activity. The administrative activities referred to include collecting data, processing data, preparing plans, and so on.
2. Organizing or preparing
The second administrative function is preparation. Administration is very necessary for a company or organization to be able to carry out arrangements to achieve goals.
The arrangements that need to be made include efforts to make every communication and relationship between members or employees easy to understand.
3. Coordinating or Coordinating
The third administrative function is coordinating. In an effort to achieve a certain goal, a company or organization needs to regulate each part.
Therefore, coordination is carried out so that company activities can run smoothly and well, without clashes, gaps in activity or even chaos. Good coordination is a sign that a company or organization is on the right track to achieve its goals.
4. Reporting or Reports
The fourth administrative function is reporting. Reporting is an administrative activity to convey developments, movements and the results of activities or programs implemented.
The report itself covers all elements of the company, both employees and members, to their superiors in writing. This report will be one of the assessments carried out on employee performance based on their position and duties.
5. Budgeting or Making a Budget
The fifth administrative function is budget creation. Making your own budget is one of the important and mandatory things in a company or organization. Making a budget is necessary to always improve performance.
Not only that, the budget can also be used by companies or organizations to achieve their goals during the development period. Some collaborations that require a budget are, for example, advertising and so on.
6. Staffing or Positioning
The sixth administrative function is position assignment. Staffing or position placement is a function related to the quality of human resources in a company. Staffing itself usually includes recruiting experts, development and equipment needs.
7. Directing or Guidance
The final administrative function is directing or guidance. Guidance itself is an interaction activity carried out by members of an organization or company in the form of guidance, orders and suggestions.
Guidance is needed so that the performance of members and employees can run well so that they can achieve the specified goals.
E. Types of Administration
After knowing various things about administration, the following are the types of administration that are commonly needed.
1. Office administration
Office administration is a type of administration that has activities such as financial planning, recording, distribution of goods and personnel.
2. State administration
State administration is a type of administration that has activities related to the interests of the public or the general public, for example public policy, ethics, and so on.
3. Financial administration
Financial administration is a type of administration whose activities are related to finance. The main task of this type of administration is making financial reports.
4. Educational administration
Educational administration is administration whose activities are in managing the educational sector. Examples of activities from this type of administration are planning, directing and supervising education.
5. Commercial administration
Commercial administration is a type of administration whose activities consist of planning and supervising all matters of a commercial nature. This administration is usually directly coordinated by the manager in a company or business.
Discussing commerce, of course one of the goals of this type of administration is to gain economic profit.
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F. How Administration Works
After knowing the meaning of administration and various things related to it, in this section we will focus on discussing how administration itself works.
As previously explained, the meaning of administration and its functions in a company or organization is carried out by someone called an administrator or administrative staff.
What you need to know is that administrative staff is a unit that is able to provide support for various operational activities of a company or organization.
Meanwhile, administrative staff has the main task, namely activities closely related to correspondence, storage and arrangement of documents, data entry and assisting units that need data. The administrative staff will later turn their duties into a report which will be submitted to management.
The way administration works is closely related to the various tasks of administrative staff in an organization or company. In general, there are seven ways administration works, including:
1. Coordinate with secretaries or administrative staff from other divisions when there are joint meetings or other activities.
2. Collect and organize documents.
3. Prepare accommodation and tickets for work visits outside the office.
4. Ensure supplies of office stationery.
5. Create and prepare setting agendas for meetings or other office events.
6. Organize, open and distribute incoming correspondence to the company in the form of letters or emails.
7. Prepare bills, notes, reports, letters and other documents using data processing applications, databases, worksheets or presentations.
Based on the explanation above, it can be understood that administration in a company or organization is a very important activity. If there is no administration, there is the potential for a company or organization not to have good management or regulation of activities, thereby hampering its development.
Therefore, implementing good administration can ensure that a company or organization remains standing and continues to develop until it can achieve its goals.
In this article, we learn that the meaning of administration is not only about correspondence or note taking. The definition of administration includes many things, starting from planning, organizing, coordinating, making reports, preparing budgets to providing direction or guidance to each employee or member of the company.
Therefore, every company should have good administration. This is also related to the competencies possessed by the administrative staff themselves.
Proper management and administrative arrangements will ultimately make company goals easier to achieve. Not only that, organizations or companies will also be able to compete amidst the progress of the times and increasingly fierce competition.