Definition, Functions, Purpose and How Administration Works

A company or institution can exist and continue to grow because of the support of resources and good management. Where every employee or staff has rights and obligations related to their work in a company. Administration is part of company management which includes data collection and arrangement of matters relating to various aspects of the company so that it can be optimized.

Administration is a term that is already familiar in the world of work. The word administration is often associated with note-taking activities, correspondence and so on. This is what makes every institution, agency and company must have an administrative system. Where these activities are carried out by experts called administrators or administrative staff.

In everyday life, administration has many functions both in the world of work and education. With administration, it can help facilitate the work of both formal and non-formal. Especially in terms of data management, administration makes management easier and more precise. Maybe all this time some of you often do administrative work but don’t know that this work is a form of administration. For this reason, below we will explain the meaning of administration in more depth.

Definition of Administration

In general, understanding administration is an activity or form of business that is closely related to various policy settings with the aim of achieving organizational targets. Thus it can be said that administration has such a crucial role for all company or organization activities. This is what makes the administration have a very important role so that the company remains standing and continues to grow.

Meanwhile, narrowly, administration is a form of activity that includes correspondence, notes, typing, simple bookkeeping and other activities that are administrative technical in nature.

Administration can also be interpreted broadly, in which administration is all processes of cooperation between several people with the aim of getting targets by utilizing certain facilities and infrastructure that have usability.

Administration Function

Administration is an important part of a company. Because administration has several important functions, among others, as follows:

• Planning or planning

Planning is a planning activity that requires an administrative activity starting from collecting data, processing data to preparing plans.

• Organizing or drafting

Administration functions as a compiler in an effort to build every communication and relationship between members or employees in an easily understood way to achieve the goals of an organization or company.

• Coordinating or coordinating

As regulated by the organization or company, coordinating is carried out so that the company’s activities can run smoothly and well so as to avoid clashes, activity vacancies and chaos. This can have a positive impact on the continuity of a company in the future.

Reporting is an activity of conveying developments, movements and results of activities or programs carried out by employees and members to superiors in writing. Where the report will later show the results of employee performance in accordance with their position and duties.

• Budgeting or budgeting

Budget is important and must exist in a company or organization to improve performance. In addition, the company’s budget is also used to realize company goals during the development period which includes cooperation, advertising and so on.

• Staffing or placement of positions

Staffing is related to human resources in a company which includes the recruitment of experts, development and equipment needs.

Directing is an interaction activity with members of an organization or company in the form of guidance, orders or suggestions so that tasks can be carried out properly and are able to achieve the specified goals.

Administration Purpose

To understand more clearly about administration, you need to understand the purpose of administration. Where the administrative goals are:

Every company or organization definitely needs information and data that is used as a reference for compiling a superior work program. Usually this information and data can be obtained through administrative activities. This is the reason why administrative processes must be carried out systematically. Because that way both the information and data needed can be found more easily.

• Evaluation of organizational activities

With a good administrative system, it can help an organization or company to see various information and data. Later, from this information and data, the organization or company can evaluate all the organizational activities that have been carried out so far.

• Monitor administrative activities

Administration is an activity that includes many things so that in its implementation it must be done systematically and regularly. With the implementation of good administration, a company or organization can monitor what, how, where, when and why an activity is carried out.

• Ensuring security for business activities

Each company or organization definitely needs security certainty when carrying out its business activities. Thus every company or organization will need good administration to monitor all activities both from within and from outside. In addition, the administrative process allows every activity and transaction to be recorded in detail and clearly.

How Administration Works

As previously explained that administrative activities are carried out by administrators or administrative staff. You need to know that administrative staff is a unit that provides support for the operational activities of a company. The main tasks of administrative staff are related to correspondence, storing and organizing documents, data entry and assisting units that need data as reports to management.

Meanwhile, the way administration works is closely related to the duties of administrative staff in a company. In general, the way administration works is as follows:

1. Coordinating 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 visit activities outside the office.
4. Ensure supply of office stationery.
5. Create and prepare agenda arrangements for meetings or other office events.
6. Organize, open and distribute incoming correspondence to the company either in the form of letters or e-mails.
7. Prepare invoices, notes, reports, letters and other documents using data processing applications, databases, worksheets or presentations.

Based on the explanation above, it can be seen that administrative activities are a very important part of a company. Because without administration, the management and regulation of all activities in the company may not be able to run well and smoothly. In addition, with the implementation of good administration, a company will remain standing and continue to experience development.