Administrative Process – Brief Explanation

What is the Administrative Process?

Administrative Process is an English word. In English, it is known as a Proceso Administrativo. It is a set of administrative functions within an organization or company that seek to use existing resources correctly, quickly, and efficiently.

The Administrative Process comprises four elementary stages: planning, organization, execution, and control. Through these stages, a company’s members seek to achieve the proposed goals or objectives.

Origin of the Administrative Process

Henry Fayol, a French engineer, detailed his work’s Administrative Process and the phases and characteristics: “Industrial and General Administration” (1916).

Fayol drew on his experience within the French iron and coal company, Compagnie Commentary Fourchambault et Decazeville (where he held technical and managerial positions from 1888 to 1918), and his administration studies. For Fayol, the human factor is the fundamental piece in the functioning of companies and the fulfillment of goals and objectives.

In “Industrial and General Administration,” he established the six functions of every industrial company (technical, administrative, accounting, commercial, financial, and security). He defined the administrative tasks as coordinating and synchronizing the other five functions. He developed the four stages for an efficient and correct Administrative Process within the administrative functions.

In addition, he described fourteen principles to apply within companies: hierarchy of command, order, discipline, equity, division of labor, fair remuneration, teamwork, initiative, stability of personnel, unity of direction, centralization, subordination of particular interest to the general, authority and responsibility and unity of command.

His work functions as the basis of many organizations and companies and focuses on three fundamental aspects: the application of the Administrative Process, technical principles, and the division of labor.

Importance of the Administrative Process

Each member of the organization must know their role within the process.

The Administrative Process is a simple and rigorous guide through which a company or organization tries to achieve the proposed objectives most efficiently.

Applying this Administrative Process makes it possible to take advantage of a company’s labor, technical, and material resources. The Process allows for organized resource control and efficient disposal.

This process can be applied in any company; each organization member must know their role. Planning and organizing the Administrative Process is usually the duty of hierarchical positions whose functions are less technical and more administrative.

Characteristics of the Administrative Process

• It is used in companies and organizations to administer and use resources correctly.
• It serves to organize procedures and meet goals and objectives.
• It must be aligned with the company’s objectives and intended to be applied effectively.
• Its phases are interrelated and can be divided into mechanical (composed of planning and organization) and dynamic (composed of direction and control).
• The cycle of its phases is repeated for each proposed objective. They are cyclical and repetitive stages.
• All members must know of the company.
• It can be applied to any type or size of company.
• The administrative leadership of the organization must regulate it.

Phases of the Administrative Process

1. Planning

Planning is the first stage that the administrative body of a company must exercise. This is where the company’s objectives and goals must be met, and the methods to be carried out will be planned.

The relationship between working staff and administrative staff must be complementary for the correct functioning of the company and the fulfillment of its objectives.

In planning, a plan must be developed that contains the different future activities that will be carried out, and the plan must be implemented within the established period.

Planning Activities

• Predefine the objectives and goals you want to achieve during a specific time.
• Establish a strategy with its corresponding methods and techniques to carry out.
• Take action against future problems.

2. Organization

After planning the objectives and future activities to achieve the proposed goals, the next step is to distribute each activity among the different work groups that make up a company.

This will depend on each worker’s physical and intellectual abilities and the company’s resources. The organization’s purpose is to assign an objective to each area of ​​the company so that it can be met with the minimum of expenses and a maximum degree of satisfaction in each employee.

Organization Activities

• Make a detailed selection of the right workers for the correct position.
• Subdivide each task into operational units.
• Select an administrative authority for each sector.
• Provide valuable materials and resources to each sector.

3. Execution

Execution requires a manager capable of directing, making decisions, instructing, and helping the different labor sectors. Execution seeks to take the first step in the activities designated to the work groups so that they continue to carry out these activities periodically and effectively.

Each working group is governed by rules and measures that improve its functioning.

Implementation Activities

• Offer a motivating character to staff.
• Reward each employee with the corresponding salary.
• Be attentive to the needs of each worker.
• Maintain stable communication between all sectors.

4. Control

The control function ensures that the company is on the path to success. While each function can be performed to the letter, that will not guarantee that the entity will move towards a positive economic path.

Control is an administrative task that must be carried out professionally and transparently. Controlling a company’s activities allows for analysis of its high points and low points.

After obtaining the corresponding results, the different modifications that will have to be done to correct those low points can be analyzed.

Control Activities

• Compare the results obtained with the plans that were previously made.
• Evaluate and analyze the results obtained.
• Initiate appropriate corrective actions.

Conclusion

In conclusion, we explain an organization’s or company’s Administrative Process and its importance. Also, what are its four stages?

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