To achieve administrative
master the following five
ability, you must first
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
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
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).