Office Planning and Coordination Functions

OFFICE PLANNING AND COORDINATION FUNCTIONS A. Office Planning Function Planning is the entire process of thinking related to everything that must be done in the future as an effort to achieve organizational goals. In short, planning is the process of thinking, considering and making decisions about everything that will be done in the future as an effort to achieve predetermined goals. GR Terry argues that planning is the process of selecting facts and efforts, then how to connect one fact with another, then making estimates or forecasts about the conditions or formulation of actions for the future that are needed to achieve the desired goals. In a plan there are elements of planning. Good planning must be able to answer six questions called elements of planning. The first element is what action must be done, second there is a reason for the action to be taken, third where the action is taken, fourth when the action is taken, fifth who will take the action, and finally how to carry out the action. According to Sutarno (2006), every plan contains three characteristics, namely, first, it always has a future time dimension, second, it always contains activities and has a goal to be achieved, third, it has a reason, cause or basis, both personally and organizationally or both. In the planning process, many aspects related to the goals to be achieved must be considered. The questions that must be answered in the planning process to achieve goals are: what?, Who?, Where?, When?, and How?. Planning in management is basically a benchmark for organizational performance, whether it is getting better or actually decreasing. If the current goal is better than before, then the organization has good performance. Conversely, planning goals that are worse than before indicate declining organizational performance. In determining planning, the steps that must be known are as follows • Knowing the current conditions Planning must be based on the real conditions of the organization, such as previous achievements, resource capabilities, and financial position. This condition is a benchmark for the maturity of a plan. • Looking to the future Planning must be based on predictions of what the organization will be like in the coming years. This prediction is the basis for determining short-term and long-term plans. This prediction must be rational in the sense that it is based on accountable considerations and knowledge. • Designing concrete goals Planning is further translated into short-term and long-term goals. These goals must be operational and measurable. Operational means that it can be done, while measurable means that it can be achieved. • Creating Flexible Programs and Structures The goals here are translated more concretely into programs and organizational structures. The program contains everything that must be done, while the structure includes who must do it. Both programs and structures must have flexibility so that they are ready to react to changes at any time. Thus, it can be concluded that planning is the formulation of activities and is prepared carefully, which contains what the activity is doing, why the activity is being done, how the activity is being done, and who will be responsible. B. Office Coordination Function According to G. R. Terry in his book, Principle of Management (1953), Coordination is a synchronous / regular effort to provide the right amount and time and direct the implementation to produce a uniform and harmonious action on predetermined targets. Meanwhile, according to Drs. H. Malayu S.P. Hasibuan, coordination is the activity of directing, integrating, and coordinating management elements (6M) and the work of subordinates in achieving organizational goals. So, it can be concluded that coordination is a cooperative effort between agencies, institutions, units in carrying out certain tasks, so that there is mutual support, mutual assistance and complementarity. While the person who moves / coordinates the elements of management to achieve goals is called a coordinator (manager). 1) Planning Planning is a series of processes for selecting or setting organizational goals and determining the various strategies needed to achieve goals. In planning, there are actually many lessons that we can learn such as solving problems (problem solving) and making decisions (decision making). For example, setting a series of goals. 2) Organizing Organizing is a series of activities to divide tasks to be carried out, as well as the process of developing an organizational structure that is in accordance with the company's goals. This function also aims to form a working relationship in the company that ensures that everything can run effectively to achieve the company's goals. For example, classifying group activities. 3) Staffing The Staffing function focuses on placing company resources in the most appropriate place according to their field of expertise. The staffing function is not only a matter of manpower, but also all resources in the company including equipment, inventory, and other resources. Staffing is very important so that the divisions in the company can have their needs met evenly. For example, recruiting workers if there is a vacancy in a particular division. 4) Directing Directing aims to direct or control in order to increase the effectiveness and efficiency of work to be more optimal. In addition, this function also ensures coordination and cooperation from each part to create harmony in the work environment. For example, explaining all applicable and established policies. 5) Supervision (Controlling) The purpose of the supervision function is to assess the work that has been done by all human resources in a company. However, not only human resources, finance and time must also be considered in this controlling function. This is so that the work can be completed without exceeding the deadline and the budget used does not exceed the plan that has been made previously. For example, taking corrective action to employees or work that is wrong or considered not to meet standards.