Time management / timetabling / the office system / The Bursar and typical procedures / Welfare and Accommodation & Social / Accountant or Bursar’s assistant / General office staff /Records / Student Records / Filing Systems / Correspondence / Office hardware and training.

1. Organizing Resources and InformationOrganizing Resources and Information
Management in ELT Course (ELT 617)
Cyprus International University
Faculty of Education
English Language Teaching Dep.
Presented by: Farhad MOHAMMAD (20145018)

2. The topic aims to:
 Review the importance of time
management
 Apply time management procedures to
self management
 Describe procedures for timetabling
 Describe office systems and procedures
 Review the choice of office hardware.

3.  Remember that
time is money.
(Ben Franklin)

4.  What is time management (TM)?
 Why do we need TM?

5.  Time management:
- Refers to managing time effectively so that the right time
is allocated to the right activity.
Why do we need TM?
-To save time
-To reduce stress
-To function effectively
-To increase out work output
-To have more control over our job responsibilities

6. How to manage your own time? Or What
we actually doing with time?
 Goals:
• specific and concrete. Don’t be vague.
•From your goals, set priorities.
a. Why am I doing this? What is the goal?
b. How do achieve this (most easily)?
c. What happens if I chose not to do it?

7.  Planning: may seem hard at first, but the more
you do it, the easier and more natural it gets.
• Failing to plan is planning to fail
• Plan each day, week and year
• Establish (fake) deadlines
 To-do lists:
• Break things down into small steps
• Do the ugliest thing first
• Then work by priority

8. But there some general principles which usually
prove helpful:
 Establish goals for the day, week, and year
 According to the list goal, prioritize the activities.
 Set deadlines and make realistic time estimates.
 Try not to do too much work in one time.
 ‘No’ is to be learned to say to others and yourself.
 Delegate
 Not spending too much time in conversation and meetings and
travelling
 Feel better for having the unpleasant things out of the way.
 Avoid writing too many letters or memos.
 Having a day file , and an efficient filing and retrieval system.

9. Managing other people’s time:
- You may think managing time is only about how you manage your personal
and/or work schedule, but sometimes other people are involved in the process (
time affects us all).
There are certain ways that ensure that you are an efficient time manager for
others. By implementing these behaviors and habits to your life, you are
improving the image of yourself towards others. Also, your personal life will
move for the better by improved self-confidence, self-respect and general
happiness.
Make productivity favors for others :When you do your task, try to think if
there is a way to do something extra for that other person.

10.  Punctuality: Strive for punctuality. It has been said that
missing on the agreed meeting time you are not respecting
other person’s time either.
 Don’t promise too much: Sometimes we have a quite
unrealistic sense of time we have available – yet we
promise to do much more than what the time allows us to.
 Decide efficiently: Don’t let the slowness of your decision
making to complicate other person’s schedules.
If other person’s schedule is dependent on the decision
you make, try to do the decision as quickly and
efficiently as possible.
Managing time for others means also respecting other people.
It’s about trust that can be achieved by doing your part of
the process quickly and then communicating the other
party about it.

11. Timetabling:
- The six elements of a school are students, teachers, rooms,
periods (time slots), subjects, and types of classrooms are what a
good time table is all about.
- Smart time tables automate the various scheduling actions of a
school, thus keeping a balance between study and free time and
maximizing the use of the best resources.
- Within schools, the most important way of managing time is
through the timetable .
- Basically, timetable planning involves reconciling the following
factors:
Courses to be taught, number of the students or class hours to be
covered, number of teacher hours available, with space and cost.

12. The following are the sequencing steps of timetable
planning, sometimes variations will occur depending on the
size and complexity of the organization concerned:
 Courses to be taught: ( courses number, timetable, staffing,
classroom and resources for each course)
 Course components: ( Improvements, skills, options, projects)
 Session length: ( its necessary to establish and keep to standard
timetable sessions so as to avoid overlapping use of facilities or
timetable clashes for teachers moving from one class to another)
 Teacher hours
 Teachers’ responsibilities ( testing production, administration of
various kinds, organizing examinations, etc.)
 Teachers’ areas of expertise ( one teacher may be the Literature
person while another teachers is the Media Studies expert and so on)
 Teachers’ preferences ( timetable planner has to keep in mind when
assigning teachers to classes because certain teachers prefer to teach
certain groups rather than others)
 Vacations
 Room availability
 Cost ( determined by staffing policy which related to financial as well
as professional and pedagogic factors)

13. Once all these information are gathered , a master chart will
be drawn up along the lines :

14. The office system
- The efficient organization and running of the office
system is crucial for a number of reasons:
1. Its often through the office that clients and
students make their initial contact with the school.
2. The operation of all the routines which underpin
successful teaching will be the province of the
school administration.

15. The following diagram shows the organizational structure of the
Bell School at Bowthorpe Hall , Norwich, in September 1988. from
this we can see a clear overview of the organization of the school
and see how the administration is organized and the names of
each person who occupying each position within the structure.

16. 1. The Registrar: is the person who is responsible for
- recording the admission of all students and
- maintaining students records
- Responsible of students welfare and accommodation
- The department will normally deals with:
- Examinations , date of examinations and fee payment.

17.  The Bursar: is the person who is responsible for
- receipts, payments, and banking.
- Through bursar’s department ordering goods and services will
go through. Routines and systems will be needed to ensure
that payments are made when necessary and to avoid
double payment.

18. Typical procedure:

19. Welfare and Accommodation & Social
- Either the Registrar’s or the Bursar’s sections are
responsible for these.
- In some cases , the Social Organizer will be part of the
academic section and will report to the academic
manager.
- The person who is in charge for students’
accommodation will have to set up and maintain a
record system which will include such details like:
Name, address, Tel. No, No. in family, public transport,
pets, smoking/ nonsmoking, male/female guests,
availability, and other.

20. Accountant or Bursar’s assistant
- The Bursar’s staff will include an accountant or an assistant
who will deal with accounts and payments including salaries
and wages and Value Added Tax payments.
- Another function of the Bursar’s section is maintaining
inventories ( insurance and auditing purposes ) , that is lists
of equipment, furniture and hardware.
- Finally conformity to copyright legislation will normally
involve subscription to a copyright agency to whom
payments are made for photocopying copyright material.

21. Domestic and maintenance:
- Within the Bursar’s section, the staff is also responsible for
such things as catering, cleaning, maintenance and driving
and will receive the order and report back either from Bursar
or Bursar’s Deputy.
- Such staff may include: catering manager or chef, driver,
handyman, gardener, cleaning staff, domestic supervisor,
etc.

22. General office staff
- This section including the telephonist/
Receptionist/ secretary and typist. They
Will normally report to Bursar or Bursar’s
Deputy.
- A simple system is to have an in-tray for typing. Staff put
work in the in-tray and the work is then distributed to typists
according to their responsibilities and work load.
- Its also a good idea to have a bring up scheme whereby
people are reminded of the need to have work ready to meet
deadlines, such as the beginning of term or an examination
period.

23. Records
RECORD : information captured in reproducible form required
for conducting any transaction or activity.
Objectives:
- Protect institutional information resources throughout their life
cycle, including identifying vital records, and implementing
strategies to preserve records of long-term value.
- Improve the flow of information in the organization.
- Provide for adequate data collection and information access and
retrieval, including institutional positions on privacy and
confidentiality.

24.  records pass thru three stages from its creation and active
use to its final disposition.

25. Student Records
 Student records will have to be maintained in such a way that
there is easy to access his/her information for whatever
purposes it is needed.
- The following information will contain in a typical student
record and card:
 Family name - educational and professional backgrounds
 First name - previous English studies
 Nationality - future intentions
 Language - summary of courses taken
 Date of birth - public exams taken
 Home address - level achieved
 Sponsor
 Profession
 Test results

26. Filing SystemsFiling Systems
 The systematic classification and filing of material is crucial for
efficient retrieval purposes.
 Thus, financial information will be kept in the Bursar or Bursar’s
assistant's files. While course information will be the Academic
manager’s responsibility.
 Like any classification scheme there will be general categories, sub-
divided into more specific ones:
Courses:
Past: syllabuses , class lists, reports.
Present: syllabuses, class lists, timetables, materials, social program
Future: syllabuses, staffing projection, costings, planning, setting-up,
and running procedures.

27. Correspondence
 Letterhead paper with some details of the school’s address,
telephone, fax and telex numbers are taken for granted.
 If all correspondence goes trough the general office, a
scheme for filing and retrieving copies of the correspondence
is essential.
 A simple code may suffice to retrieve correspondence
originating from different members of staff.
 A system of copying to relevant central files must be
maintained so the staff needing to get access to such
correspondence are able to do so ( having individually
produced correspondence photocopied by someone in the
central office before its posted).
 A copy will be returned to the originator file and another one
will be placed in the appropriate central file.

28. Registration Procedures
 Students will usually come to a school either they will be
recruited individually by word of mouth or publicity, or they
will come as part of a group recruited by an agent or sent by
client.
 In either case, students will have to be registered because the
school requires a record of students for both financial and
pedagogical purposes.
 There will a variation on registration depending on whether the
school runs full-time residential courses or a part-time
program.

29. Office hardware and training:
 The options open to the managers for office hardware have become enormous
with the growth of information technology as listed below:
- Typewriters ( manual , electric , electronic with memory)
- Word processors ( word processing software, DTP software)
- Printers (dot matrix, daisy wheel , laser, ink jet)
- Photocopiers ( off-set lithograph , computers, individual, centralized network,
work stations)
- Modems (Tel . , fax , telex, electronic email, network)
The implementation of a computerized system will require running in and training
time, both of which will need to be budgeted in costing new installations. In any
case, it is essential that the supplier is able to provide a quick response to the
teething troubles which inevitably arise with new systems, a point which it is
important to clarify with suppliers when commissioning a new system.

30. Thank you all