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Administrative Aspect and
Tools of Management
Presented by: Ms. Fritzie O. Valdeavilla

❑Food service operation
can only succeed when
the leadership of the
manager is directed
toward the
accomplishment of the
goals of the organization.
❑PODSCORB (planning, organizing, directing, staffing,
coordinating, reporting & budget)
▪Basic framework of a manager’s job.
▪Created from the first letters of the 7 functions as described
by Luther Gulick in 1973 and is still relevant today

Functions of Management
1. Planning 2. Organizing
4. Directing
3. Staffing 5. Coordinating
6. Reporting 7. Budgeting

Planning
• Initial step in all organizational undertaking.
• Involves determining the objectives, policies & courses of action to
accomplish the goals.
• A continuous process.
✔Vision – food service operation future status.
✔Philosophy – set of core values for the attainment of the vision
✔ Slogan – short memorable statement of what the food service
operation is all about.
✔Mission Statement - summary statement of the food service’s
purpose, customers, product & service.

Organizing
• A formal structure is developed,
activities and tasks are
identified, defined, divided, and
coordinated to accomplish the
organization’s objectives

Staffing
• Manager’s function of
employing or hiring and
training people.
• Maintaining a favorable
working environment.,
obtaining the best people for
the organization and fostering
advancement of their skills and
abilities.

Directing
• Continuous process of making
decisions, how these are
disseminated to subordinates for
appropriate action.
• Delegation of responsibility is part
of the function of directing ;to
distribute workloads to qualified
employees at different levels.

Coordinating
• Various elements of the organization are united by a common goal.
• All elements are interdependent so that processes produce outcomes to
realize the goals & objectives.
In the food service system, an integrated
operation in which the procurement,
storage, preparation and service,
equipment, personnel required to
accomplish the objectives of the system
are fully coordinated for less labor, high-
level of customer; satisfaction, quality and
cost control

Reporting
• Keeping all those concerned particularly managers, supervisors &
employees informed about responsibility by means of records,
reports, research and other methods.

Budgeting
• Measuring the quantity of output,
quality of the finished product,
food and labor costs, and efficient
use of worker’s time

Various tools are utilized by managers in the fulfillment of
organizational responsibilities namely:
1. Organizational
Chart –
first tool of
management and is
used as a means of
explaining and
clarifying the structure
of organization
Owner
Restaurant Manager
Asst. RM
Bar Dining Room
Dining Room
Supervisor
Head
Waiter/Waitress
Waiters Busboys
Kitchen
Kitchen Supervisor
Chef
Asst. Cook

Various tools are utilized by managers in the fulfillment of
organizational responsibilities namely:
2. Job Description
• Written list of duties that reflect the skills and responsibilities
necessary in a specific position.
• It reflects the activities or tasks and relationship with the other
positions in the organizational chart.
• All positions must have job descriptions which should be periodically
updated

Selection of Employees &
Job Opportunities in Food Service
• Human factor –most important resource in any food service
operation.
• People must be hired to perform necessary services to obtain
the best available people for the system and to ensure
development of their skills and abilities.

Two methods of recruitment in food service operation as
follows:
1. Internal Recruitment
a. Promotions from within
the system
b. Referrals by present
employee

follows:
2. External Recruitment
a. Newspaper
advertising
b. Employment
agencies
c. Schools
d. Labor unions
e. Walk-in applicants
f. Internet

follows:
• The hiring process found to be effective includes the
submission of the applicant of a carefully prepared
application form and a carefully managed personal
interview.
• Some food service operation conduct written test and
practical examination.

Factors to consider in the selection of employees
1. Experience – Having worked in a food service or other related job is an
advantage.
2. Educational Background – educational qualifications of the employees
depend on the position that is being filled. Most basic qualifications: able
to read & write, compute & understand instructions.
3. Training – trainings or seminars attended would give an applicant an
edge over the others.
4. Age – institutions have different age requirements for applicants. 16-40
years of age as long as they passed health exam and interview.
5. Health Status – government regulations require that all those applying
for jobs as food handlers must undergo physical exam and issued a
health certification by local health agency.
6. Personal Attributes – prospective employee must be neat and clean in
physical appearance, with cheerful disposition, honest and willing to do
the assigned task to be assigned to him.

Job Opportunities
Food service is one of the biggest industries worldwide directly
employing million of workers and is still growing and expanding.
In the food service system, career opportunities are open to the
following:
1. Graduate of 2 or 4 years university food service courses.
2. Graduates of vocational school/ private culinary arts school.
3. Internal recruitment either promotion from within the company or
institution through referrals of other employees.
4. Unemployed who are willing to be trained.

Personnel Needed in the Operation
• General Manager or Assistant
Manager – in charge of the
overall operation of the entire
food service operation or shift.
• Department Head – responsible
for the operation of a major
department or unit of an
establishment.

• Production Personnel – employees who are
assigned in this department are responsible
for the production of all food items.
Examples: chef or cook, assistant chef or assistant cook, marketer,
purchasing officer or purchaser, baker & dietitian

• Sales Personnel – responsible for the sales and service of all food
items.
Examples: cashier, counter personnel checker, food servers,
busboys, receptionists

• Sanitation Personnel – responsible for the maintenance of the plant
itself, plus all equipment and utensils used in the production and
service of food.
Examples: electrician, carpenter, plumber, janitor, dishwasher,
utility personnel

Qualities, Duties and Responsibilities
of Efficient Food Service Personnel
• When prospective employees became renters of the food service
operation, they are now part of the so-called ”group teamwork”.
• Therefore the selection of prospective employees who will help
build the morale of the group is of great importance in the selection
of employees

Qualities that an Efficient
Food Service Personnel Must Possess
1. Cooperative – can contribute to the group spirit by helping in the
achievement of the objective of the operation.
2. Dependable – can be depended upon in the performance of duties
and responsibilities is an asset to the establishment.
3. Skillful – doing or accomplishing assigned tasks with accuracy at
less cost & energy is a positive trait of an employee.
4. Trustworthy – can be trusted in all aspects of the operation
especially with money.
5. Initiative – an ability to pursue an action without being asked will
bring good results.

Qualities that an Efficient
Food Service Personnel Must Possess
6. Honesty– actions are marked by integrity and free from deceit.
7. Desire for self-improvement – willingness to improve oneself to
contribute to the development of the company
8. Capacity for growth – share of interest to improve oneself not only
physically and intellectually but also in the assigned tasks
9. Cheerful disposition– has a happy and pleasant outlook and
spreads sunshine in the workplace.
10. Ability to get along with others – should be a friend to all and is
willing to be part of any team.

Duties & Responsibilities of
Food Service Personnel
A. Manager
1. Lays out plan to realize the objectives of preparing & serving food fast at
reasonable cost.
2. Holds responsibility for the smooth flow of the operation at all times.
3. Maintains the standards set efficiently and consistently
4. Performs delegation of responsibilities and authority to the different
personnel
5. Provided personal development of the people working in the organization
and fosters development of their skills and abilities.

B. Production Personnel
• Has the responsibility for the production and serving of foods that are
safe, nutritious, attractive and good of quality.
C. Sales Personnel
• Responsible for the quality service and the production of food that are
saleable and reasonably-priced with the establishment still realizing some
profit.

D. Sanitation Personnel
• Has the responsibility for the cleanliness, sanitation and maintenance
of all equipment and utensils used in the production and service of
food as well as the site itself.
E. Personnel Policies
• Policies – formulated as guides for decision making to ensure that all
courses of actions are consistent with the goal and objectives

D. Sanitation Personnel
• Has the responsibility for the cleanliness, sanitation and maintenance
of all equipment and utensils used in the production and service of
food as well as the site itself.
E. Personnel Policies
• Policies – formulated as guides for decision making to ensure that all
courses of actions are consistent with the goal and objectives of the
food service establishment. It should be broad enough & flexible for
consistency in interpretation.

Advantages of Proper Dissemination of
Personnel Policies
1. Reduce time spent in acquiring and mastering skills for the
preparation and serving of attractive, wholesome, and nutritious
food of high quality at reasonable cost.
2. Prevent accidents and damage to properties and equipment
3. Promote better understanding and close relationship among
employees and management.
4. Give the employees a sense of achievement and prepare them for
advancement.

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