This document discusses the importance and principles of office organization. It provides definitions of organization from various sources and outlines the key steps and factors to consider in planning an effective office organization structure. The document emphasizes that organizing individual efforts and dividing labor is necessary to efficiently achieve common goals. It also lists several important principles for office organization, including having clear lines of authority, optimal span of supervision, and flexibility to adapt to changes. Overall, the document promotes the importance of properly organizing a office through defining roles and responsibilities in order to maximize coordination and productivity.

1. Office Organization
Lecture 3
For BTCHRM
Presented by, Mr. SANCHAWA, DH

2. Introduction
• Any collective activity by a person or groups of
persons must be organized in order to achieve
the desired end.
• Through organization individual efforts can be
coordinated and given a commonness of purpose
• Therefore , the efforts of the individual workers
must be organized in such a manner that the
office functions may be performed with minimum
cost.
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3. Organization
• The Concise Oxford Dictionary defines the word
‘‘to organize’’ as ‘‘to frame and put into working
order’’
• Organization is the method of dividing up the
work under two major conditions:-
i. a job is to be done
ii. division of work become essential
Thus it is the relation of efforts and capacities of
individuals and groups engaged up on a common
task in order to achieve a common goals as well
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4. Meaning of organization
• Denyer defines organization as the framework
within which people act; it involves the
arrangement of staffing and the allocation of
duties. To organize is to arrange the parts so
that the whole works as one integrated body.
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5. Meaning of organization
• Oxford Advanced Learners Dictionary (6th Ed)
defines organization as a group of people who
form a business, club etc in order to achieve a
particular aim; It is the way in which different
parts are arranged .
• Organization is a social unit or human
grouping deliberately constructed to pursue
specific goals.
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6. Meaning of organization
• Koontz and O’Donnell view organization as
the creation and maintenance of an internal
structure of role. It denotes the structure of
duties and activities necessary for the conduct
of a business without which a business cannot
achieve its common objectives
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7. Meaning of organization
Louis. A Allen(management and organization)
defines organization as the process of
identifying and grouping the work to be
performed, defining and delegating
responsibility and establishing relationship for
the purpose of enabling people to work most
effectively together in accomplishing
objectives
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8. Question??
• Which definition is the best one as far as the
concept of organization is concerned ?
(5 Minutes)
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9. Functions of organization
• The functions of organization is to enlarge the
resources and opportunities of those for
whom it has been established (Maheshwari,
2007; Pg 97) . There fore, according to him,
the following are the functions of an
organization:-
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10. Functions of an organization
• Dividing work among the personnel
• Formulating standard practices
• Transmitting decisions downward, upward,
upward and crossways
• Providing a communication systems
• Training personnel
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11. Question for discussion
• 1. What factors do the Human Resource
Managers or Officers take into account while
planning an organization? (10 Minutes)
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12. Office organization
• Thukaram (2009) defines office organization
as the process by which a framework of
positions is welded together in the office for
the pursuit of the goals or objectives
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13. Definition of office organization
• Is the arrangement of work such that the
activities of an enterprise are divided among
it personnel and duties and responsibilities
are allocated
• It comprises the formal interrelationship
among the personnel by virtue of their duties
and responsibilities
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14. Office organization
• It requires creation of department and
sections
• The different departments provide
information, planning and financial services
• To organize an office is to arrange its parts so
that the whole works can be done efficiently
as one integrated body in order for the
enterprise to achieve its objectives
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15. Steps in office organization
• In order to organize the office activities, the
following steps must be followed:-
a) division of the office into functional
departments
b) Selection of suitable workers, supervisors and
executives for each department and proper
allocation of duties and delegation of
authority to them according to their ability.
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16. Steps in office organization
• C) provision of necessary facilities such as
forms, equipments, machines and suitable
working condition to the workers to enable
them to perform their duties efficiently and
economically
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17. Question for Discussion
• What do you think are the reasons for the
importance of office organization? (10Minutes
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18. Principles of the office organization
• That the task of the office manger in planning
office organization and evolving the type of
organization most likely to attain optimum
results would be easier if he takes into
considerations the following basic principles
of the organization for proper management o
the office (Koontz and O'Donnell, 1969),Dr. V
Balachandran(2009)
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19. 1. Principle of unit of objective
• The entire organization, at all levels of the
organization structure must be so geared as to
produce the optimum co-ordination of
common objectives
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20. 2. Principle of efficiency
• The organizational structure should be such as
to ensure the most efficient performance of
the planned task. The test of efficiency is the
most effective and is economical attainment
of the objectives
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21. 3. Principle of division of work
• This requires specialization in organizational
functions for that purpose , the total activities
of the enterprise should be broken into units
and sub-units so that these may be suitably
grouped into departmental, sectional and
individual activities
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22. 4. Principle of span of supervision
• There is a limit to the number of subordinates
that can be effectively supervised by an
executive. The fact should be taken into
consideration while grouping and allocating
activities to departments, sections and e.t.c
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23. 5.Principle of scalar/ chain of
authority
• The chain or line of authority in the
organizational structure must be clearly
defined so that every subordinate knows who
is his immediate supervisor to whom all
problems may be referred to for decision
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24. 6. Principle of authority level of
decision making
• There are different levels of authority for
decision making in the organizational
structure. It should be seen that the decision
making process moves from bottom upwards.
When decision can not be made at lower level
of authority, only then it should be pushed
upward.
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25. 7. Principle of unit of command
• In allocating responsibility and delegating
authority it should be seen that each
subordinate has only one superior from whom
he receives his orders.
8. Principle of functional definition
• The duties and responsibilities to every
position and its organizational relationship
with other position should be clearly defined
so that there may not be any conflict
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26. 9. Principle of equality of authority
and responsibility
• While allocating responsibility and delegating
authority it should be seen that there is
equality between authority and responsibility
• 10. Principle of flexibility
• The organizational structure should be such
that it can be easily and economically adopted
to changes in the nature of business as well as
technical innovations
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27. 11. Principle of leadership facilitation
• The organizational structure should be conducive
to the growth of leadership position of
management
• 12. Principle of Continuity
• The organizational structure should be capable of
ensuring the continuity of existence of the
organization through; re-appraisal of objectives,
re-adjustment of plans and provision of
opportunity or development of future
management
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28. Exercise: Individual Assignment (10%)
• There is an argument that companies do not
need an office. In fact it is believed that given the
nature of their businesses, one is so busy that
office organization is a waste of time as it does
not impact on profitability directly. As an expert
in office organization and management, you have
been hired by the National Freight Forwarding
Association to give advice on this subject. Outline
your professional opinion on the subject and
make recommendations to the association
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