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officemanagement.pptx
1. OFFICE MANAGEMENT
Presented By
Mohamed Abdullahi Osman, MBA, MScA in Peace an
Conflict Studies, Diploma in BIT )
Head of Domestic Trade Section, Department of Trade
and Marketing,
2. OFFICE- MEANING
Office means a place or area where clerical work has to be
performed with the help of
appliances like pen, pencil, eraser, typewriter or computer etc.
Definition
Mills & Standing Ford, “The office is the administrative center of business. The
purpose of an office has been defined as the providing of a service of
communication and record”
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
3. IMPORTANCE OF OFFICE
• Office is the brain of a business organization
• Facts & figures have supplied to the management
for better decision
• Office aids management bring co-ordination
• Channel of Communication
• Aids in managerial control
• office as an information system
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
4.
5. OFFICE MANAGEMENT
• Office management means the process of
planning, organizing, guiding, communicating,
directing, coordinating and controlling the
activities of a group of people who are working
to achieve business objectives efficiently and
economically.
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
6. FILING
• Filing is a form of record keeping. Documents are filed in such away that they
maybe available whenever required. This is the main purpose of record keeping.
• Advantages of Filing
• Efficiency
• Ready reference
• Protection
• Planning
• Better control
• Quality Decision
• Evidence
• Legal Compliance
• Follow up
• Objectives of Filing
• Proper arrangement of records
• Proper sorting and storing of records
• Easyavailability of records
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
7. METHODS OF FILING
Metal holders
Bound Books
Expanding Alphabetical cases
Spike or Pillar file
Concertina File
Box Files
Pigeonhole File
Press Copy Book
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
8. (INDEXING)
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
• Indexing means an arranged system through which the required documents and
papers are easily located for the speedy disposal of urgent or ordinary matters.
• Objects of Index
• Filed documents located easily and quickly
• Increase the efficiency of the filing
• Improve the efficiency of the office operation
17. OFFICE FORMS
• A form is printed or cyclostyled piece of paper containing some information with
blanks spaces left for the entry of required information briefly by the persons using
it.
• Types of Forms
• Purchase forms
• Sales forms
• Accounting forms
• Correspondence forms
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
18. Urgent Not Urgent
Important Do Now Plan to Do
Not Important Reject
• Trivial requests from others
• Apparent emergencies
• Interruptions and distractions
Scrutinize and probe demands. Help originators
to re-assess. Wherever possible reject and avoid
these tasks.
Resist
• ‘Comfort’ activities, computer games, net surfing
• Chat, gossip, text, social communications
• Daydreaming, doodling over long breaks
• Unnecessary adjusting equipment
Habitual ‘comforters’ not true tasks. Non-productive,
de-motivational. Minimize or cease altogether.
Plan to avoid them.
TIME MANAGMENT
There are 168 hours in a Week
19. Steps to Managing Your Time
1. Set goals
2. Set reasonable expectations (and
remember that no one’s perfect)
3. Make a schedule
4. Revisit and revise your plan