How to manage a office

1. Introduction to Office Management

2. What is Office
The definition of “office” is rich and includes a
place of business, professional activity , the
personnel working in such a place, a position of
authority and trust

3. What is Management
Management in organizations is the function that
coordinates the efforts of people to accomplish
goals and objectives by using available
resources efficiently and effectively

4. What is office Management
Office management is a profession involving the
design, implementation, evaluation and
maintenance of the process of work within an
office or organization, in order to maintain and
improve efficiency and productivity .

5. Management key plans
 organizations: People working together and
coordinating their actions to achieve specific
goals
 Goal : A design future condition that the
organization seeks to achieve.

6. Characteristics of Modern office
 customers unit service
 Information Technology
 Service Function
 Control center
 Specialization and DE specialization
 Office is a “work” not a “place”

7. Role of office management
 assist in Decision making
 Medium of communication
 Coordinate
 Negotiation
 Control center(accounting system)
 Motivation of other employees

8. Elements of office Management
 office personnel
 Means
 Environment
 purpose

9. Personnel
 An office provides wages, salaries to their
employees. They also keep records of works
attendance, leave due, provident fund and
calculation of overtime. They also help to
maintain the relationship between
management and workers. It is the main
element of office management. Success of
office depends upon the employee

10. Means
 They are the tools which help to perform
different activities efficiently. The means are
material, methods, money and machines.
They are vital for office works. Office must use
right types of means. If office doesn’t provide
right means then it will be difficult to manage
all the activities

11. Environment
 Office should perform efficient and effective
work for the good and effective management
interior design, lighting, ventilation and
cleanliness should be maintained. The
location, government policy, customer should
be managed. There must be proper working
environment.

12. Purpose
 In this element, office has to set up definite
purpose. It has definite objective, personnel,
means and other elements. It helps to provide
guidance and direction to office activities. It
helps in planning , organizing, staffing,
directing, controlling, staffing and other office
work

13. Functions of administrative office
management
 Planning
 Organizing
 Staffing
 Directing
 Communication
 Controlling
 Coordinating
 Motivating

14. function of office
 Receiving and collecting information
 Recording information
 Arranging or processing information
 Getting information
 Safeguarding Assets

15. Manager

16. Meaning of Manager
Is a person responsible for
supervising and motivating
employees and for directing
the process of an organization.

17. Qualities that makes a good
office manager
 Proper Education, Training and Experience
 Ability to Delegate work
 Ability to organize
 Personal qualities
 Leadership

18. Leadership VS Boss

19. Duties and responsibilities of
administrative office manager
In relation to top Management, he
should
In relation to the work, he should
In relation to subordinates, he is
In relation to associates, he should

20. Principle of office organization
་་་་་་་་What's makes effective organization?་་་་་་་་

21. What's makes effective
organization?
 Principle of objectives
 Principle of responsibility
 Principle of unity of functions
 Principles of Delegating Authority
Commensurate with responsibility
 Principle of span of control

22. Types of organization
 The Line organization
 The line and staff organization
 The functional organization

23. Organization chart
 Vertical chart
 Horizontal Chart
 Circular Charts

24. Content of organizational chart
Structure of the organization
Flow of Authority
Spheres of responsibility
Line and staff relationship
Name and status of personal in
different positions

25. Office Manuals

26. Contents of an office manual
General information
General office Rules and
regulations
General office facilities
Safety instruction

27. Executive Relationship
Job Descriptions

28. Leadership and Management
Styles of office Manager

29. Leadership
Coercive power is based on fear
Reward power is the opposite of
coercive power
Legitimate power
Expert Power

30. Scale that describes “My
Supervisors can”
Coercive Power • Give mew undesirable job assignments
• Makes my work difficult for me
• Make things unpleasant here
Reward Power • Increase my pay level
• Provide me with special benefits
• Influence my getting a promotion
Expert Power • Give me good technical suggestions
• Share with me his considerable experience
and training
• Provide me with sound job related advice
Referent Power • Make me feel valued
• Make me feel like she approves of me
• Make me feel important

31. Leadership style
 Autocratic leadership style
 Bureaucratic leadership style
 Diplomatic leadership style
 Participative leadership style
 Free-Rain Leadership style

32. The Elusive Quality of leadership
 Leaders have vision
 Leaders also have courage
 Another characteristics of good leaders is a set of
closely held values
 Leaders have the ability to organize a group for top
performance
 Leader are self-Confident

33. Factors influencing leadership
effectiveness
• Perceptual Accuracy
• Background, experience and
personality
• Superior Expectation and style
• Task understanding
• Peer Expectation

34. Management style
Relationships with
subordinates
Relationships with peers

35. How to get Peers to do what you want

36. Types of Authority
 Formal Authority
 Acceptance authority
 Authority of situation
 Position Authority
 Technical Authority

37. Activity
 Authority – Responsibility Relationship
 Delegation of Authority
 Process of Delegation

38. Principal of delegation
 Authority should commensurate with
responsibility
 Principle of delegation by results Expected
 Accountability cannot be delegated
 Accountability flows Upward
 Accountability should be unitary

39. Centralization
Centralization Of
Authority

40. Areas where centralization is desirable
 Management planning and control
 Determination of objectives of the
organization
 Capital requirements and modes procuring
them
 Personal or staffing function
 Legal and governmental relationships

41. Decentralization

42. There are certain circumstances that necessary
bring about decentralization of authority in an
organization
Size
Growth and diversification of
activities
Nature of competition

43. Centralization versus
decentralization

44. Content Centralization Decentralization
Meaning The retention of authority with
respect to planning and decision,
with the top management
Dissemination of authority,
responsibility and
accountability to the various
management levels
Communication Flow Vertical Open and free
Decision Making Slow Comparatively Faster
Power of decision
making
Lies with the top management Multiple persons have the
power of decision making
Best suited for Small sized organization Large sized organization

45. Office
communication

46. Elements of communication
 Communicator (person)/ source
 Message
 Encoding
 Channel
 Decoding ( Perception and interpretation)
 Receivers (person)
 Feedback
 Context
 barrier

47. Communication in organization
Downward communication
Upward communication
Lateral communication
Diagonal communication

48. Types of communication
Face to face communication
Written communication
Non-verbal communication

49. meaning of effective
communication and
Important of Effective
communication

50. Barriers of communication
Language
Wrong choice of medium barrier
Inattentive barrier
Status barriers
Physical barriers

51. Measures to overcome barriers to
communication
Using simple language
Selection of correct channel
Important of listening carefully
Mutual trust and faith
Clarity and completeness

52. Define of office
problems

53. Types of office problems
 Poor attitudes of key office worker
 Unequal distribution of work within the office
 Difficulties in finding records requested by
concern department
 Inability of supervisors to delegate tasks

54. Problem solving abilities
 Creative ability
 Logical ability
Basic steps in problem solving
 Recognizing the problem
 Defining the problem
 Collecting relevant information
 Analyzing information

55.  Developing possible solutions to the problem
 Choosing the best alternative
 Implementing the solutions
 Evaluating the solutions

56.  Report writing

57. Classification of reports
 On the basis of directions
 On the basis of function
 On the basis of legality
 on the basis of formal relationship

58. Principles of reporting
 Principle of sound purpose
 Principle of effective organization
 Principle of brevity
 Principle of clarity

59. Planning and organizing reports
 Collection of necessary facts and figures
 Analyzing facts
 Discussion
 Report writing

60. Selecting and orienting office staff
 Selecting and retaining well-qualified
employees for office positions
 Needs for proper recruitment and selection
 Stages of recruitment


61. Internal sources
 Friends and relatives
 Promotion from within
 Lateral Transfer
 Previous employees

62. External sources
 Advertising
 Selection through old employees
 Schools, colleges and specialized Institutes
 Casual Applicants