Office Management


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Office Management

  1. 1. Contents1. Meaning of Office2. Object And Purpose of Office3. Office Work4. Characteristics of Office Work5. The Modern Concept of Office Work6. Future Office Challenges and Tasks
  2. 2. Meaning of OfficeA place where business activities are planned for the growth in future is known as office. For planning and controlling, various information from past and present is required, thus the accumulation of these records in a single place is called an office.One can also say, office is a place where business is carried on and the control mechanism of the organization is located. It is the nerve center and brain of the business enterprise, an information desk where all types of information is received and handled.
  3. 3. Object And Purpose of Office To provide proper and sufficient information To facilitate the functioning of other departments To facilitate decision making To preserve the records of office To plan the activities and implement them To set-up coordination between various department of the organization To handle the various factors of business environment
  4. 4. Office WorkOffice Work differs from enterprise to enterprise. But there are work that are same in all the offices such as:- Handling calls and mails Planning, administration, communication etc. Accounting, auditing and budgeting.
  5. 5. Importance of office workOffice is an integral part of a business unit which cannot be neglected. It contributes in management of data and records, planning and setting objectives and also in controlling & rectifying errors.
  6. 6. Characteristics of Office Work The work in office is more important rather then place It mainly consists of paper work Office work consist of service function It indirectly contributes to the profit It helps in the functioning of the whole organization The volume of the work depends on the external factors continued ->
  7. 7.  It is difficult to measure the work in office As office work consists of paper works it’s difficult to exercise control over it It is very difficult to know when the work in office will be interrupted The contents of work in office are similar in all organization eg. Typing, mailing etc.Thus we can say that office work mainly consists of handling of information and records.
  8. 8. The Modern Concept of Office WorkThe modern concept of office implies:- Job analysis- what to do and how to do Cost Benefit analysis- to consider how much investment is required to complete the task Standardization- standardization is required to complete tasks and jobs without any error in a decided way Work Simplification- It is required to reduce perplexity, time and cost in completing a particular task Follow up activities are required to check errors and correcting it eliminate the repetition. Establishment of control mechanism is required for proper implementation of plans ensuring effectiveness and efficiency.
  9. 9. Future Office Challenges and TasksOffice activities had gone under a tremendous change due to industrialization and advancement in science and technology. Today offices are more organized and are managed by qualified and expert managersThe challenges faced by offices are:- Reduction in paper work Complying with requirements of the government rules Reduction in cost of office work Meeting the needs and requirements to mechanize the office Employment of well qualified personnel in office for future, as it is a big challenge due to shortage.
  10. 10. Factors determining the size of officeThe factors that determine the size of offices are:- Size of the business- larger the business larger the office Nature of the business- office of a trading concern are usually larger then the manufacturing concern Type of organization also affects the size of office, corporate have larger office then of sole proprietorships Finance and funds plays a key role in setting up of office Scale of operation and volume of work helps in deciding the size of office continued ->
  11. 11.  Variety of work & number of departments decides the size of the office Quantity of employees helps in deciding the size of the office as large no. of staffs increases the size of the office Extent of automation- automation and mechanization helps in faster work with lesser number of people thus it contributes to the size of office A centralized office is larger then a decentralized, so the degree of centralization also contribute to the size of office. Layout and design play an important role in size of office as it decides what to where.
  12. 12. Measures to decide the size of OfficeThe size of office can be measured in the following ways:- Number of employees Size of budget for office expenses Number of visitors Office area required as considering the size of employees and work