introduction to office management

1. Topic 1 - Introduction
To Office
Management
OFFICE
ADMINISTRATION 1
(DPK10023)

2. LEARNING OUTCOME
•
•
•
Carry out the key office activities in an organization
Ascertain office management in an organization
• Allocate administrative office management functions

3. LEARNING OUTCOME

4. Definition of Office
• According to Denyer: “Office is a place
where clerical operations are carried on.
It is not a mere place but a place with
various activities.”
• Mills and Standingford – The purpose of
office has been defined as the providing
of service of communication and record.
The office collects information about the
various activities of the organization
from both internal and external sources,
the structure of relationships and
responsibilities, authorities and duties by
means of which the work to be done by
the personnel and means to do it are
brought together and coordinated.

5. Significance of Office
• Plan its operations intelligently
• Puts its plans into effect surely
• Follow their progress currently
• Determine their effectiveness
promptly
• Appraise the results without
delay
• Coordinate all the activities
of the business

6. END OF
SUB-
TOPIC 1.1

7. Topic 1 - Introduction
To Office
Management
OFFICE
ADMINISTRATION 1
(DPK10023)

8. LEARNING OUTCOME
1.2 Carry out the key office activities in
an organization

9. Main/Key Objectives of an Office
 To plan activities of office
and ensure their execution.
 To coordinate the activities
of the various departments.
 To preserve all the records of
the business.
 To maintain books of accounts,
registers, books, statutory and
non- statutory registers, etc. of
business.

10. TYPES OF AN
ALTERNATIVES OFFICE
• Virtual Office
• Mobile Office
• Home Office

11. TYPES OF AN
ALTERNATIVES OFFICE
• Virtual Office
• The term virtual refers to a representation
of something, not something you can see
or touch.
• The virtual office is a setting that allows
you to perform work activities as you
would in a traditional office.
• Some offices employ virtual assistant.
• Virtual assistant is a worker who
performs task normally handled by a
secretary or administrative assistant
• How virtual office can benefit
organization?

12. TYPES OF AN
ALTERNATIVES OFFICE
• Mobile Office
• This office temporarily located at a
particular site or that can move from
place to place.
• One type of mobile office are offices set
up at construction sites and manned
by office staff.
• Another type of mobile office is the
non- territorial workspace.
• Non-territorial workspace are available on
an assignment basis. They are not
assigned to anyone permanently.

13. TYPES OF AN
ALTERNATIVES OFFICE
• Home Office
• A space within a person’s home that is
used
to perform office tasks.
• Many people who work in home offices
are self-employed. They also called a
freelancer.
• Freelancers may occasionally meet with
customers or clients in person, however
they may communicate primarily by e-mail,
telephone and mail.

14. RECOGNIZE THE DUTIES OF SECRETARY
1. Creating / Analyzing Information
 Composing memorandum , letters and reports
 Organizing, summarizing, and interpreting data
 Creating presentation
 Making decisions and recommendations based on information studied
2. Searching for Information
 Accessing database, the internet, and company intranets
 Requesting information from persons within the company
 Gathering information from persons outside the company
 Using reference manuals and books
3. Processing Information
 Editing and proofreading
 Keyboarding
 Opening and reviewing incoming communications
 Entering, updating or manipulating data in database
 Photocopying
 Preparing outgoing telecommunication
 Preparing checks, orders and invoice
 Preparing spreadsheets
4. Communicating Information
 Answering telephone
 Greeting callers
 Responding to persons within and outside the organization
 Preparing and answering email
 Providing instruction to co-workers
 Preparing and delivering presentation
5. Managing information
 Maintaining calendars
 Maintaining database and files
 Maintaining financial records

15. THE BEHAVIORS AND ATTITUDES
NEEDED AS AN
PROFESSIONAL OFFICE
SECRETARY
• Cooperation
• Loyalty
• Continued Learning
• Confidentiality
• Sharing Information
• Accepting Responsibility
for Mistakes

16. THE BEHAVIORS AND ATTITUDES
NEEDED AS AN
PROFESSIONAL OFFICE
SECRETARY
• Cooperation
• The heart of a strong work ethic
is cooperativeness.
• A cooperative worker is willing to
participate in what needs to be done
to achieve a goal.
• Professional workers are cooperative
and flexible.

17. THE BEHAVIORS AND ATTITUDES
NEEDED AS AN
PROFESSIONAL OFFICE
SECRETARY
• Loyalty
• Professionals are loyal to the company
and to their workgroup or
department.
• Being loyal means supporting the
efforts of the company and
workgroup
• A loyal employee does not make
unfavourable remarks about the
company or work group outside
the group

18. THE BEHAVIORS AND ATTITUDES
NEEDED AS AN
PROFESSIONAL OFFICE
SECRETARY
• Continued Learning
• Professionals are open to change.
• Some changes may be needed to
adapt to new technology.
• As companies change, managers do not
always know what new skills each
employee needs to learn.
• As an office professional, you are
expected to show a willingness to
learn and to improve your
understanding or skills that relate to
your job.

19. THE BEHAVIORS AND ATTITUDES
NEEDED AS AN
PROFESSIONAL OFFICE
SECRETARY
• Confidentiality
• Professionals know how to treat
confidential information.
• Workers will want to be sure you
understand what aspects of your work
are confidential.
• Revealing confidential data may cause
harm to the company or its
employees or customers.

20. THE BEHAVIORS AND ATTITUDES
NEEDED AS AN
PROFESSIONAL OFFICE
SECRETARY
• Sharing information
• Professionals share information in
appropriate ways.
• Information is often shared informally
in a company.
• The informal network by which
employees share information is
sometimes called the ‘grapevine’.
• Some informal communication
can be
good.
• Employees are naturally interested in
the plans and events that affect the
company and its employees.

21. THE BEHAVIORS AND ATTITUDES
NEEDED AS AN
PROFESSIONAL OFFICE
SECRETARY
• Accepting Responsibility for Mistake
• People are not perfect, they
make mistake.
• Even with your best efforts,
however you will still make
mistakes.
• When you make a mistake, accept
responsibility for the error as soon as
you realize it was made.
• Apologize and take steps to correct the
error immediately so that co-workers
will not make decisions or plans based
on incorrect information.
• Learn from mistake to help avoid
making a similar error in the future.

22. END OF
SUB-
TOPIC 1.2

23. Topic 1 - Introduction
To Office
Management
OFFICE
ADMINISTRATION 1
(DPK10023)

24. LEARNING OUTCOME
1.3 Ascertain office management in
an organization

25. Definition of Office Management
 Terry : “Office Management can be defined
as a task of planning, coordinating and
motivating the efforts of others towards the
specific objectives in the office.”
 Mills & Standingford : “The art of guiding the
personnel of the office in the use of
materials, methods, machines and
equipment appropriate to their environment
in order to achieve its specified purpose.”
 Leffingwell & Robinson : “Office Management
as a function is that branch of the art and
science of management which is concerned
with efficient performance of office work,
whenever and wherever that work is done.”

26. Elements of Office
Management
Purpose
Means
Personnel
Environment

27.  Purpose - Clear cut objectives/ goals of an
organization will definitely provide proper
direction to ensure implementation on plans,
policies, programmes, and budgets.
 Means - The means are necessary in order to
carryout the various activities like filing ,
copying, records retrieval and disposal,
processing of incoming and outgoing mail,
communication and management information
system.
* The term “means” include forms, stationary,
furniture, premises, equipment's, etc as well as
methods and techniques of performing office
activities.

28.  Personnel - Personnel otherwise known as
human resources are a very significant part of
management.
 The office manager has to ensure
implementation of plans, and policies pertaining
to effective recruitment and selection of right
persons for the right job.
 Environment - Office environment has an
important bearing on the efficiency of
employees.
 Office environment comprises of lighting,
ventilation and temperature control ,interior
decoration ,office furniture ,security, safety
sanitary arrangements, etc.

29. Functions Of Management
Planning
Organizing
Staffing
Coordinating
Directing
Controlling
Budgeting

30.  Planning
- It is first and foremost function of office
management.
- In the words, “planning is deciding in
advance what is to- be done”.
- It involves the selection of objectives,
policies, producers and programmes for
“
attaining enterprise goals.
 Organizing
- It involves the establishment of an
organisation structure through
determination and grouping of activities, the
assignment of activities to the specific
departments and individuals, defining role
and establishing relationships, the
delegation of authority.

31.  Staffing
- Staffing is an executive function which
involves the recruitment, selection,
training, placement, compensating
promotion and demotion and finally the
retirement of an employee.
- The aim of staffing is to take the right
man for the right job.
 Coordinating
- The process of coordination involves
synchronising individual actions with the
goals of the enterprise.
- The best coordination occur when
individuals see how their jobs contribute
to the dominant goals of the enterprise.

32.  Directing
• Directing means moving to action and supplying
simulative power of group of people
• It imparts instructions, communicates their
orders, rules and decisions; motivates, provides
leadership and guidance, supervises their work
and behavior, and inspires them towards
improved performance.
 Controlling
• In an undertaking control consists in verifying
whether everything occurs in conformity with
the plan adopted, the instruction issued and
principles issued.
• It measures performance against goals and
plans.

33.  Budgeting
• A budget is an estimate of income and
expenditure for a define period, expressed
in terms of numerical units.
• Budgeting is required prior to carrying out
office operation
• It is impossible to see into the future,
forecasting is based on the past event and
the estimating of likely trends arising out
of these events

34. LEARNING OUTCOME
1.4 Allocate administrative office management
functions

35. • Different types of employees work at
various levels in companies.
• Employees must know who is responsible
for each activity and know what authority
each person has.
• Knowing how a company is structured will
give you a better understanding of how it
operates.
• Many companies prepare a chart that
shows positions in order of rank of
authority.
Structure of Organization

36. Structure of Organization

37. Structure of Organization

38. Structure of Organization
 Board of Director
• Many large corporations have boards of directors.
Publicly owned corporations must have such boards.
• Owners (shareholders) elect members of the board
of directors.
• The board sets the policies that guide senior
managers in directing the company.
• Generally, some senior managers of the company
are board members.
• Some members of the board of directors are not
employees of the company.
• These directors are expected to provide guidance
and make decisions that will serve the company's
best interests.

39. Structure of Organization
 Management Employees
i. Senior Management
- Persons who give direction in carrying out the policies
of the board of directors are called senior managers or
top management.
- The CEO, the president, the chief operating officer
(COO), and the chief financial officer (CFO) are
generally included in this group.
ii. Middle management
- Managers who direct the daily activities of a company
are called middle management.

40. Structure of Organization
 Department Employees
 In many companies, employees are organized in
departments or teams that relate to the functions of
the company.
 These functions may include finance and accounting,
communications, sales and marketing, information
technology, legal services, and human resources.
 The size of the company influences the types of
workers needed.
 In a small company, a single person may perform
several functions.
 In a large company, one person probably would not
have the range of duties and authority that is common
in a small company.

41. Effective Management Techniques
Set a goals and clear directions
Delegate work and responsibilities
Encourage employees
Recognize problem
Reward employees
Be mentor
Give review
Be kind and tolerate
Managing change
Listen to your employees

42. Effective Management Techniques
Set a goals and clear directions
- Define your organization goals
- Make a list for all the different
things that need to be done along
with the action’s employees must
take
- Without defining and enforcing
the organization goals, there is no
clear direction of what everyone
should be working towards.

43. Effective Management Techniques
Delegate work and responsibilities
- The workload has to be shared
with others.
- Delegates work and
responsibilities according to
employee’s strength or weakness
- Let employees to develop their
own good work habits and
leadership skills.

44. Effective Management Techniques
Encourage employees
- Setting deadlines and goals helps
employees to keep focused, and
busy and motivates them to do
their work.
- Each employee has to be talked
about the company’s goals and
work individual goals directly
linked with organization goals.

45. Effective Management Techniques
Recognize problems
- The manager should know about
personality conflicts, lagging
productivity or other problems
occurs in organization.
- The manager should stay tuned
to their employees to ensure that
all the problems can be solve
immediately before they escalate.

46. Effective Management Techniques
Reward Employees
- Rewards employees such as
increase their monthly salary,
giving bonus, or recognition
- Do it in front other employees to
motivate them to perform better
in the future

47. Effective Management Techniques
Be a Mentor
- Manager should set an example
in terms of behavior
- One of the greatest gifts to
employees is sharing his/her
(manager) knowledge and
experience
- Showing employees how to do it
is more effective than just talking
through it.

48. Effective Management Techniques
Give Review
- Employees need feedback about
their performance to improve
their skills and grow
professionally.
- A formal review program has to
be setup and performance
appraisal are given once or twice
a year

49. Effective Management Techniques
Be Kind and Tolerate
- Family emergencies, illnesses and
other unexpected events always
arise among employees, so
manager must get used to it.
- Manager should show employees
some consideration by being
more flexible with work hours
and time off, so that employees
can tend to solve their
emergencies

50. Effective Management Techniques
Managing Change
- The internet and information
technology have changed the
structure of many businesses.
- To help employees go through
transition, manager should take a
proactive role in managing and
communicating change among
their staff.

51. Effective Management Techniques
Listen to your employees
- Manager can encourage
employees to provide feedback
through email or the company
internet.
- This shows them that they care
about employee’s feedback to
show their thoughts and opinion
- It will also make employees feel
appreciated and acknowledge

52. END OF TOPIC
1