computer application in office mangment

1. Company
LOGO
Chapter 3
Major Processes of Office
Management

2. Major Processes of Office
Management
 There are five basic functions involved in the
management of an; office. They are:
1- Planning:
Planning of office functions involves taking decisions with
regard to factors affecting office work.
While short-term planning involves arrangement of office
functions to cope with the current situation, the long-range
planning includes foreseeing future requirements of the
office, such as space, layout, computer application, human
resource planning, etc.
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3. Major Processes of Office Management
Office planning requires :
(i) Setting objectives
(ii) Formulating policies and programmed
(iii) Laying' down, procedures.
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4. Major Processes of Office
Management
2- Objectives:
Planning has no meaning without being related to
objectives The main objectives of the office are:
(1) to supply right information to the right persons at right
time and at the minimum cost, and
(2) to provide efficient clerical service to the functional
departments.
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5. Major Processes of Office Management
3- Policies and Programmed:
Policies are guide to administrative action. Well drawn
policies and programmed go a long way in ensuring
smooth functioning of office activities.
A programmed refers to the sequences of activities
which are required to implement policies.
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6. Major Processes of Office Management
4- Procedures:
A procedure or routine refers to the series of steps to be
taken to complete a particular office work. It is a planned
sequence of operations for handling a recurring office
activity uniformally and consistently.
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7. Major Processes of Office Management
While responding to the challenges it would be
necessary for .the office to:
a) improve upon the existing information systems,
b) establish better information standards,
c) reduce the amount of paper work,
d) improve and maintain public relations,
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8. Major Processes of Office Management
5- Organizing:
The organizing function involves setting up of
departments, preparing job descriptions, designing the
organization structure with necessary authority and
responsibility for each position, and establishing a proper
communication system.
Providing necessary equipment's and furniture for office
work is also .a part of the organizing function.
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9. Major Processes of Office
Management
6- Staff :
The staffing function relates to personnel matters.
Right type of people are to be employed to man various
positions. For this purpose, suitable personnel must be
recruited and provision made for their training for specific
jobs. Individuals selected for particular jobs must also be
informed about their duties and responsibilities.
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10. Major Processes of Office Management
7- Directing and Coordinating:
Directing includes several sub functions: Issue of orders
and instructions to subordinates, guiding them at work,
supervision of day to day operations, and motivating people
for better performance. Coordinating refers to the orderly
arrangement of individual and group efforts so as to secure
harmony of different activities.
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11. Major Processes of Office Management
8- Contouring:
Plans, policies and programmed cannot be effective
unless there is a control mechanism to guide and direct the
execution of work.
Control basically refers to evaluation and rectification of
performance of subordinates .in order to ensure the
achievement of planned results.
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