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Introduction to Office Management.pptx
- 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
- 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
- 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
- 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
- 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
- 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
- 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
- 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