Office management

OFFICE MANAGEMENT
Presented By
V.Gopalakrishnan.,M.Com.,M.B.A.,M.Phil.,PGDMM.,SET.,(Ph.D)
Assistant Professor & Head,
Department of Business Administration,
Kamaraj College, Tuticorin.

UNIT - I
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

OFFICE - MEANING
Office means a place or area where clerical work has to be performed with the help of
appliances like pen, pencil, eraser, typewriter or computer etc.
 Definition
 Mills & Standing Ford, “The office is the administrative center of business. The purpose of an
office has been defined as the providing of a service of communication and record”

IMPORTANCE OF OFFICE
• Office is the brain of a business organization
• It is acting as a data bank
• Facts & figures have supplied to the management for better decision
• Office is an indispensable part of business organization
• Office aids management bring co-ordination
• Channel of Communication
• Aids in managerial control
• office as an information system

FUNCTION OF MODERN OFFICE
• Receiving information
• Collecting information
• Recording information
• Creating records
• Processing or arranging information
• computation and statistical work
• Analyzing information
• Maintenance of records
• retention of records
• Communication of information

OFFICE MANAGEMENT
• Office management means the process of planning, organizing, guiding,
communicating, directing, coordinating and controlling the activities of a group of
people who are working to achieve business objectives efficiently and
economically.

OFFICE MANAGER
• An office can collect, receive, record, process and communicate the information
with the help of group of people
• These office activities are to be organized and controlled by a responsible person
who is called office manager
• He has to be perform the work efficiently and economically
• He employs the personnel with proper means of work

QUALIFICATIONS OF OFFICE MANAGER
• Office manager must be able to plan the office work & organize the work
• Direct & motivate staff to perform the work efficiently
• Good office manager should have a business experience
• good command of language
• A role model of leader
• good organizer
• Sound decision maker
• Ability to take clear direction
• Common man
• Sincere worker
• Understand the feelings of others
• Team spirit
• Self confidence
• He should not get angry at any situation

FUNCTIONS OF OFFICE MANAGER
• Staffing
• Leadership
• Training
• Co-ordination
• Work measurement
• Motivation
• Discipline
• Accounting
• Stationery Control
• Costing
• Organizer
• Supervisior

UNIT – II
OFFICE ENVIRONMENT
• Environment is the surrounding in which human resources or
brought up or working.
• Office environment plays an important role on the efficiency of
the employees

OFFICE LAYOUT
• Meaning
• Office layout means the systematic arrangement of office equipment's, machines and
furniture and providing adequate space to office personnel for regular performance of
work with efficiency.
Definition
According to Little Field, Office layout is the arrangement of equipment with the
available floor space.

OBJECTIVES OF OFFICE LAYOUT
• Effective utilization of available floor space
• Both power & Telephone service is made
• Office supervision is more easy
• Providing good working condition
• Reception room is near to the entrance gate so that visitors feel easy
• Employees will be satisfied
• A sense of belonging & loyalty should be made in the minds of employees
• Free flow of communication
• Avoiding noise and disturbing
• Office layout interlinking of each sections
• Provides privacy
• Sufficient natural or artificial light
• Provides safetyV.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

OPEN OFFICE
• Open office is a place where the staff and equipment's of all departments are
accommodated in a single room

OPEN OFFICE
Advantages
 Economical
 Effective supervision
 Better lightning & Ventilation
 Better Communication
 Flexibility
 Smarter look
 Democracy
 Minimum movement of staff
 Centralization
Disadvantages
o Lack of secrecy
o No concentration
o Dirty appearance
o Low morale
o Impersonal Atmosphere
o Noisy
o Unhealthy

PRIVATE OFFICE
• Private office is small rooms or cabinets which are separated from open office by
partitions. Ex.Top executives like Managing Director, Secretary, HOD

PRIVATE OFFICE
Advantages
 Privacy
 Personal Atmosphere
 Concentration
 Clean Appearance
 Healthy Atmosphere
Disadvantages
o Uneconomical
o Costly Supervision
o Poor natural lightening & ventilation
o Affects free flow of work
o Poor communication
o Inflexible

PHYSICAL CONDITIONS TO THE
OFFICE
• Lightning
• Ventilation & Temperature
• Interior decoration
• Office furniture and fittings
• Freedom from noise & dust
• Cleanliness
• Safety
• Security
• Secrecy
• Physical hazards

OFFICE LIGHTNING
• The primary component of office environment is lightning. Adequate lightning
system must be provided in the office

LIGHTNING
Kinds of Lightning
• Natural lightning
• Artificial lightning
• Fluorescent lightning
• Incandescent lightning
Advantages
• Increased output
• Better quality
• Reduction of Fatigue
• Better employee morale
• Higher prestige

CLEANLINESS
• Dust should not be allowed to cover the lamps, bulbs, tubes, reflectors, walls,
ceilings, windows, lamp shades etc.
• Emergency lighting to be provided to avoid work stoppage
• Ventilation & Temperature
• Proper ventilation & temperature are important of office environment, office premises are
properly ventilated. Supply of quality air in the right quantity, right humidity and the right
temperature in an office.
• Natural ventilation
• Artificial ventilation
• Air-conditioning
• Modular design equipment

• Furnishings
• Furnishings include
• Curtains
• Chairs
• Tables
• Sofa covers
• Foot Matters etc.
• Wall hangings
• Furniture
• Noise and Dust
• Safety
• Security
• Fire precautions
• Regulating entry
• Security arrangements
• Safeguarding premises
• ID Cards
• Types of noise
• Internal Noise
• External Noise
• White noise

• INWARD MAIL PROCEDURE
• Receiving the mail
• Sorting the mail
• Opening the mail
• Scrutiny of Contents
• date – stamping of the mail
• Recording the Mail
• Distributing the mail
• Follow up
• OUTWARD MAIL PROCEDURE
• Production of letters
• Collection of letters
• Entering mail in outward mail register
• Folding the letters
• Preparing the envelope
• Sealing and stamping
• Posting or delivery of mail

UNIT – III (MAIL HANDLING)
• Mail may be described as any written communication which passes through the
messenger, courier or the post office.
• There is a need of continuous contacts with the customers, suppliers, branches,
departments, banks, financial institutions, govt agencies.
• Types of Mail Service
• Incoming or inward mail
• Outgoing or outward mail
• Inter-departmental mail

CENTRALIZED MAIL HANDLING
• An individual maybe required to handle the entire mail service if the size of
business organization is small or the volume of mail is very small.
• The main object of centralized mail service is to handle the mail efficiently and
economically.
• Advantages
• Mailing dept is responsible for handling of mail ie., inward, outward
• Systematic handling
• Functional departments are relieved from the work
• It reduces the duplication of work
• Efficient, accurate and speed in mail service is available through the specialization
• Qualified supervisor can appointed
• Better coordination
• Savings in time and money

FILING
• Filing is a form of record keeping. Documents are filed in such away that they
maybe available whenever required. This is the main purpose of record keeping.
• Advantages of Filing
• Efficiency
• Ready reference
• Protection
• Planning
• Better control
• Quality Decision
• Evidence
• Legal Compliance
• Follow up
• Objectives of Filing
• Proper arrangement of records
• Proper sorting and storing of records
• Easy availability of records

METHODS OF FILING
 Metal holders
 Bound Books
 Expanding Alphabetical cases
 Spike or Pillar file
 Concertina File
 Box Files
 Pigeonhole File
 Press Copy Book

UNIT – IV (INDEXING)
• Indexing means an arranged system through which the required documents and
papers are easily located for the speedy disposal of urgent or ordinary matters.
• Objects of Index
• Filed documents located easily and quickly
• Increase the efficiency of the filing
• Improve the efficiency of the office operation

TYPES OF INDEX
 Book Index
 Vowel Index
 Bound Book Index
 Loose Leaf Index
 Card Index or Vertical Card Index
 Visible Card Index
 Strip Index
 Wheal Index
 Frames

BOOK INDEX

BOUND BOOK INDEX

LOOSE LEAF INDEX

CARD INDEX

VISIBLE CARD INDEX

STRIP INDEX

FRAME INDEX

OFFICE FORMS
• A form is printed or cyclostyled piece of paper containing some information with
blanks spaces left for the entry of required information briefly by the persons using
it.
• Types of Forms
• Purchase forms
• Sales forms
• Accounting forms
• Correspondence forms

OFFICE FORMS
• Objectives
 Required info is alone received
 No information misrepresented
 More clerical work saved
 Information supplied quickly
 Collection of information is easy
 Increasing clerical efficiency
 Quick & Clear understanding
• Advantages
• Simplify the office procedures
• Time save
• Reduce chances of mistakes
• Preservation of records
• Fixation of responsibility
• Aid to planning
• Better human relations
• Reduce cost of office operation
• Systematic recording of info
• Better customer serviceV.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

UNIT – V (OFFICE APPLIANCES)
• Office Machines
• Modern office requires many machines and equipment for effective performance of
assigned work.
• The reason is that there is a need of speedy, accurate, and efficient performance of
office work
Objectives or Importance
 Quick and effective performance of office work
 Accuracy of performance
 Reducing labor cost due to machines
 Monotonous performance maybe reduced
 More info collected in the less time
 Time can be saved
 Fraud may be reduced
 Work procedure may be standardized

FACTORS IN SELECTING OFFICE MACHINES
 Office Requirements
 Cost of machine
 Savings of Time and energy
 Life of Machine
 Simple in Operation
 Quality
 Flexibility
 Operating cost
 Portability
 Service
 Impact on Staff
 Fullest use
 Style and design
 Suppliers
 Standardization

TYPES OF OFFICE MACHINES
• Telephone
• Dictaphone Machines
• Stenographic Machines
• Duplicating machines
• Ipsophone
• Photocopying machines
• Accounting machines
• Calculating machines
• Type Writers
• Standard Typewriter
• Portable Type writer
• Noiseless Typewriter
• Electric Typewriter
 Tabulating Machines
 Billing Machines
 Cash Register
 Coin handling Machines
 Time recording machines
 Cheque writing machine
 Electronic computer
 Fax
 Binding Machine

Office management

Recommended

Recommended

More Related Content

What's hot

What's hot (20)

Similar to Office management

Similar to Office management (20)

Recently uploaded

Recently uploaded (20)

Office management