The document discusses office management and defines key related terms. It outlines the elements of management as planning, organizing, directing, controlling, motivating, coordinating, staffing, and communicating. Management involves handling human resources and physical/material resources. The summary also mentions the importance of management in getting maximum benefits with minimum effort and optimal utilization of resources.

1. OFFICE MANAGEMENT
Presented by:-
Abdul Sattar Asghar
Principal (Rtd.)
Govt. College for Elementary Teachers,
Bahawalpur.
Email: ab.sattarasghar@gmail.com
Cell No. 030142668825, 03357756421

2. DEFINITIONS OF MANAGEMENT
 The group of individual who make decisions about
how a business is run.
 Education modifies the behavior of a person
 It is a social activity which deals with human
resources and material resources.
 To plan , to organize, to command, to coordinate
and to control.
 The act, art or manner on handling , controlling,
directing etc. skillful managing, care, tactful treatment,
carrying on or using for a purpose.

3. DEFINATION OF MANAGEMENT

4. ELEMENTS OF
MANAGEMENT
 Planning, Organization, Directing, Controlling.
We can add some more elements in the
management process:-
i. Motivating
ii. Coordinating
iii. Staffing
iv. Communicating

5. ELEMENTS OF MANAGEMENT
According to Luther Gullic,
Seven Functions of Management
POSDCORB

6. MANAGEMENT
PROCESSLEADING
MEN
MONEY
MATERIAL
MACHINERY
PLANNING
CONTROLLING
MOTIVATING
STAFFING
ORGANISING
END
RESULT
S
OBJECTIVES
INPUTS
MARKET
METHODS
OUTPUT

7. ACHIEVEMENTS &
OBJECTIVES
PLANNING
ORGANISING
DIRECTING
COORDINATING
CO
N
TR
O
LLIN
G
MOTIVATING
STAFFING
COMMUNICATING
BUGDETING
EVALUATING

9.  DIRECTING (LEADING)
1. Guiding, instructing people to
do the work in right manner.
2. Responsibilities
of managers at all level.
 COORDINATING
1. within office, higher and
lower functionaries with public
 CONTROLLING
1. Establishing standards of performance
2. Measuring work in progress
3. Interpreting result delivered
4. Taking corrective action

10.  MOTIVATING
encourage, Initiative, provision of facilities, incentives,
inspiring and encouragement
 COMMUNICATING
written, oral, exchange of facts, ideas, information
between individual and department, guidance.
 REPORTING
performance of the year, profit and loss liabilities,
assist, extension of programme etc.
 BUDGETING
Financial assistance, loans etc.

11. Importance of management
Get maximum benefits with minimum efforts.
Optimum utilization of resources.
Management facilities optimum utilization of
available human and physical resources to minimize
wastage of all type of elements.
Competitive strength.
Cordial industrial relation
Motivation
Introduction new techniques
Innovation

12.  Smooth functioning
 Reduce turnover and absenteeism
 Survival of enterprise depends on its
management. Ineffective management leads to
disastrous consequences.
 “Ineffective management cuts at the very roots
of economy of an enterprise.” George Terry
 No placement in market and un-utilizing of
resources fully and properly due to lack of
management skill

13. TOP MANAGEMENT
Policies, Objectives
Top management (Minister, Secretary, EDO)
Policy formation
Approval of budget/ programme
Initiating projects
Budget control
Staff
Coordination/ communication

14. Middle Management
Dy. Secretary, DEO, Dy. DEOs, Head of
Colleges /Schools
Analyzing
Directing
Implementation
Routine decision
Controlling
Managers
On going activities- director of operations necessary to
produce the goods or services day to day results

15. Lower management
(Section officer, Superintendent,
Assistant /Clerks, School Staff)
Implementation
Monitoring
Evaluation
Operational
Supervision
Lower
Lower/supervisory managers plan and put into effect day
to day activity that should be carried out by the workers.

16. STYLE OF MANAGEMENT
COACHING
helping showing how to improve performance
 AFFILIATIVE
team work, repair broken trust
DEMOCRATIC
create a group of commitment to the resulting goals
AUTOCRATIC MANAGER
 AUTHORITY

17. TYPES OF EDUCATIONAL
LEADERSHIP
1. ADMINISTRATIVE:
Focused on administration policy, bureaucracy
accountability, concerned with following rules
ORDER IS ORDER
2. INSTRUCTIONAL LEADERSHIP:
Improving curriculum
Monitoring student behaviors in classroom
Evaluating student result
Closely with teachers to identify weak areas necessary for
school fallen behind

18. 3. TRANSFORMATIONAL:
Build up confidence of followers
Systematic change
Helping style teachers/students/parents
Unified vision
4. FACILITATOR:
It helps to make progress and understands the need of
students, teachers and communities.

19. 5. LAISSEZ-FAIRE:
Tolerance, non constructive supervision, no pain, no
interest
6. WORK SPACE:
Physical space, layout, design,
requirement of employees
7. SUPPLIES:
office requirements, stationery, furniture, computers and
accessories, photo stat machine, transportation, etc

21. OFFICE + MANAGEMENT
SOMETHING PROVISION OF SERVICES
PHYSICAL
HARDWARE SOFTWARE
(in computer technology) (in computer technology)

22. COMPONENTS OF AN OFFICE
1. BUILDING
2. LOCATION
3. MACHINERY
4. FURNITURE & FIXTURE
5. EQUIPMENTSTAFF / WORKERS
6. RECORD
7. PUBLIC

23. COMPONENTS OF OFFICE
MANAGEMENT
1. COMMUNICATIONS
2. EXCHANGE OF INFORMATION
3. DISPOSAL OF CASES / DECISIONS TAKEN AND THEIR
IMPLEMENTATION
4. DELEGATION OF POWERS
5. SUGGESTIONS TO MAKE FURTHER IMPROVEMENT
6. MONITORING
7. CHANGE MANAGEMENT
8. MOTIVATION TO WORK

24. MANAGEMENT RESOURCES
 HUMAN RESOURCES
Men power,
Staff,
Officers, Manager,
Admn Officer, Fore man, Shift In charge,
Ministerial staff, Superintendent,
worker
Service Staff(Peon, security guard, Mali,
Baildar, Driver,

25.  PHYSICALRESOURCES/ METERIAL RESOURCES
BULIDING
MACHINERY
FURNITURE AND FIXTURE
COMPUTER, PRINTER,
RAW METERIAL
BUSES, TRUCKS ETC
INFRASTRUCURE

26. HANDLING OF OFFICIAL
PAPERS

27. HANDLING OF OFFICIAL
PAPERS
 It is the duty of every member of the staff to protect
from rough or careless handling.
 Keep all official papers in good condition as
Government property.
ACKNOWLEDGEMENT OF DAK
 Receipts and dispatch of all official letters.

28. FUNCTIONS OF RECEIPT &
ISSUE BRANCH
1. Receipt and distribution of all communications meant
for the office
2. Acknowledgement of dak delivered by hand
3. Opening of communications
4. Stamping and sorting of communications
5. Distribution of communications

29. Treatment of Papers Received in an Office
1. Receipt of communications
2. Perusal of a communications by an Officer
3. Diarizing of communications
4. Categories of communications to be and not to be
diarized
5. Receipt marked Top Secret, Secret and Confidential
6. Enclosures, Appendix and Annexes
7. Segregation of receipts according to category
8. Placing of reference in a new or existing file

30. Dispatch
1. The normal agency for the dispatch of all
communications to departments or office By POST is
the Receipt and Issue Branch
2. Distribution of dak in the same premises by Naib Qasids
of branches
3. Use of Dispatch Riders
4. In charge R&I would ensure dispatch of letters same
day and return of office copies of letters issued to
respective branch
5. The date of issue should be actual. A letter should never
bear a double date

31. 6. Documents should be placed in cover with names and
addresses
7. The dak to be issued by post should be entered in a separate
register with:-
i. Reference numbers
ii. Particulars of addressees and
iii. Amount of stamp on each letter
8. After issue of letter, office copy should be stamped and
returned to the concerned branch

32. Duties of Dispatcher
1. Receives paper for dispatch
2. Checks the enclosures, if any
3. Inserts date, if the date space is blank, both in the fair copy
and in the office copy
4. Separates fair copy from the office copy
5. Affixes rubber stamp ‘issued’ on the office copy and puts his
dated initial under it
6. Returns the office copy to the section concerned
7. Places fair copies in the relevant compartment of the sorting
rack
8. Clears compartment of sorting rack one by one and arrange
letters office – wise, separating communications for local
dispatch from those to be dispatched by post
9. Enters communications for local dispatch in peon book

33. 10. Passes communications and peon books to Naib Qasid for
delivery
11. Prepares covers where necessary and writes addresses on
covers, for communication to be dispatched by post
(cyclostyled addresses slips may be used where available)
12. Makes necessary entries in the register of stamps account
13. Hands over covers to Naib Qasid for posting
14. At the end of each day, he shall check the peon books and
satisfy himself that all kinds of the dak delivered to the
addressees concerned

34. Duties of Daftri
1. Closes covers
2. Weighs and notes value of postage
stamps required
3. Affixes required postage stamps
4. Rubber stamps the cover
5. Returns covers to the Dispatcher

35. Treatment of Confidential Papers
1. All official papers are confidential papers and
should not be discussed with unauthorized persons
2. The rule applies with greater force when marked as
confidential / secret
3. Breach of this rule is an offence punishable with
imprisonment or fine under the Official Secret Act,
1923

36. Treatment of Priority Cases and Use of Priority Labels
1. The use of priority labels should be used where necessary
2. The label should be fixed to the top binder of the file board on the
left side
3. Priority references should be separated from ordinary papers and
transmitted at once
i. Top Priority
ii. Assembly Business
iii. Urgent / Immediate
iv. Budget
v. Secret / Confidential
vi. Time Limit Case
vii. Meeting Notice
viii. Court Case

37. Action Upon Written Remarks of Officers on the PUC
1. The officer to whom communications are submitted in
dak issue directions regarding the course of action to
be taken by the office
2. If an officer intends to deal with the reference himself,
he directs the office to provide him the relevant file and
all other connected papers
3. The communications on which no special instructions
are recorded will be initialed by the officer in token of
his having seen them

38. ASSIGNMENTS OF AN OFFICE
a. Recruitment
b. Promotion
c. Leave
d. Enquiries
e. Transfers
f. Pensions etc.
g. Promotions
h. Purchases
i. Implementation of department’s policies
j. Redressal of complaints

39. PRIORITIES / LABELS:
1. Top Priority - Prompt attention, even at
residence on holidays /after office hours.
Disposal within 24 hours
2. Assembly Business As per time limit
3. Budget As per time limit
4. Urgent / immediate - Disposal Within 48 hours
5. Court Case - Disposal Within prescribed limit
6. Time Limit Case - Disposal within fixed time limit
7. Confidential - Submitted under sealed cover or by hand
Officer submitting priority cases
i- Should keep a close watch
ii- Should remind personally
iii- Should get it done at personal level

40. MODES OF COMMUNICATION
 Ordinary Mail / Post
 Through Special Messenger
 Through UMS / Registered Post
 Through Courier Service
 Fax
 E-Mail

41. NOTING ON CASES
• Definition
• Importance
• Notes and orders should be recorded
on the note-sheet only
• Noting is not required on cases where:-
• The officer is himself competent
to dispose of the case.
• The line of action has
been indicated by higher officers

42.  A file consists two parts:-
 A. Notes portion/noting portion
 B. Correspondence portion
 Separate folder / cover being used
for each portion.
PART OF A FILE

43. WHY NOTING/ NOTING TECHNIQUE
1. For proper examination & processing of the case
2. To create proper record
3. To assist and support the seniors
4. To facilitate the seniors in decision making
5. To appreciate the point / issue
6. To criticize the point / issue
USE OF 5 P’s
1. What is PUC / what is current issue?
2. Previous history and background of the case
3. Policy and Legal position of the case
4. Precedent, if any
5. Proposal on the issue

44. DRAFT FOR APPROVAL
• Draft for approval (DFA)
• A draft is an outline in the form of rough notes
• It is rough copy of a document to be perfected
letter on by means of certain modalities.
• After drafting, it is submitted to a competent officer
for his approval.

45. GENERAL INSTRUCTION
• Assumption – PUC would be read by higher ups
• Reproduction of the contents of PUC not appropriate
• Preparation of up-to-date summary
• Notes less than half page should be legibly written
• Notes exceeding half page should be typed
• One paragraph -one particular point
• Wording – temperate and polite
• Devoid of personal remarks and criticism

46. • Special care –in making observations on notes of
senior officers, ministers and summary for chief
minister
• Signatures of the officer on the right side at
the end of the note
• When the higher officer agrees with the note,
he may merely append his signatures or initials
Higher officer should initiate his own note
in-case he differs with the views of junior officer
• Confirmation of verbal instructions
should be obtained in writing.
• All Government business should be
made in writing

47. DRAFT
A draft is put up when:-
 The course of action is absolutely clear
 Orders have been passed on the
communication by higher officers
 Preparation of draft in all other cases

48. QUALITIES OF A GOOD
DRAFT
• Clear and straight forward manner
• Correct information
• Clear idea in your mind of what you want to say.
• Comprehension
• Clarity
• Brevity
• Courtesy
• Concreteness.

49. DIFFERENT FORMS OF
DRAFTS
1. Simple Official Letter
2. Office Memorandum
3. Circular letter
4. Notification
5. Demi Official Letter
6. UO Letter
7. Office Order
8. Endorsement
9. Official Invitation Letter
10. Press Release
11. Application

50. SAMPLES OF
SOME OFFICIAL LETTERS

51. ABBREVIATIONS
PUC Paper under consideration
DFA Draft for approval
Corr: Correspondence
N Noting
S.O. Section Officer
D.S Deputy Secretary
A.S. Additional Secretary
Secy. Secretary
D.G. Director General
NFA No further action

52. ABBREVIATIONS
A.D. Administrative Department
C.R. Character Roll
Deptt. Department
K.W. Keep with (file)
L.F. Linked file
L.P.R. Leave Preparatory to Retirement
O/c Office copy
O.O Office Order
P.P.O. Pension Payment Order
P.P. Previous Paper

53. ABBREVIATIONS
DDO Drawing and disbursing officer
DAO District Accounts Officer/ Office.
EDO Executive District Officer
DEO(SE) District Education Officer(Secondary Edu)
DEO(EE-W) District Education Officer Ele. Edu. Women.
DEO(EE-M) District Education Officer Ele. Edu. Male

54. ACTIVITY:
Choose the most appropriate answer of
the following statements.
1. An activity which deals with human
resources & material resources is called
a. HRM
b. Management
c. Administration
d. Industrial Dev.

55. 2. Who modifies the behavior of a person
a) Education
b) Environment
c) Heredity
d) All above
3. Management is the process and a person
who perform this process is called
a) Head teacher
b) Foreman
c) Administration
d) Manager

56. 4. The equipment used in an organization are called
a. Physically resource b. Human resources
c. Organization furniture
d. None of above
5.According to Luther gullic, what are the elements of
management
1. Planning 2. Organization
3. Staffing 4. Direction
5. Coordinating 6. Reporting
7. Budgeting

57. 6. In an organization money and material were
used as resources. what will be achieved
a)Input
b)Output
c)Good will
d)None of above
7. In the process of recruitment of staff, what
kind of information have to provide to personnel
a)Minimum qualification
b)Min + Max age limit
c)Experiences
d)Domicile
e)All above

58. 8. Coordination means relations
a)Within office
b)Higher functionaries
c)Lower formulation
d)All above
9. After elapse a period of one year , in
performance of a arguments can be checked
by
a)Evaluation
b)Auditing
c)To see products
d)None of above

59. 10.Followings are the important steps to be remember
in good management
1) Available human & material resources
2) Competition in market
3) Cordial relationship
4) Facilitations
5) Motivation
6) Introduction to new techniques
7) Innovation
8) Incentives
9) Maximize wastage of all types of resources
10) Optimum utilization of resources

60. 11. In effective managements means
a)Lack of management skill
b)Cuts the roots of economy of an organization
c)Use the old technology
d)All above
12. Write down name of 4 styles of management
1)Democratic
2)Autocratic
3)Administration
4)Coaching
5)Affiliates
6)laissze-faire

61. 13. Levels of management
a)Top management
b)Middle management
c)Lower management
d)All above
14. Policy formation is main duty of
a)Top management
b)Middle management
c)Lower management
d)All above

62. 15. A manager is responsible for
a)Ongoing activity
b)Day to day result
c)Production of goods & services
d)None of above
16. Monitoring & supervision is the responsibilities of
a)Top management
b)Middle management
c)Lower management
d)All above

63. 17. Write the component of an office
1)Building
2)Location
3)Machinery , furniture & fixture , equipment , records,
public etc.
18. Top priority case must be cleared within
a)12 hours
b)24 hours
c)2 days in per week

64. 19. PUC means
a)Project under compilation
b)Paper under consideration
c)Paper urgent & care nature
d)Pakistan under development country
20. Urgent/immediate nature cares should dispose off
within
a)12 hours
b)24 hours
c)36 hours
d)48 hours

65. 21. DFA means
a. Directly Financial assistance
b. District Finance Authority
c. Draft for approval
d. None of above
22. Time Limit Case means
a. Dispose at an early date
b. Dispose out today
c. Dispose when it is put before officer
d. Dispose within fixed period

66. 22. Time limit cases means
a)Dispose at early date
b)Dispose out to day
c)Dispose when put before officer
d)Dispose with fixed time