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officemanagement.pptx
- 1. OFFICE MANAGEMENT Presented By Mohamed Abdullahi Osman, MBA, MScA in Peace an Conflict Studies, Diploma in BIT ) Head of Domestic Trade Section, Department of Trade and Marketing,
- 2. 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” V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
- 3. IMPORTANCE OF OFFICE • Office is the brain of a business organization • Facts & figures have supplied to the management for better decision • Office aids management bring co-ordination • Channel of Communication • Aids in managerial control • office as an information system V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
- 5. 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. V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
- 6. 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 • Easyavailability of records V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
- 7. METHODS OF FILING Metal holders Bound Books Expanding Alphabetical cases Spike or Pillar file Concertina File Box Files Pigeonhole File Press Copy Book V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
- 8. (INDEXING) V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET., • 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
- 9. TYPESOF INDEX V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET., Book Index Vowel Index Bound Book Index Loose Leaf Index Card Index or Vertical Card Index Visible Card Index Strip Index Wheal Index Frames
- 17. 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 V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
- 18. Urgent Not Urgent Important Do Now Plan to Do Not Important Reject • Trivial requests from others • Apparent emergencies • Interruptions and distractions Scrutinize and probe demands. Help originators to re-assess. Wherever possible reject and avoid these tasks. Resist • ‘Comfort’ activities, computer games, net surfing • Chat, gossip, text, social communications • Daydreaming, doodling over long breaks • Unnecessary adjusting equipment Habitual ‘comforters’ not true tasks. Non-productive, de-motivational. Minimize or cease altogether. Plan to avoid them. TIME MANAGMENT There are 168 hours in a Week
- 19. Steps to Managing Your Time 1. Set goals 2. Set reasonable expectations (and remember that no one’s perfect) 3. Make a schedule 4. Revisit and revise your plan
- 20. Different Perspectives The “to do” List Calendars