officemanagement.pptx

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,

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.,

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

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 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.

OBJECTIVESOFOFFICE LAYOUT
• Effective utilization of available floor space
• Both power & Telephone service ismade
• Office supervision is more easy
• Providing good working condition
• 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
• Sufficient natural or artificial light
• .,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

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

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

CENTRALIZEDMAILHANDLING
• 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
• Easyavailability 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

(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

TYPESOF 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

LOOSELEAFINDEX

CARD INDEX

VISIBLECARDINDEX

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

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

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

Different Perspectives
The “to do” List
Calendars

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