office administration and activities

1. Topic 1 - Introduction To
Office Management
OFFICE
ADMINISTRATION 1
(DPK10023)

2. LEARNING OUTCOME

3. Definition of Office Management
 Terry : “Office Management can be defined
as a task of planning, coordinating and
motivating the efforts of others towards the
specific objectives in the office.”
 Mills & Standingford : “The art of guiding the
personnel of the office in the use of
materials, methods, machines and
equipment appropriate to their environment
in order to achieve its specified purpose.”
 Leffingwell & Robinson : “Office Management
as a function is that branch of the art and
science of management which is concerned
with efficient performance of office work,
whenever and wherever that work is done.”

4. Elements of Office
Management
Purpose
Means
Personnel
Environment

5.  Purpose - Clear cut objectives/ goals of an
organization will definitely provide proper
direction to ensure implementation on plans,
policies, programmes, and budgets.
 Means - The means are necessary in order to
carryout the various activities like filing ,
copying, records retrieval and disposal,
processing of incoming and outgoing mail,
communication and management information
system.
* The term “means” include forms, stationary,
furniture, premises, equipment's, etc as well as
methods and techniques of performing office
activities.

6.  Personnel - Personnel otherwise known as
human resources are a very significant part of
management.
 The office manager has to ensure
implementation of plans, and policies pertaining
to effective recruitment and selection of right
persons for the right job.
 Environment - Office environment has an
important bearing on the efficiency of
employees.
 Office environment comprises of lighting,
ventilation and temperature control ,interior
decoration ,office furniture ,security, safety
sanitary arrangements, etc.

7. Functions Of Management
Planning
Organizing
Staffing
Coordinating
Directing
Controlling
Budgeting

8.  Planning
- It is first and foremost function of office
management.
- In the words, “planning is deciding in
advance what is to- be done”.
- It involves the selection of objectives,
policies, producers and programmes for “
attaining enterprise goals.
 Organizing
- It involves the establishment of an
organisation structure through
determination and grouping of activities, the
assignment of activities to the specific
departments and individuals, defining role
and establishing relationships, the
delegation of authority.

9.  Staffing
- Staffing is an executive function which
involves the recruitment, selection,
training, placement, compensating
promotion and demotion and finally the
retirement of an employee.
- The aim of staffing is to take the right
man for the right job.
 Coordinating
- The process of coordination involves
synchronising individual actions with the
goals of the enterprise.
- The best coordination occur when
individuals see how their jobs contribute
to the dominant goals of the enterprise.

10.  Directing
• Directing means moving to action and supplying
simulative power of group of people
• It imparts instructions, communicates their
orders, rules and decisions; motivates, provides
leadership and guidance, supervises their work
and behavior, and inspires them towards
improved performance.
 Controlling
• In an undertaking control consists in verifying
whether everything occurs in conformity with
the plan adopted, the instruction issued and
principles issued.
• It measures performance against goals and plans.

11.  Budgeting
• A budget is an estimate of income and
expenditure for a define period, expressed
in terms of numerical units.
• Budgeting is required prior to carrying out
office operation
• It is impossible to see into the future,
forecasting is based on the past event and
the estimating of likely trends arising out
of these events

12. Effective Management Techniques
Set a goals and clear directions
Delegate work and responsibilities
Encourage employees
Recognize problem
Reward employees
Be mentor
Give review
Be kind and tolerate
Managing change
Listen to your employees

13. END OF TOPIC 1