Office and Office Management

Lecture No. 01By Israr K. Raja

Office Management

Office Placing and Layout

What is OfficeThe definition of 'office' is rich and includes a

place of business, clerical or professional activity, the personnel working in such a place, a position of authority or trust and (mainly historically) the support functions of a major household. We are mainly interested in the office as a place of business, clerical or professional activity.

A Modern Office

Characteristics of Modern OfficeAn Indispensable UnitManagement of InformationAn Important Service FunctionMemory and Control CentresSpecialization and DecentralizationOffice is a “work” not a “place”

Role of Modern OfficeAssist in Decision MakingMedium of CommunicationFor CoordinationA memory Centre Control CentreNerve Centre

Functions of Modern OfficePrimary FunctionsSecondary Functions

Primary FunctionsCollecting InfoOrganizing and Processing InfoRetaining InfoDistributing info

Secondary FunctionsInternal and External CommunicationEvolving an Efficient & Responsive work

systemManaging Stationery & EquipmentsKeeping Assets safe and protectiveHuman Resource ManagementPROrganizing, Planning, Directing and

Controlling

Secondary Functions (cont.,)Coordinating the ActivitiesFacing day-to-day Challenges

Day-To-Day ChallengesCorrespondence & CommunicationSafety of records & reportsTyping & DuplicatingScientific work System of officeMaintenance & Replacement of office assetsPlacing & layout of officeWorking Environment

Day-To-Day Challenges ( cont.,)Standardization of Office workManaging Office CostMechanisation of office workUpdating Office ManualsOrganizing, recruiting, training, controlling

and motivatingSetting Right TrackResponsive to Changes

Future ChallengesMechanisationComputerisationLarge Sizes of BusinessesLegal ChallengesManagerial Challenges

Office ManagementIs the organization of an office in order to

achieve a specified purpose and to make the best case of the personnel by using the most appropriate machines & equipments, the best possible method of work and by providing most suitable environment

Elements of Office ManagementOffice PersonnelMeansEnvironmentPurpose

Office ManagerIs one who heads the office, organizes and

controls the office activities to ensure efficiency.

Functions of Office Manager

Functions of Office ManagerPlanning, organizing, directing and controlPlacing and layout of officeMaintaining right atmosphereProcure n maintain office assetsStaffingDeveloping corresponding systemPR

Qualifications of An Office ManagerEducationPersonal QualitiesLeadershipOrganizing CapacityExperience

Process of Scientific Office ManagementSetting up the standard tasksResearch of Time, Motion and methodsBest Method of doing the standard taskTraining methodsStandardisation, SpecializationWorker-management relations

Principles of Scientific ManagementDefining the ObjectivesLocating the ProblemsAnalysing the ProblemsSearching the solutionsSelection & training personnelPlanningCooperation