CHAPTER 1

INTRODUCTION TO OFFICE MANAGEMENT

Introduction

Today’s administrative office management function is quite different from 10 or 20 years ago. 

Widespread use of technology and related applications and processes is making available a vast accumulation of information.  

Administrative office management has a significant impact  on employees throughout the organization, perhaps most significantly by enabling them to enhance their productivity .

Definition

       

OFFICE

Office is a part of an organization.

 a place where records of various activities are kept.

 a place where clerical operations are carried on.

It is not a mere place but a place with various activities.

The purpose of office has ben defined as the providing of service of communication and record.  

A well organized office makes it possible for management :-

-to plan its operation intelligently, 

-to put its plans into effect surely,

to follow their progress currently, 

to determine their effectiveness promptly, 

-to appraise the results without delay, and 

to co-ordinate all the activities of the business.

                                               

Management

Manage is to conduct, to control or to administer.

It is an act of guiding or controlling the affairs of an organization to achieve a given aim or purpose.

Office management 

…as a task of planning, coordinating, and motivating the efforts of others towards the specific objectives in the office ( George R. Terry 1972)

The art of guiding the personnel of the office in the use of materials, methods, machines and equipment appropriate to the environment in order to achieve its specified purpose (Mills & Srandingford 1986).

…as a function is that branch of the art and science of management which is concerned with efficient performance of office work, whenever that work is done ( Leffingwell & Robinson 1950 )

Elements of Office Management

1. Purpose

Office manager is not only a part of the management, but also an important link between the office and departments.

In order to carry out the various office activities effectively, he has to make correct decisions.

Clear cut objectives/goals will provide proper direction to ensure implementation on plans, policies, programmes, budget, etc.

2. Means (tatacara)

Office manager is required to coordinate the activities of his office with the activities of other organizational functions. 

The means are necessary in order to carry out the various activities like filing, copying, record retrieval and disposal, processing of incoming and outgoing mail, communication, and management information system.

3. Personnel

Personnel / 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; provision of appropriate training and development programme and scope for satisfactory fair promotion and transfer

4. Environment

Office environment has an important bearing on the efficiency of employees. It comprises of lighting, ventilation and temperature control, interior decoration, office furniture, security, safety, sanitary arrangements, etc. 

The Office Manager is expected to have a good knowledge of the above factors and should be able to ensure better environment for greater efficiency.

Office Functions

The basic functions of an office can be said to be receiving, arranging and giving of information.

1. Receiving information

Information relating to office may be obtain from internal or external sources

Internal sources like section department. Eg. no of staff, job description and performance appraisal.

External sources like government departments, suppliers, other companies and client. Eg. Statistics  and companies profile

Information received through letters, email, orders, invoices, telephone calls, fax etc. from both internal and external sources

2.Recording information

Records have to be created and maintained for all information obtained from internal and external sources.

While some of the records have to be maintained statutorily, some are required to be kept in the office itself, to meet the requirements of the Office Manager in planning and controlling the affairs of the business

3. Arranging information

Information so gathered from various sources have to be supplied in the prescribed format like invoice, payroll, accounting statements, statistical statement etc.

Arrangement is done through the filing systems

4. Giving Information

From the records maintained in the office, the required information in the form of instruction, order, statistical and financial statements estimates etc. are given to the management by the office Managers.

Eg. Information will use for decision making

Auxiliary Functions of an office

Designing, lighting, ventilation, air-conditioning, etc.

Organizing and supervising of office correspondence

Supervising of departments and branch office operations

Selection, training, promotion, grievances and amenities of personnel

Designing, standardizing, purchasing, storage and distribution forms

Objectives of Administrative Office Management.

To ensure the relevant organizational activities are designed to minimize individual and unit productivity

To provide effective management of the organization’s information

To maintain reasonable quantity and quality standards

 To develop effective work processes and procedures

To provide a satisfactory physical and mental working environment for the organization’s employees

To help define duties and responsibilities of employees assigned within administration office management functional area.

To develop satisfactory line communication among employees within the administration office management functional area and between these employees in other areas within the organization

To help employees maintain a high level of work effectiveness

To enhance the effectiveness supervision and office personnel

To assure the efficient and proper use of specialized office equipment