Office Management

1. Lecture No. 01
By Israr K. Raja

2. Office Management

3. Office Placing and Layout

4. What is Office
 The 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.

5. A Modern Office

6. Characteristics of Modern Office
 An Indispensable Unit
 Management of Information
 An Important Service Function
 Memory and Control Centres
 Specialization and Decentralization
 Office is a “work” not a “place”

7. Role of Modern Office
 Assist in Decision Making
 Medium of Communication
 For Coordination
 A memory Centre
 Control Centre
 Nerve Centre

8. Functions of Modern Office
 Primary Functions
 Secondary Functions

9. Primary Functions
 Collecting Info
 Organizing and Processing Info
 Retaining Info
 Distributing info

10. Secondary Functions
 Internal and External Communication
 Evolving an Efficient & Responsive work system
 Managing Stationery & Equipments
 Keeping Assets safe and protective
 Human Resource Management
 PR
 Organizing, Planning, Directing and Controlling

11. Secondary Functions (cont.,)
 Coordinating the Activities
 Facing day-to-day Challenges

12. Day-To-Day Challenges
 Correspondence & Communication
 Safety of records & reports
 Typing & Duplicating
 Scientific work System of office
 Maintenance & Replacement of office assets
 Placing & layout of office
 Working Environment

13. Day-To-Day Challenges ( cont.,)
 Standardization of Office work
 Managing Office Cost
 Mechanisation of office work
 Updating Office Manuals
 Organizing, recruiting, training, controlling and
motivating
 Setting Right Track
 Responsive to Changes

14. Future Challenges
 Mechanisation
 Computerisation
 Large Sizes of Businesses
 Legal Challenges
 Managerial Challenges

15. Office Management
 Is 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

16. Elements of Office Management
 Office Personnel
 Means
 Environment
 Purpose

17. Office Manager
 Is one who heads the office, organizes and controls the
office activities to ensure efficiency.

18. Functions of Office Manager

19. Functions of Office Manager
 Planning, organizing, directing and control
 Placing and layout of office
 Maintaining right atmosphere
 Procure n maintain office assets
 Staffing
 Developing corresponding system
 PR

20. Qualifications of An Office
Manager
 Education
 Personal Qualities
 Leadership
 Organizing Capacity
 Experience

21. Process of Scientific Office
Management
 Setting up the standard tasks
 Research of Time, Motion and methods
 Best Method of doing the standard task
 Training methods
 Standardisation,
 Specialization
 Worker-management relations

22. Principles of Scientific
Management
 Defining the Objectives
 Locating the Problems
 Analysing the Problems
 Searching the solutions
 Selection & training personnel
 Planning
 Cooperation