Professional Documents
Culture Documents
OFFICE MANAGEMENT
Concept of an Office
Function of an Office
Importance of Office
Concept of Office Management
Importance of Office Management
Office Accommodation and Layout
CONCEPT OF AN OFFICE
Office is an important place of the organization where different functions are performed to achieve the objectives of
the organization. It is the integral part of any business. If business starts to be rigid and complex, office helps by
simplifying the activities and promotes the expansion of business. It is set up to handle the information and daily
transactions in s systematic way. The dictionary meaning of an office is a place where business is carried on.
The definition of office can be interpreted in two ways. They are traditional and modern viewpoint.
In traditional view, office is defined as the place where clerical functions like receiving, recording, processing and
supplying information are performed.
In modern view, it is defined as the part of organization which involves in performing all management as well as
administrative functions such as planning, policy making, organizational activities, coordination and communicating
in order to achieve the objectives of the organization.
According to J. C. Denyer, “an office is any place where clerical operations are carried on”. This view considers
office as a particular place, so it is the narrow concept of office.
J. Stephenson defines an office as “that part of a business enterprise which is devoted to the direction and
coordination of its various activities”. This definition reflects that managerial functions are carried out in an office.
In conclusion, office can be compared with the brain of an organization where information are collected, processed,
stored and distributed.
FUNCTIONS OF AN OFFICE
Office is the focal point of an organization where various activities are carried on. The function of an office can be
classified under two headings:
1. Primary/Basic/Routine Functions
2. Secondary/Auxiliary/Administrative Management Functions
1. Primary/Basic/Routine Functions
The function relating to manipulation of the information is known as routine/primary function. It concerns with
receiving, processing, storing and distributing the information. Such functions are essential for the survival of an
office. These functions are explained as below:
i. Receiving Information
Receiving different types of information from the different types of sources is the primary function of an
office. The information is received from two sources. They are internal and external. Letters, invoices,
circulars, notices, memos are the internal sources and supplier, customers, government, banks are the external
sources.
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ii. Recording Information
The messages received from various sources are converted into written form or tape or CDs for future
reference. Such past information is necessary at the time of managerial decisions.
iii. Arranging Information
After the information is recorded, it is grouped and arranged according to its nature and importance. The
office processes them through tables, graphics and various statistical tools. After the information is
processed, is becomes ready to be used by management.
iv. Distributing Information
The office supplies information to the management, different departments and outsiders who ever need it.
Various means and devices can be used while distributing the information such as telephone, fax, letters etc.
v. Retention of Records
Retention is defined as the preservation of records for future reference. It involves collection, preservation,
classification and protection of records for future reference. It is maintained in files, computers etc. Every
record has a life span. It is protected according to its importance. Retention of record depends upon nature of
organization. The efficiency of office depends upon the way records are retained.
vi. Maintaining Public Relation
An office maintains good relations with different stakeholders through personal contacts or correspondence
on a regular basis. These stakeholders are consumers, suppliers, government agencies, co-organizations and
community people.
i. Management Process
To make any business successful there must be good management. Office helps in effective management. It
includes planning, organizing, staffing, directing and controlling. It helps in smooth functioning of the
organization.
ii. Public Relations
There must be good public relation of the organization. The main purpose of public relation is to make the
organization look trust worthy to all people who deal with it in all its action.
iii. Development of Office System and Procedure
Every office develops a definite office system and a fixed routine. It helps in smooth flow of office work. The
system is also known as procedure of office work.
iv. Safe Guarding the Assets
All assets, movable and immovable, documents and office records must be guarded and protected. They can
protest these assets through insurance policies, locker etc.
v. Form Designing and Control
An office designs, develops and prepares many types of form needed for office management. It helps to get
maximum benefits. These office forms are important tools for collection and storage of information.
vi. Purchasing Stationery and Supplies
Office stationery and supplies are essential for doing work. It helps in increasing the efficiency and
improving quality of works done. Office should pay attention in purchasing right type of stationery and
supplies
vii. Purchasing Office Furniture and Machine
Office requires various types of office furniture and machine for efficient performance. The quantity, quality,
consistency and completeness of work basically depend upon the ability and quality if assets like office
furniture and machine.
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viii. Personnel Functions
Office is also related to recruiting, training, placing, promoting the employees. Employees help in the success
of the organization.
IMPORTANCE OF AN OFFICE
The office serves as the center for whole organization, no organization can exist in the absence of office. The
importance of office can be further explained as under:
1. Proof of Existence
An office serves as a standing proof of the existence of an organization. People know an organization being
alive and functioning through its office. Thus it serves as a face of the business concern.
2. Information Center
An office is an information center which provides information relating to business transactions. Such
information is very useful. It is used by management for the purpose of planning, organizing, staffing,
directing and controlling.
3. Service Center
An office works as a service center. It provides services to all the department of an organization. It provides
necessary information to all the department of an organization. Business cannot operate successfully without
better service system and office fulfills this requirement.
4. Co-ordinating Center
The success of business depends on the proper coordination of people and activities of the organization. It
keeps relations with all departments and deal with information necessary for effective coordination; it is a
mechanism or coordination.
5. Channel of Communication
Office not only keeps record of information but also plays the role of reliable channel of communicating the
information. It is required for smooth functioning of the organization.
6. Control Center
An office acts as a control center. Controlling is the important function of management. It helps to monitor
plans and policies which help in the implementation of proper working environment. It helps to prevent from
unwanted deviations. It provides data for managing and correcting deviations.
7. Memory Center
An office is the storehouse of records. It keeps the records of past and present. It provides necessary
information for future. It helps to report letters, circulars, notifications, policies etc. It is known as „brain‟ of
organization.
8. Help Employees
An office provides wages, salaries to their employees. They also keep records of workers attendance, leave
due, provident fund, and calculation of overtime. They also help to maintain the relationship between
management and workers.
9. Office as Intermediary
An office works as a middleman between department and outsiders. It links with supplier, customers,
shareholders, government and general public. These office activities enhance the image of the firm.
The term “Office Management” is the combination of two words “office” and “management”. Hence, office is the
place from where various jobs are carried on and management is the process of planning, organizing, directing,
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coordinating and controlling. Therefore, office management is the process of planning, organizing, staffing, directing
and controlling the administrative functions of an office in order to achieve the objectives of the organization. It is
the process o utilizing the office resources efficiently o obtain the best result with less effort and cost. It helps in
receiving, recording and processing, supplying and retaining information. It is the branch of management which
deals with performance of these functions.
According to George R. Terry, “Office management is the task of planning, coordinating, motivating the efforts of
others towards the specific objective in the office”.
According to Mills & Standingford, “Office Management is the art of guiding the personnel of the office in the use
of means appropriate to its environment in order to achieve its specified purpose.”
Hence, office management is concerned with the application of management to office activities such as receiving
information, supplying information, filing, indexing, office layout etc. To conduct office management following key
elements is essential.
1. Clear objectives
2. Organization environment
3. Motivated employees
4. Resources
In conclusion, office management is described as smooth and efficient performance of office work. It utilizes the
human, financial and physical resources for the achievement of predetermined objectives.
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5. Change Management (Managing Change)
Office management helps in implementation of plans in right time and in right way. Bu there may be change
in resources, need, technology, preferences and so on which makes it necessary to bring about the change in
plans. Office management makes the office flexible which helps to manage the change.
6. Effective Performance
Office management is important for the effective performance. It plans and allocates enough resources in
every department to ensure effective performance by the employees.
7. Increases Office Efficiency
Office management focuses on office activities and helps office in economic way.
8. Smooth Flow of Work
Office management helps in performing efficient and effective office work. It helps in proper planning and
effective control in office.
9. Public Relations
There must be good public relation of the organization. The main purpose of public relation is to make the
organization look trust worthy to all people who deal with it in all its action. It helps in increasing the
goodwill of the organization.
10. Minimization of Cost
Office management guides the use of capital, natural, financial, human and other resources effectively
without leakage and wastages which helps in minimization of cost.
11. New Challenges
In an office, to achieve goals, many challenges should be faced. It helps in improving the research and
information system. It helps in managing all the rigid matters.
12. Provide Innovation
Innovation is the process of generating distinct and better methods. It is essential to adjust with the dynamic
environment. The office management is important because it supports to anticipate the changing test,
preference and the demand of the customer to improving quality of goods and introducing new technology.
13. Social Benefits
Office management provides employment opportunities, quality products and services to the society. It also
helps to make optimum use of both natural and national resources for the benefit of the society.
14. Increase Profits
Office management can increase profits either by increasing sales volume or by reducing cost. Increased
sales volume is not with in management‟s control but cost reduction is possible as office management can
reduce the cost of its operation.
15. To Face the Competition
Office management is the important tool to face the competition in dynamic environment. Management of
the organization develops new technologies and ideas with the support the organization to perform its
activities in competitive environment.
According to Littlefield, “Office layout may be defined as the arrangement of equipments within the available floor
space.”
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8. Principle of good ventilation:
Office must have enough doors, windows, and ventilation for constant supply of fresh air.
9. Principle of good lighting:
Office should try to provide natural light that is sunlight. Dark places should be avoided for establishment of
office.
10. Principle of safety:
An office layout must be based on the safety. It should reduce office accidents like theft, fire, damage and so
on .office machine must be implemented properly
11. Principle of service facilities:
There must be provisions of good canteen, lights, lifts, telephone, and toilets.
12. Principle of providing private offices:
In an office separate rooms should be provided to some important employees. If the work is confidential in
nature then private room should be provided. it is better to use movable partition to provide privacy