Office management
Concept of office:
The office is an important and an indespeable organ of business organisation. this is the place from where all the functions relating to administration, management and control are performed. The term 'office' may be studied from two ways i.e. traditional and modern point of view. From a traditional point of view, office is that particular place of an organisation where both executive and clerical functions are performed. However, according to modern concept, office is the administrative centre of the organisation where both executive and clerical works are performed. Office is the work itself, not who does it or where it is done. Work can be done in the office, factory, store or by visiting the customer.Functions of an office:
Basic function:
1.
Receiving and collecting information
2.
Processing and arranging information
3.
Communicating or supplying information
4.
Retention of records
Axillary or administrative management functions:
1.
Protecting assets
2.
Reforming managerial functions
3.
Developing office system
4.
Form of designing and control
5.
Controlling stationery and supplies
Importance of an office:
- Solid proof of the
existence of the organisation
- Information centre.
- Reliable channel of
communication
- Preserve the
records
- Helps in
coordination
- Helps in managerial
control
- Importance to the
employees
- Importance to the
customers
Concept of office management:
Office management in a business enterprise is like the brain in the human body
which gives direction to perform its various functions. Office management
consists of two words: 'office' and 'management'. Office is an important place
for performing all administrative and clerical functions of an organisation. It
controls and coordinates the activities of people and departments of the
organisation. Management is the art of getting things done through others. It
is a process of planning, organising, directing, coordinating, supervising,
motivating, communicating and contributing the activities of people and
departments for the attainment of predetermined goals and objectives of the
organisation.
Importance of office management:
- Avoid delays
- Speedy work
performance.
- Effective internal
control
- Less overhead
expenses
- Effective
coordination
- Right person at
right job
- Training and
motivation of staff
Meaning of office accommodation:
Office accommodation request to the total space required to carry out office
activities. It is an important issue to be addressed by office management
today. The management must give serious consideration to the office at
accommodation. The decision regarding office accommodation has long run
implications. Pool office accommodation results in improper layout of physical
facilities, ineffectiveness, uneven flow of work, wastage and losses of office
resources and time, insecurity, poor working environment and dissatisfaction of
employees. Hence, proper office accommodation is the fundamental requirement
for the effective utilisation of office resources to achieve organisational
objectives. Office accommodation request proposition in various aspects of an
office.
Factors to be considered while selecting the right
office accommodation:
- Office location
- Choice of building
or accommodation
- Size of office
accommodation
- Shape of office
accommodation
- Layout of the
office accommodation
- Office environment
Office layout:
Office layout is also called office space planning. office layout refers to the
arrangement of machine, equipment and other physical facilities of an office on
the available space in a systematic and scientific way to ensure smooth work
with the least effort and cost. It can be understood as the scientific
arrangement of different departments, equipment and staff members within a
given available floor space with a view to make optimum utilisation of space
and ensure maximum efficiency of the office. In fact, office layout is
one of the most important tasks of office management.
Importance of office layout:
- Proper utilisation
of closed space
- Effective
supervision
- Better use of
office machines
- Provides compound
and increases productivity
- Smooth flow of work
