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Edit Comment Close Premium member Presentation Transcript By Peter Andrea: By Peter Andrea OFFICE PROCEDURES AND RECORDS MANAGEMENT TOPIC 1: INTRODUCTION TO OFFICE & OFFICE MANAGEMENT P Tuesday, March 06, 2012 By PETER ANDREA 1Introduction to office management: Introduction to office management Definition of Office and O ffice Management Importance of Office Management Functions of Office Roles of an office Manager Tuesday, March 06, 2012 2 By PETER ANDREAOffice and Office Management: Office and Office Management According to J.C. Denyer, an office is a place where clerical operations are carried out. In other words, office means and includes a place where the clerical work is done . But today the word office is used in broader sense. That is to say; It refers to the functions performed by a certain group of persons . Tuesday, March 06, 2012 3 By PETER ANDREAOffice and office management: Office and office management Important thing to remember in above definition is that the term office has reference to the set of activities performed, a place is not necessary. Tuesday, March 06, 2012 4 By PETER ANDREAFunctions of an office: Functions of an office (a) Basic functions Receiving and collecting information -internal and external sources related to organizational activities. Information may be in the form of letter, orders, invoices etc. Recording information -The information has to be converted into some form of written records. Tuesday, March 06, 2012 5 By PETER ANDREA (a) Basic functions of an office : (a) Basic functions of an office Processing information – computation and statistical work. -Information, facts and data collected have to be arranged, processed and organized in a suitable form before these can be supplied to the management. Tuesday, March 06, 2012 6 By PETER ANDREA (a) Basic functions of an office : (a) Basic functions of an office Supplying information -It is the duty of the office to give information to the organizational members whenever it is required. Coordination and public relations - Link between and among departments and outsiders. -public relations functions. Tuesday, March 06, 2012 7 By PETER ANDREA(a) Basic functions of an office: (a) Basic functions of an office It is significant for the office to maintain cordial relations not only with other department of the organization but also with the outsiders such as customers, suppliers, other organizations and government departments. Tuesday, March 06, 2012 8 By PETER ANDREA (b)Administrative functions of an office : (b)Administrative functions of an office Organizing the office -This involves performing management function such as planning, organizing, directing and controlling. Development of office systems and procedures -Since all the jobs in the office are interdependent and interrelated, there should be proper sequencing or routine for each type of work to ensure its continuous flow. Tuesday, March 06, 2012 9 By PETER ANDREA(b)Administrative functions of an office: (b)Administrative functions of an office Procurement of office furniture, equipment and machines -The office manager has to select and purchase the right type of furniture, equipment and machines according to the requirements of the office. -These has to be used by the staff to perform their jobs. Tuesday, March 06, 2012 10 By PETER ANDREA(b)Administrative functions of an office: (b)Administrative functions of an office Control of office stationary and supplies -Since office work primarily constitutes the records of the enterprises, it is essential to select and purchase right type of stationeries which are necessary for collection, compiling and arranging of records Safeguarding of assets -The assets must be safeguarded against loss or damage by fire, theft or any other means. Tuesday, March 06, 2012 11 By PETER ANDREA(b)Administrative functions of an office: (b)Administrative functions of an office Provision of services -The office provides services such as typing, handling incoming and outgoing mails, provision of forms etc to all the departments of the organization. -Also arranges meetings and conferences of various executives. Tuesday, March 06, 2012 12 By PETER ANDREA(b)Administrative functions of an office: (b)Administrative functions of an office Performance of personnel functions -recruits and selects the personnel and places them on various jobs of the office -proper training and development Tuesday, March 06, 2012 13 By PETER ANDREAOffice Management: Office Management Management According to Terry, management is a distinct process consisting of planning, organizing, directing and controlling, performed to determine and accomplish stated objectives by the use of the human resources and other resources. From this definition, management is a continuous process. Tuesday, March 06, 2012 14 By PETER ANDREAOffice Management: Office Management Office management , According to Jain and Chhabra, 2006. Office Management is concerned with the application of principles of management for getting office work done through the office personnel. It means planning, organizing, coordinate and controlling the activities of an office which are done by the persons working in the office by using the materials, methods, machines and necessary to do the work. Tuesday, March 06, 2012 15 By PETER ANDREA Elements of office management : Elements of office management Personnel -Suitable people must be selected -Must be trained -must be motivated Means -material, methods, machines and equipments required for the performance of work by the office employees Tuesday, March 06, 2012 16 By PETER ANDREAElements of office management: Elements of office management Environment -provides for congenial office environment which have an important bearing on the efficiency of office personnel. Purpose -Determination of purpose of the office will provide direction to the office activities and it will make it easier to evaluate the performance of different individuals. Tuesday, March 06, 2012 17 By PETER ANDREAOffice manager: Office manager Management of the office is entrusted to an executive known as Office manager. It is the officer who is responsible for planning, organization and control of office operations and direction of office personnel for the achievement of the purpose of the office. Tuesday, March 06, 2012 18 By PETER ANDREARoles of Office Manager : Roles of Office Manager Office Organization -Providing efficient clerical services to top management and other department Staff management -selection, training, placement and remuneration of office staff. -The office manager supervises the performance of office employees and motivate them for better performance Tuesday, March 06, 2012 19 By PETER ANDREARoles of Office Manager : Roles of Office Manager Provision of efficient services -helps others achieve their objectives by providing them the necessary clerical and other services. Office systems and routines -should have a thorough knowledge of all office systems and routines Advice to other departments -Some work is performed in all the departments so the office manager provides advice in organizing Tuesday, March 06, 2012 20 By PETER ANDREARoles of Office Manager : Roles of Office Manager Public relations -keeps continuous liaison with the general public and government agencies. Example, Conveys to the public the objectives, policies and programmes of the business. Mouth – piece of Top Management -Communicates the top mgt policies & decisions through the organization. Tuesday, March 06, 2012 21 By PETER ANDREARoles of Office Manager : Roles of Office Manager -Collects various reports and submits them to the top management for decision making. Tuesday, March 06, 2012 22 By PETER ANDREAQualities of Office Manager: Qualities of Office Manager Sound education -He should have specific required level of education and specialization. Knowledge of office procedures -he should have practical knowledge of office routines and methods to distribute office work among employees in a better way. Tuesday, March 06, 2012 23 By PETER ANDREAQualities of Office Manager: Qualities of Office Manager Specialized knowledge and training -He should have specialized knowledge and training in the area of his responsibilities ( eg . Finance and personnel) in order to perform his duties efficiently. Personal qualities -He must have strong moral character (truth, justice and honesty) Tuesday, March 06, 2012 24 By PETER ANDREAQualities of Office Manager: Qualities of Office Manager Leadership qualities - Influencing rather than commanding -Build team work -Delegate authority Tuesday, March 06, 2012 25 By PETER ANDREAEND OF TOPIC 1: END OF TOPIC 1 THANK YOU Tuesday, March 06, 2012 26 By PETER ANDREA You do not have the permission to view this presentation. In order to view it, please contact the author of the presentation.