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1. OFFICE MANAGEMENT Presentation by Ekron Paul- Principal Administration Moris Katiko - Ass. Director Administration

2. Definition of an office and office management An office is room, set of rooms, or building used as a place for commercial, professional or work. Office management is the technique of planning, organizing, coordinating and controlling office activities with a view to achieve business objectives and is concerned with efficient and effective performance of the office work. The success of a business depends upon the efficiency of its office.

3. ELEMENTS OF OFFICE MANAGEMENT Planning, Organizing, Leading Controlling.

4. FUNCTIONS OF AN OFFICE The functions of a modern office may be classified as Basic functions or Administrative functions. The basic functions of office include, Collecting information and communication Recording information; Arranging, analysing and processing the information; Preserving information Supplying information.

5. IMPORTANCE OF AN OFFICE Communication Public Relations Recruitment Collecting information Creating records Planning Safeguarding assets Accounting Analyzing information Coordinating Data Entry Making office agendas Management functions Organizing

6. CHARACTERISTICS OF OFFICE MANAGER/ADMIN Leadership and team management Good communication skills Good listening skills Organizational and Time Management Skills Problem-Solving and Decision-Making Abilities Adaptability and Flexibility Financial Management Skills Financial Management Skills Conflict Resolution Skills Good Customer Service Emotional intelligence  Honesty Dedication

7. IMPORTANCE OF OFFICE ORGANISATION  Office organization is the arrangement of work such that the activities of an enterprise are divided among its personnel and duties and responsibilities.

8. Communication Increased efficiency Coordinating Cost reduction Efficient resource allocation Information Center Less Stress Maintains office efficiency Objectives of an office Safety Act as a communication channel Company culture Controlling Planning Preserving information Public relations

9. FORMS OF OFFICE ORGANISATION Hierarchical The hierarchical office organization is the most traditional and common type of office organization. Its based on a pyramid structure, with a single leader at the top and various levels of management underneath them. At each level of the hierarchy, there are different roles and responsibilities. This type of office organisation is great for businesses that need to be highly organised and structured. It helps ensure that everyone understands their position in the organisation and knows their responsibilities.

10. 2. Flat The flat office organization is the opposite of the hierarchical office organization. This type of office organization needs a clear leader, and roles and responsibilities are more evenly distributed among the team. This type of office organization is great for businesses that want to encourage collaboration and creativity. It allows everyone to have their say and contribute their ideas, leading to greater innovation and productivity.

11. 3. Matrix The matrix office organization is a hybrid of hierarchical and flat organizational structures. It combines the structure of a hierarchical organization with the flexibility of a flat organization. This office organization is great for businesses that need to be organised and collaborative. It allows for both clear leadership and the ability to work together as a team.

12. 4. Networked The networked office organization is based on collaboration between teams and departments. It focuses on communication and sharing information, resources, and tasks. This type of office organization is great for businesses that need to collaborate with external partners or stakeholders. It allows for the easy sharing of information and collaboration between different teams.

13. 5. Virtual The virtual office organisation is based on a decentralized team structure. This means that team members can work from anywhere in the world, including their own homes. This type of office organization is great for businesses that dont have physical office space or need to save on overhead costs. It allows for increased flexibility and cost savings while maintaining collaboration and productivity.

14. 6. Functional Functional structure is a type of organizational structure that groups together employees based on their areas of expertise. It is a traditional type of organizational structure where departments are created according to the different functions within the organization, such as marketing, finance, and operations. Each functional area is led by a functional manager responsible for that department’s performance. All of the departments are then connected to the top-level management, forming a hierarchical structure. This structure allows for clear communication and accountability, as each functional manager is responsible for their departments performance.

15. 7. Divisional Divisional structure is an organizational model that divides an organization into separate divisions, each of which specializes in a particular area of expertise or product line. These divisions are typically arranged hierarchically, with each having its own set of personnel and reporting up to a higher-level manager. This structure is advantageous because it allows an organization to customize its offerings based on customer needs while providing specialization and coordination to ensure efficiency.

16. PRINCIPLES OF OFFICE ORGANISATION  Planning & vision Having leaders that are consistently evaluating processes, organizing information, delegating tasks and predicting pitfalls is entirely necessary for businesses that want to stay competitive within their market and find new ways to delight their consumers.

17. 2. Maintenance of order Office management is a constant juggling act of planning, execution, review and staff management. A great manager needs to be able to keep every aspect of his or her role afloat simultaneously through prioritization and effective time management. This ensures clarity, balance, structure, consistency and productivity throughout the entire organization.

18. 3. Communication Both words and context matter. In order to maintain the respect of both employees and customers, you not only need to speak with conviction and authority, but finesse. The wrong word or tone can irreversibly change a person’s perception of you or your company. Great communication skills can help de-escalate times of conflict or motivate employees through times that are good, bad or neutral.

19. 4. Drive The energy and intention of a leader is palpable for everybody on the team. When an owner, senior executive or manager are the first ones in and the last ones to leave, when they are the first people to step up and offer a solution to problems, it sets a strong, positive and motivating precedence that ripples throughout the organization.

20. 5. Direction & control This often is perceived as bossiness, however, giving direction and taking charge of various situations is critical for maintaining productivity and harmony within an office. Clear direction provides employees with clarity. Control is pivotal not just for ensuring productivity but more importantly for managing small and large crises. Inaction can allow small mishaps to become major issues. Exceptional managers are the first to step up when the time comes.

21. TIPS FOR MANTAINING AN ORGANIZED WORKPLACE  Process, process, process When you have clear and precise processes laid out for all of your business functions, you empower your team to operate with focus and confidence. Processes keep workplaces organized by limiting the potential for unfinished tasks and projects to pile up and create  clutter  and chaos. 2. Establish a clear and comprehensive digital structure for communication Not only will a physical paper trail clutter up your workspaces quickly, but it leaves your team vulnerable to misplacing valuable information. Housing your directions, notes and SOPs in a well organized and easily accessible digital platform can provide your team with clarity and confidence. Having a digital hub can also free-up your chain of command by being a go-to reference for employees. This avoids unnecessary questions or idol time. Utilizing a combination of dedicated Slack channels, G Suite and a project management software can help you keep your communication and information organized and clearly structured for ease of use. 3. Commit to cleaning up before you leave This sounds idyllic and simple, but sometimes establishing stedfast rules is the most effective way to operate. Committing to cleanliness not only helps with physical clutter but it also establishes a mindset of organization that permeates the entire workplace. 4. Create dedicated and hyper-functional work zones In addition to the operational processes you establish to promote workplace productivity and organization, your team will still need logistical support to perform their daily tasks. 

22. TYPES OF OFFICE LAYOUT Cellular Office Layout One of the most popular office layouts, the cellular office layout makes use of the entire floor space and divides it into individual offices that can be separated by closing a door.  Traditional Office Layout A traditional office layout consists of individual offices that are permanent or semi-permanent Open-Plan Office Layout In an open-plan office layout, partition walls are ditched altogether. Here, workspaces are otherwise created using furniture for definition. Team-Oriented Office Layout This type of layout is a recent approach to office styles where employees are grouped by team, hence the name.  Hybrid/Combination Office Layout A hybrid or combination office layout combined elements of all the above-mentioned office designs to accommodate the unique needs of your company as efficiently as possible

23. IMPORTANCE OF OFFICE LAYOUT Improves employee morale. Delivers better business output. Enables effective management of changes. Increases employees’ productivity. Facilitates supervision Promotes smoother communication Ensures effective use of equipment.

24. OFFICE ETIQUETTE Office etiquette is the code of ethical behavior regarding professional practice or action among the members of a profession in their dealings with each other. Utilizing etiquette in the workplace can ensure that everyone feels comfortable while being productive

25. Offer a polite greeting. Make conversation. Be mindful of others. Silence your phone. Give your undivided attention. Keep the workplace clean. Arrive on time. Eat in the break room or outside the workplace. Dress appropriately. Meet in designated spaces. Consider your body language.

26. TYPES OF OFFICE EQUIPMENT Dictation Machines. Printers. Document Scanners. ... Photocopy Machine, Copiers. ... Laminate Machines. ... Label Makers. ... Shredders. ... Computer Projector For Presentation or Meeting.

27. OFFICE POLICIES AND PROCEDURES attendance and absence. employee behavior. company /organization values. break and mealtime policies. confidentiality. use of company property. use of social media. plagiarism.

28. SELECTING OFFICE EMPLOYEE Application. Resume screening. ... Skills assessment test. ... Screening calls. ... Interviews. ... Background checks. ... Reference checks. ... Decision.

29. SUPERVISING OFFICE EMPLOYEES Establish clear goals . Provide training, performance expectations and ground rules. Develop a student employee procedures manual (if appropriate).

30. Delegate!  Assume that the students you have hired are competent and responsible. Provide them with the potential for learning and growth.

31. Set a positive example of professional, polite, and ethical behavior . If students witness a supervisor that is punctual and professional, students will learn to do the same.

32. Remember that student employees are students first . If there is a conflict between a student's academics and job, academics must come first. The student can and should however learn how to manage time so that the impact on the position is minimal. Make it clear what is expected regarding the commitment and how to notify you if they must be absent.

33. Show appreciation for exceptional work . Positive feedback, especially when given in front of one's peers, costs nothing and provides a quick, effective reward.

34. Allow for student input . Ask your student employees what they think of a certain project. They have a lot to offer! Be a teacher . You most likely possess a great deal of knowledge and skills, so share these with your employees.

35. Encourage risk-taking and decision-making . Letting students know that you trust as well as believe in them helps to foster a sense of cohesiveness, which can lead to increased self-esteem. Please remember that this is a learning experience for the students you hire.

36. Communicate openly and honestly . A student employee should always know how they are doing. Let your student employees know you are observing . Hold them accountable for incorrect behavior (late for shift, missed time entry, unprofessional behavior, etc.) when issues initially arise. If you let things ‘slide’, they are likely to become bigger issues that are harder to resolve with significant consequence. 

37. MOTIVATING OFFICE EMPLOYEES Focus on developing a positive work culture. Encourage creativity and innovation. Foster recognition and appreciation within the company. Offer flexible scheduling. Promote teamwork and collaboration. Set clear and measurable goals. Give your employees a sense of purpose. Offer trainings and developments Understand what drives each employee

38. BENEFITS OF MOTIVATING EMPLOYEES Increased retention rates Employee engagement and purpose are among the biggest factors in someone’s decision to stay at a job.  Research from Gallup  during the height of the Great Resignation found the highest quit rates among employees who weren’t engaged and those who were actively disengaged. On the flip side, motivated workers are more likely to be engaged. The resulting job satisfaction has a big impact on retention. The steps you’ll take as HR leaders and managers to motivate performance, such as creating visible opportunities for growth and recognizing employees for their achievements, can inspire greater loyalty in your people, influencing retention rates.  Improved performance High performance levels result when people can do their best work in roles that suit their talents. Highly motivated people are more invested in the work and more likely to proactively identify obstacles to  employee performance  before those obstacles halt their momentum. Motivated employees are also more likely to be focused, which makes their work more efficient. More engaged employees Employees are engaged when they devote their mental, emotional, and behavioral energy to producing their best work. Motivation is a drive to act in a certain way. People who are motivated by their work will be more focused on achieving their goals, and therefore more engaged.  Stronger company culture Motivated employees are passionate about their work. An entire workforce of passionate people produces a culture aligned on shared goals. Workers know they can trust and support each other while getting results, sharing positive feedback, and celebrating wins together. All of this strengthens their bond as a team.

39. APPRAISING PERFOMANCE OF OFFICE EMPLOYEES  Refers to the regular review of an employee's job performance and overall contribution to a company.  CRITERIA OF APPRAISING PERFORMANCE his method involves using a numerical rating scale to evaluate employee performance. Managers rate employees on a scale of 1 to 5 or 1 to 10 on various performance criteria, such as quality of work, productivity, communication skills teamwork.

40. OFFICE SERVICES On-Site Document Printing and Production  Mail Room Management  Records Management and Document Management  Office Services and Hospitality  Printer Fleet Management  Legal Document Services  Scanning Services  Graphic Design Services   Printing Services 

41. RECORDS MANAGEMENT Records management is the supervision and administration of digital or paper records, regardless of format. Records management activities include the creation receipt maintenance disposal of records.

42. ADVANTAGES OF RECORDS MANAGEMENT Control the Generation and Growth of Records. ... Effectively Retrieve and Dispose Records. ... Assimilate New Records Management Technologies. ... Regulatory Compliance. ... Minimize Litigation Risks. ... Safeguard Important Information. ... Cut Costs, Save Time & Efforts. ... Better Management Decision Making.

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