Office management

Office Management BBA PPT Study Material and presentation by Prof.Gopalakrishnan

1. OFFICE MANAGEMENT Presented By V. Gopalakrishnan ., M.Com.,M.B.A.,M.Phil.,PGDMM.,SET .,( Ph.D ) Assistant Professor & Head, Department of Business Administration, Kamaraj College, Tuticorin .

2. UNIT - I V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

3. Office - meaning Office means a place or area where clerical work has to be performed with the help of appliances like pen, pencil, eraser, typewriter or computer etc. Definition Mills & Standing Ford, “The office is the administrative center of business. The purpose of an office has been defined as the providing of a service of communication and record” V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

4. Importance of office Office is the brain of a business organization It is acting as a data bank Facts & figures have supplied to the management for better decision Office is an indispensable part of business organization Office aids management bring co-ordination Channel of Communication Aids in managerial control office as an information system V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

5. Function of modern office Receiving information Collecting information Recording information Creating records Processing or arranging information computation and statistical work Analyzing information Maintenance of records retention of records Communication of information V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

6. Office management Office management means the process of planning, organizing, guiding, communicating, directing, coordinating and controlling the activities of a group of people who are working to achieve business objectives efficiently and economically. V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

7. Office manager An office can collect, receive, record, process and communicate the information with the help of group of people These office activities are to be organized and controlled by a responsible person who is called office manager He has to be perform the work efficiently and economically He employs the personnel with proper means of work V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

8. Qualifications of office manager Office manager must be able to plan the office work & organize the work Direct & motivate staff to perform the work efficiently Good office manager should have a business experience good command of language A role model of leader good organizer Sound decision maker Ability to take clear direction Common man Sincere worker Understand the feelings of others Team spirit Self confidence He should not get angry at any situation V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

9. functions of office manager Staffing Leadership Training Co-ordination Work measurement Motivation Discipline Accounting Stationery Control Costing Organizer Supervisior V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

10. UNIT – II Office environment Environment is the surrounding in which human resources or brought up or working. Office environment plays an important role on the efficiency of the employees V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

11. Office layout Meaning Office layout means the systematic arrangement of office equipment's, machines and furniture and providing adequate space to office personnel for regular performance of work with efficiency. Definition According to Little Field, Office layout is the arrangement of equipment with the available floor space. V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

12. Objectives of office layout Effective utilization of available floor space Both power & Telephone service is made Office supervision is more easy Providing good working condition Reception room is near to the entrance gate so that visitors feel easy Employees will be satisfied A sense of belonging & loyalty should be made in the minds of employees Free flow of communication Avoiding noise and disturbing Office layout interlinking of each sections Provides privacy Sufficient natural or artificial light Provides safety V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

13. Open office Open office is a place where the staff and equipment's of all departments are accommodated in a single room V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

14. Open office Advantages Economical Effective supervision Better lightning & Ventilation Better Communication Flexibility Smarter look Democracy Minimum movement of staff Centralization Disadvantages Lack of secrecy No concentration Dirty appearance Low morale Impersonal Atmosphere Noisy Unhealthy V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

15. Private office Private office is small rooms or cabinets which are separated from open office by partitions. Ex.Top executives like Managing Director, Secretary, HOD V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

16. private office Advantages Privacy Personal Atmosphere Concentration Clean Appearance Healthy Atmosphere Disadvantages Uneconomical Costly Supervision Poor natural lightening & ventilation Affects free flow of work Poor communication Inflexible V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

17. Physical conditions to the office Lightning Ventilation & Temperature Interior decoration Office furniture and fittings Freedom from noise & dust Cleanliness Safety Security Secrecy Physical hazards V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

18. Office lightning The primary component of office environment is lightning. Adequate lightning system must be provided in the office V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

19. lightning Kinds of Lightning Natural lightning Artificial lightning Fluorescent lightning Incandescent lightning Advantages Increased output Better quality Reduction of Fatigue Better employee morale Higher prestige V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

20. Cleanliness Dust should not be allowed to cover the lamps, bulbs, tubes, reflectors, walls, ceilings, windows, lamp shades etc. Emergency lighting to be provided to avoid work stoppage Ventilation & Temperature Proper ventilation & temperature are important of office environment, office premises are properly ventilated. Supply of quality air in the right quantity, right humidity and the right temperature in an office. Natural ventilation Artificial ventilation Air-conditioning Modular design equipment V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

21. Furnishings Furnishings include Curtains Chairs Tables Sofa covers Foot Matters etc. Wall hangings Furniture Noise and Dust Safety Security Fire precautions Regulating entry Security arrangements Safeguarding premises ID Cards Types of noise Internal Noise External Noise White noise V. Gopalakrishnan ., M.Com.,MBA.,M.Phil.,PGDMM.,SET .,

22. INWARD MAIL PROCEDURE Receiving the mail Sorting the mail Opening the mail Scrutiny of Contents date – stamping of the mail Recording the Mail Distributing the mail Follow up OUTWARD MAIL PROCEDURE Production of letters Collection of letters Entering mail in outward mail register Folding the letters Preparing the envelope Sealing and stamping Posting or delivery of mail V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

23. Unit – iii (mail handling) Mail may be described as any written communication which passes through the messenger, courier or the post office. There is a need of continuous contacts with the customers, suppliers, branches, departments, banks, financial institutions, govt agencies. Types of Mail Service Incoming or inward mail Outgoing or outward mail Inter-departmental mail V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

24. Centralized mail handling An individual maybe required to handle the entire mail service if the size of business organization is small or the volume of mail is very small. The main object of centralized mail service is to handle the mail efficiently and economically. Advantages Mailing dept is responsible for handling of mail ie ., inward, outward Systematic handling Functional departments are relieved from the work It reduces the duplication of work Efficient, accurate and speed in mail service is available through the specialization Qualified supervisor can appointed Better coordination Savings in time and money V. Gopalakrishnan ., M.Com.,MBA.,M.Phil.,PGDMM.,SET .,

25. FILING Filing is a form of record keeping. Documents are filed in such away that they maybe available whenever required. This is the main purpose of record keeping. Advantages of Filing Efficiency Ready reference Protection Planning Better control Quality Decision Evidence Legal Compliance Follow up Objectives of Filing Proper arrangement of records Proper sorting and storing of records Easy availability of records V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

26. Methods of filing Metal holders Bound Books Expanding Alphabetical cases Spike or Pillar file Concertina File Box Files Pigeonhole File Press Copy Book V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

27. UNIT – IV (INDEXING) Indexing means an arranged system through which the required documents and papers are easily located for the speedy disposal of urgent or ordinary matters. Objects of Index Filed documents located easily and quickly Increase the efficiency of the filing Improve the efficiency of the office operation V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

28. Types of index Book Index Vowel Index Bound Book Index Loose Leaf Index Card Index or Vertical Card Index Visible Card Index Strip Index Wheal Index Frames V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

29. Book Index V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

30. Bound book index V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

31. Loose leaf index V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

32. Card index V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

33. Visible card index V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

34. Strip index V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

35. Frame index V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

36. Office forms A form is printed or cyclostyled piece of paper containing some information with blanks spaces left for the entry of required information briefly by the persons using it. Types of Forms Purchase forms Sales forms Accounting forms Correspondence forms V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

37. Office forms Objectives Required info is alone received No information misrepresented More clerical work saved Information supplied quickly Collection of information is easy Increasing clerical efficiency Quick & Clear understanding Advantages Simplify the office procedures Time save Reduce chances of mistakes Preservation of records Fixation of responsibility Aid to planning Better human relations Reduce cost of office operation Systematic recording of info Better customer service V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

38. Unit – v (office appliances) Office Machines Modern office requires many machines and equipment for effective performance of assigned work. The reason is that there is a need of speedy, accurate, and efficient performance of office work Objectives or Importance Quick and effective performance of office work Accuracy of performance Reducing labor cost due to machines Monotonous performance maybe reduced More info collected in the less time Time can be saved Fraud may be reduced Work procedure may be standardized V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

39. Factors in Selecting Office Machines Office Requirements Cost of machine Savings of Time and energy Life of Machine Simple in Operation Quality Flexibility Operating cost Portability Service Impact on Staff Fullest use Style and design Suppliers Standardization V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

40. Types of office machines Telephone Dictaphone Machines Stenographic Machines Duplicating machines Ipsophone Photocopying machines Accounting machines Calculating machines Type Writers Standard Typewriter Portable Type writer Noiseless Typewriter Electric Typewriter V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET., Tabulating Machines Billing Machines Cash Register Coin handling Machines Time recording machines Cheque writing machine Electronic computer Fax Binding Machine

41. V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

42. V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,

43. THANK YOU V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,