office management how to manage and behave in office.pptx

Office Management

1. Office Management By: Director (T,R & D) Madiha Ijaz

2. Definition : Organizing and administrating the activities that normally occur in any day to day business office environment. Office management can be define as planning, controlling and organizing the work of offices as well as the mobilization of those who carry it out in order to achieve goals.

3. Definition of an Office: An office can be described as a place where information on paper converges, is documented, preserved and used for current and future operations of the organization. Office is a place where business is transacted or carried on.

4. Importance of an office: Serves as an information center Serves as a channel of communication Aids in coordination Aids in managerial controls Benefits subordinates Serves the customers Facilitates interface with government

5. General functions of an office: Basic or routine functions: Receiving and collecting information Recording information Arranging or processing information Communicating information . Two way channel . Classification of information

6. General functions of an office: 2. Administrative Management Functions: Providing safety and record of assets Instituting office systems and routine Inducting and training personnel Providing effective public relations

7. Main functions of office Management: Planning Organizing Staffing Directing Coordinating Controlling Motivating

8. Planning in Office Management

9. Planning: Planning is the process of thinking about and organizing the activities required to achieve a desired goal.

10. Characteristics of Planning : Increase efficiency Reduces risks Best use of available resources Best use of available time Answers to what, when, where and how

11. Planning in Office Management: Choosing premises: . Meets organization’s needs . Availability of best facilities . Old or new building . Cost

12. Cont …. Location: . Cost . Facilities available . Transportation facilities . Communication facilities . Noise

13. Cont …. Leasehold or Freehold: . Meeting needs . Restrictions . Investment . Decoration . Change of location . Maintenance

14. Cont …. Office layout Legal requirements: . Meet legal requirements . Safety . Security . Health

15. Organizing in Office Management

16. Organizing: Assembling required resources to attain organizational objectives. Arranging several elements into a purposeful sequential or spatial or both order or structure. To place different objects in logical arrangement for better searching.

17. Organizing in Office Management: Organizational structure Organizational chart Formal reporting relationships Assignment of responsibilities Assignment of duties Assignment of authority Allocation of resources

18. Cont …. Organizational structure

19. Cont …. D efines how activities such as task allocation, coordination and supervision are directed towards the achievement of organizational aims. D etermine the modes in which it operates and performs. Expressed allocation of responsibilities for different functions and processes to different entities such as branch, department, workgroup and individual.

20. Organizational Chart

21. Cont …

22. Purpose of an O rganizational Chart : Whole organizational structure can be seen at glance. Easier to analyze and review the structure when it is represented graphically. Management relationships are visible. Spheres of responsibilities and authority are defined. The span of control of each supervisor/manager can be seen. Lines of communication are visible Weaknesses in organization can be more easily diagnosed.

23. Formal reporting relationships

24. Cont …. Line relationship. Lateral relationship Functional relationship

25. Assignment of Responsibilities: Means the area of work for which a person or group of people is accountable.

26. Assignment of Duties: Duties are the work requirement arising from the responsibilities

27. Assignment of Authority: Authority means the right to make decisions and to take action.

28. Allocation of Resources: Resources allocation is a process and strategy involving a company deciding where scarce resources should be used in the production of goods or services.

29. Staffing in Office Management

30. Definition : Staffing is the process of acquiring deploying and retaining a work force of sufficient quantity and quality to create positive aspects on the organization’s effectiveness.

31. Staff Management: Staff Management is the management of subordinates, in an organization.

32. Cause of Weakness in staff management: Favoritism Rigid discipline Lack of understanding of people and human relations Not giving respect to differences Not listening to the others perspectives

33. Manpower planning: To ensure that the right number of staff are available at any time with the required training and expertise. It is a long range planning.

34. Training of Staff: Types of trainings: On the job training Off the job training In house training External training

35. Staff Appraisal and reporting in Office Management

36. Staff Appraisal: It is the systematic evaluation of the performance of the employees and to understand the abilities of the person for further growth and development.

37. Advantages of the Staff Appraisal: Promotion Compensation Employees development Selection validation Communication Motivation

38. Staff Reporting: Written reports of employees, progress used for choosing people for promotion. Personal record of assessed qualities related to his personality and work . PE Rs performance appraisal etc.

39. Staff Reporting: Annual staff reports e.g. PE Rs Personal data Trainings DPE Career record of the year Attributes evaluation

40. Directing in Office Management

41. Definition: Directing is the process in which the managers instruct, guide and oversee the performance of the workers to achieve predetermined goals. Directing means providing guidance to workers in doing work.

42. Characteristics of Directing: It is performed by managers at all levels and in all locations. Continuous activity Human factor It involves study and molding of human behavior. It improves interpersonal and intergroup relationship. Creative activity

43. Coordinating in Office Management

44. Definition : Coordination is the unification integration synchronization of the efforts of group members so as to provide unity of action in the pursuit of common goals.

45. Characteristics of Coordination: Integrates group effort Ensures unity of action Continuous process All pervasive function Responsibility of all managers

46. Controlling in Office Management

47. Controlling: It means setting standards, measuring actual performance and taking corrective action.

48. Controlling: Quality control Accuracy: Checking, scrutinizing, computer control Appearance: Neatness, impressions Judgment Junior’s task’s supervision Audit

49. Motivation in Office Management

50. Motivation: Internal and external factors that stimulate desire and energy in people to be continually interested and committed to a job, role or subject, or to make an effort to attain a goal

51. Staff Morale

52. Staff Morale: The collective attitude of workers towards one another, their employer, the management and their work. It is a collective term, and is meant to include the sum or average of all the individual attitude.