OFFICE MANAGEMENT.ppt

Microsoft office programs

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OMAR
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3. phone skills
effective listening
Professionalism
Skills of
Secretaries
. Effective skills
Types of
Offices
What Do Managers
Do?

4. What do u mean by office?
A location, usually a building or portion
of a building, where a company
conducts its business.
A companycanhave just oneoffice,
known as its homeoffice, or a main
officeand a variety of fieldofficesor
branchoffices

5. What are the functions of an
office?
The basic functions are essential to the
existence of the office.
•Theseinclude collecting,processing,
recording, storing and furnish information.
The administrative functions are
organization of office activities, control of
stationery, purchase of equipment, safe
guarding of assets, management of
personnel etc.

6. Types of Office Layouts
•Open Plan for Collaboration. ...
•Private Offices for Confidentiality. ...
•compartment Offices For Space Saving. ...
•Half Partitions as a cross Solution. ...
•Team Enclosures for Creative Spaces.

7. Upper level office jobs may require a
college education or even advanced
degrees.
•Auditing and Accounting. ...
•Receptionist and Scheduler. ...
•Office Administrative Assistant. ...
•Customer Service Representative. ...
•Medical Office Worker. ...
•Insurance Agent and Examiner. ...
•Drafting and Design Technician.

8. essential elements of office
management.
•Personnel. Office personnel are actually
performing the office work. ...
•Means. Means refers to tools used to
perform the office work. ...
•Environment. The nature of business
determines the environment of an office. ...
•Purpose.

9. Effective behaviors
Patience
Tolerance
Sensitivity
Empathy
Decisiveness
Sense of humor

10. Duties and responsibilities
of an office manager
Office managers essentially ensure the smooth
running of an office on a day-to-day basis and
may manage a team ofadministrativeor
support staff. Responsibilities typically include:
organisingmeetingsand managing databases.
booking transport and accommodation.

11. What does an office manager
do?
Office managers, also called administrative
servicemanagers, are business
professionals who are responsible for a
diverse set of administrative tasks.
Whether calculating payroll or hiring new
employees,office managersmust
perform their duties with decisiveness and
accuracy for a business to perform well.

12. Roles and functions of an office
Anofficemanager is responsible for monitoring
and reviewing systems, usually focusing on
specific outcomes such as improved timescales,
turnover, output, sales, etc. They may supervise
or manage a team of administrators,
allocatingroles, recruiting and training, and
issuing assignments and projects.

13. Office Manager top skills & proficiencies
-Communication.
-Analysis and Assessment.
-Judgment.
-Problem Solving.
-Decision Making.
-Planning and Organization.
-Time Management.
-Attention to Detail.

14. Office Manager Job Description;
•Point person for maintenance, mailing, shipping, supplies,
equipment, bills and errands.
•Organize and schedule meetings and appointments.
•Partner with HR to maintain office policies as necessary.
•Organize office operations and procedures.
•Coordinate with IT department on all office equipment.

15. The qualities of a good office
manager
•Unparalleled Flexibility
•Stellar Organization & Follow-Through. ...
•Complete Accessibility.
•Solid Communication.
•Unreasonable Optimism.
•Magical Creativity.
•Unwavering Self-Confidence.
•Jedi-Like Anticipation.

16. How To Hire An Office
Manager
•Write a Good Job Description. Think of your job
description as the hook to lure the best candidates
to your firm.
•Distribute Your Job Ad.
•Use Your Network.
•Ask Open-Ended Questions at the Interview.
•Check Their References.
•Follow Up With More Meetings.
•Competent with a Variety of Office Tasks.
•Strong People Skills.

17. 5 Ways to Become a Better
Office Manager
•Sharpen your communication skills. Being an
effective communicator is critical to everything you
do as an assistant, and it expands when you step
into a management role.
•Work on your people management skills.
•Be an innovative thinker.
•Develop your business acumen.
•Continue your education and professional
development.

18. qualities of office management
A good office manager can stand out with
strongleadershipqualities. A good office
manager must know how to listen, respond,
and problem-solve with solid solutions.
They must have
excellentcommunicationandinterpersonal
skillsand be able to chat with everyone from
the CEO to the postman.

19. Important of office manager
Office managersserve a critical role in
your company. They make sure that day-
to-day operations run smoothly so that
others in the business can perform their
jobs effectively. Hiring effective staff is
vital for anoffice managerwho is
responsible for smooth organizational
operations.

20. Activity#
Mingling#

21. What Secretary means?
Asecretaryis a person who is employed to do
office work, such as typing letters, answering
phone calls, and arranging meetings. ...
Thesecretaryof a company is the person who
has the legal duty of keeping the company's
records.

22. What do secretaries do?
•Secretariesand administrative assistants create
and maintain filing systems.
•Secretariesand administrative assistants perform
routine clerical and administrative duties. They
organize files, prepare documents, schedule
appointments, and support other staff

23. The skills that secretary need will best
prepare you for the job includes:
•Good organization skills.
•Good time management.
•Good communications skills, written and verbal.
•Discretion.
•Confidence with IT and computer packages.
•Accuracy and good attention to detail.
•An ability to stay calm and tactful under pressure.
•Self motivation.

24. Characteristics of a Good
Secretary
•be methodical, with a good eye for detail;
•be well organised, with an orderly mind;
•bring objectivity to the proceedings;
•deal promptly with correspondence;
•be able to take accurate notes of meetings;
•make sure members receive all the necessary
material;
•bring the necessary material to the meeting;

25. Qualities Make A Good
Secretary
•Organisational abilities.
•Clear, friendly and professional communication
skills.
•A personable phone manner.
•Initiative and drive.
•IT literacy.
•Honesty and discretion.
•Efficient time-management skills.
•A flair for championing a team ethic.

26. Why is a secretary important?
Thesecretaryduties are no longer
restricted in the field of administration, but
rather tend to continuously expand. ...
Maintain the consistency of working of a
secretarytowards the task and function is
veryimportantbecause most of the
responsibility lies on the Secretarythe
organization.

27. How do you become a
professional secretary?
Step 1: Research a Secretary's Career
Duties. Secretaries perform administrative,
clerical and even managerial tasks. ...
Step 2: Earn an Associate's Degree. ...
Step 3: Choose an Area of Specialty. ...
Step 4: Earn Certification. ...
Step 5: Obtain Employment.

28. role of the Executive Secretary
In addition to basic officefunctions,
theexecutive secretaryor administrative
assistantis also responsible for writing or
preparing reports, organizing and scheduling
meetings, reviewing incoming messages to
determine their significance, preparing
agendas for board meetings, making travel
arrangements, compiling

29. role of a secretary in a meeting
Thesecretary's rolein any formal group is to be
guardian of the process of meetings. They are
usually the person who makes the arrangements for
the meetings, including AGMs(Annual General
Meeting), and keeps formal records of the group's
process and decisions: the minutes of themeeting.
This may include keeping records of correspondence.

30. Is a secretary a professional job?
Yes,
Professionalsecretaries, also known as
administrative or executive assistants,workin
offices to assist with tasks and ensure the
efficient running of an organization. They are
employed by large corporations, non-profits,
governmental agencies, small businesses and
many other types of organizations.

31. The End
Thanks for Your Attention.
Go to your Job….. Good Lucky