What is an office? 5.

Coordination
The term Office comes from the Roman Latin, Supporting Functions
Officium, a term loosely defined as a ‘bureau’ or
a formal position’. In common parlance, it is a 1. Execution of management functions
place where clerical work is performed and
2. Development of office system and routines
where all kinds of paper work (letters,
correspondence, files, records etc.,) are dealt 3. Designing of requisite forms
with.
4. Procurement of office furniture, equipment
Definitions of Office and machinery
“An office is the place where the control 5. Procurement of office stationery and supplies
mechanisms for an enterprise are located,
where records are initiated for communication, 6. Performance of personnel functions
control and efficient operations of the
enterprise.” 7. Ensuring safety of assets

- George R. Terry 8. Securing public relations

“The office is the administrative center of Importance of Office to an Organization

business. The purpose of an office has been
“No organization worth its name can exist
defined as the providing of a service of
without an office.”
communication and record.”
- Mills and Standingford • A business enterprise cannot face challenges
and problems without the assistance of a well-
“Office is a unit where relevant records for the organized office.
purpose of control, planning and management
of the organization are prepared, handled and • All operations are directed, coordinated and
preserved. Office provides facilities for internal controlled through a pivotal point – Office.
and external communication and coordinates • A well-organized office makes it possible for
activities of different department of the management to plan its operations, execute
organization. effectively, appraise results and coordinate all
- Littlefield, Rachel and Caruth activities of the business.

Functions of an Office The following are the factors influencing the

importance of an Office:
Receive > Process > Tabulate/Recording >
Communication 1. Office as an information center

Basic Functions 2. Channel of communication

1. Receiving and collecting information 3. Aids in coordination

2. Maintaining a record of the information 4. Aids in managerial control

3. Systematic arrangement & analysis of 5. Importance vis-à-vis workers

information 6. Importance vis-à-vis shareholders and
4. Disseminating information creditors
7. Importance in relation to customers 8. Secretarial

8. Importance in relation to government and Duties of an Office Manager In relation to the

general public top management:

Types of an Office 1. Support and implement the policies,

objectives, budgets, etc.
1. Front Office
2. Report back to the top management
2. Middle Office
3. Cooperate with outside management
3. Electronic Office
consultants
4. Virtual Office
In relation to the work:
5. Back Office
1. See that the work is done efficiently as per
Office Manager schedule and as per methods and systems
designed.
 Implementation of Policies
 Influencing Morale 2. Ensure continuity of the work
 Public Relations 3. Ensure that all equipment are in good
 Neutral Link working condition to eliminate wastages.
 Recruitment, selection and training
Duties of an Office Manager In relation to the
subordinates:
Qualities that make a Good Office Manager
1. Responsible to assess the
1. Proper education, training and experience
quality of staffing
2. Ability to delegate work
2. Act as link between
3. Ability to organize
management and employees
4. Leadership
3. His subordinates must
5. Personal qualities
consider him as the
Functions of an Office Manager
representative of the
1. Recruitment of staff
management
2. Training of staff
In relation to associates:
3. Devising methods of work measurement and
compensation 1. Cooperate with them fully to fulfill
organizational goals and objectives
4. Promotion
2. Aim at system integration
5. Coordinating
3. Ensures consistency of procedures and
6. Controlling stationery and supplies policies to avoid conflict of different managers
7. Accounting and costing
 Office Appliances Selecting Office Appliances

Office equipment and machines play a vital role It would be worthwhile to keep the following
in the efficient performance of office work. They principles in mind while selecting office
are crucial for the accurate and speedy machines and equipment:
performance of office work by the clerical staff.
Principle of cost Principle of cost Principle
Mechanization Principle of of standardization
standardization
Office mechanization refers to a process Principle of quality Principle of quality
whereby office machines and equipment are Principle of optimum Principle of optimum use
introduced in the office with a view to aid use
administrative processes. Principle of Principle of maximum
maximum benefit benefit Principle of
Machines have become indispensable for
Principle of durability durability
performing office work efficiently.
Principle of suitability Principle of suitability
Cost-Benefit Analysis Principle of adequacy Principle of adequacy
Principle of Principle of adaptability
A cost benefit analysis (also known as a benefit adaptability and and multiple use Principle
cost analysis) is a process by which multiple use Principle of least space occupancy
organizations can analyze decisions, systems or of least space
projects, or determine a value for intangibles. occupancy

Objects of Mechanization
Furniture
1. Labor saving
Office furniture is necessarily part of total
2. Time saving environment where employees work.
3. Accuracy The choice between the wooden furniture and
4. Elimination of monotony metallic furniture largely depends upon the
following factors:
5. Standardization

6. Lesser frauds
Amount of Amount of
7. Storage of facts and data investment Design investment Design
Mobility Durability Mobility Durability
8. Interpreting facts and data
Safety against fire Safety against fire
Space occupied Space occupied
Ease of maintenance Ease of maintenance
 9. Miscellaneous considerations

Selecting Furniture What is an Office Layout?

The following are the principles of selecting It is the arrangement of all physical
furniture: components within the available floor space to
provide maximum effectiveness and the
Funds Hygiene Funds Hygiene
coordination of these components into an
Durability Finish Durability Finish
efficient and attractive unity.
Saving in space Saving in space
Labor-saving Labor-saving Office layout is crucial to ensure efficiency
Comfort Multi- Comfort Multi-
purpose or adaptable purpose or adaptable  To ensure proper utilization of floor
Appearance Appearance space
 To facilitate supervision
 To facilitate inter-communication
Accommodation and Its Requirements
 To ensure better use of office machines
It is the process of selecting appropriate and equipment
building in a favorable location, establishing  To ensure better comfort and morale of
different departments, proving and arranging workers
resources in a scientific way.  To ensure favorable impression on
customers and visitors
Purpose: To create a sound working  To ensure smooth workflow
environment and to bring efficiency and
rapidness in office work. Objectives of Office Layout

Requirements: The manager has to prepare a 1. It must ensure effective workflow so that all
checklist of the requirements to be considered work proceeds systematically and unhindered.
for deciding on the suitability of the particular
2. Optimum utilization of space must be
building. Points should be allocated in priority
ensured.
order, such as essential, desirable and useful.
3. It should provide for maximum scope of
Factors to be considered in selecting Office
supervision at minimum effort on the part of
Accommodation
the supervisor.
1. Location of the office building
4. It must allow for the free movement of the
2. Securing the required office accommodation office personnel.

3. Size of the office accommodation 5. Best possible working conditions should be

provided to the office staff to ensure maximum
4. Shape of the office accommodation output.
5. Lighting and ventilation of space 6. People doing confidential work with high
6. Layout and facilities of office organization level of concentration should be provided with
suitable accommodation.
7. Customer and staff convenience
7. It is necessary to follow functional
8. Cost of office space and accommodation departmentalization.
System Approach to Office Layout Open versus Factors in Selecting Stationeries
Private Office
1. Sources of supplies
Open space is an arrangement where all the
2. Purchase at lowest price
sections and employees of an office are put
together in a single hall or room and supervised 3. Purchase of correct quantity
by responsible staff.
4. Purchase of desired quality of supplies
Private office, on the other hand, refers to the
separate rooms allotted for the 5. Purchase at the right time
managers/section head for doing confidential Organization of Purchases
and important work.
Centralized Purchasing – the supplies are
bought by the central purchasing department
Office Environment Decentralized Purchasing – each division or
The following are the other considerations in department has to make its own arrangement
achieving a pleasant office layout: for the purchases.

 Decoration

 Curtains Management of Purchases

 Internal and external noise 1. Standardization of supplies

 Ventilation 2. Purchase of supplies

 Cleanliness 3. Storage of supplies

 Fire Precautions 4. Issues of supplies

5. Control over the use of supplies

Office Stationeries and Supplies Advantages of Using Forms

For smooth and efficient handling of 1. Simplify the office procedure

work, it essential that the selection, 2. Saves time
procurement, storage and use of stationery
should be organized and regulated in a 3. Reduces chances of mistake
systematic manner. 4. Preservation of records
Why is there a need to control office supplies? 5. Fix individual responsibility
1. Cost 6. Aid to planning
2. Right type of supplies 7. Better human relations
3. Availability 8. Reduce cost of office operations
9. Helps in systematic recording of information

10. Better customer service

Filing and Indexing Guidelines of Records Management

Records refer to recorded information produced 1. Justification

or received in the initiation, conduct or
2. Verification
completion of an institutional or individual
activity and that comprises content, context and 3. Period
structure sufficient to provide evidence of the
activity. 4. Classification

Types of Records 5. Safety

1. Correspondence 6. Economy

2. Accounts Department Records

3. Purchases and Sales Records Filing

4. Personnel Records It is the process of arranging and storing

records so that they can be located whenever
5. Administrative Records required. Filing facilitates the keeping of records
in a systematic manner.
Records Management
“It is the placing of documents and papers in
acceptable containers according to some
The functions of records management are as predetermined arrangement so that any of
these may be located quickly and conveniently
follows:
when required’
1. Creation of records
-George R. Terry
2. Storage of records
“Filing is one of the activities in the records
3. Retrieval of records management program which involves
systematically classifying, coding, arranging, and
4. Disposal of records placing of records in storage”

-Zane Quible
Objectives of Records Management

1. To keep an orderly account of progress Advantages of Filing

2. To facilitate preparation of statement of true 1. Ready reference
condition
2. Safety of records
3. To facilitate comparison
3. Documentary proof
4. To detect errors and wastes
4. Prompt handling of correspondence
5. Legal formalities
5. Statutory requirements

6. Barometer of progress

7. Decision making and policy formulation Type of Indexing Systems

8. Increased efficiency 1. Page index

2. Card index

Essentials of a Good Filing System 3. Visible Index

1. Accessibility

2. Simplicity

3. Economy

4. Suitability

5. Flexible

6. Classification

7. Cross reference

8. Movement

9. Safety

10. Indexing

11. Retention

Indexing

It can be described as a method of providing

indicators for a body of data or collection of
records.

Essentials of a Good Indexing System

1. It should be simple

2. It should be economical in operation

3. It should allow for speed

4. It should go well with the system of filing in

the organization

5. It should be flexible to allow for expansion

when needed