A presentation on EOMFS
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The document provides information on effective office management. It discusses management versus administration, with management being the act of implementing policies while administration makes major decisions. It outlines the classical and new management functions, including planning, organizing, staffing, directing, coordinating, controlling, problem solving and innovation. Effective management requires conceptual, human and technical skills. Managers must motivate staff through mentoring and addressing stress and conflict. Proper communication, record keeping, and meeting management are also essential to effective office management.
A presentation on EOMFS
- 1. Wel-come toWel-come to AA presentationpresentation onon Effective Office ManagementEffective Office Management
- 2. Definition: Management • Management is the Performance of certain functions to obtain the effective acquisition, allocation & utilization of human efforts & physical resources in order to accomplish some goals.
- 3. Management VS Administration • Management is the act or function of putting into practice the policies & plans decided upon by the administration. • Administration is the top level, whereas management is a mid level activity.
- 4. Management VS Administration • Administration is a determinative function, while management is an executive function. • Administration makes the important decisions of an enterprise in its entirely, whereas management makes the decisions within the confines of the framework, which is set up by the administration.
- 5. Management VS Administration • Administrators are mainly found in government, military, religious & educational organizations. Management, on the other hand, is used by business enterprises.
- 6. Role of a Manager • Plans/designs program & activities, gets resources, technology. • Defines tasks & get people to work on them. • Monitor results & control work. • Motivates the staff & directs them. • Understands needs of the clients & plans services as per the needs. • Generate & control resources.
- 7. Classical Management Functions • Planning • Organizing • Staffing • Directing • Coordination/Control • Reviewing • Budgeting
- 8. New Management Functions • Problem Solving • Innovation • Leadership & team building • Motivation of staff
- 9. Management Cycle 2. Getting Resources 4. Monitoring 1. Planning 3. Implementation
- 10. Skills of a manager • Conceptual Skills: The ability to see the overall organization & to integrate all parts of the system. • Human Skills: The ability to work with, communicate with & understand other people. • Technical Skills: The ability to use specific knowledge, techniques & resources in performing work.
- 11. Management Level & Skills • Top Management • Mid Management • Supervisory/Operational Mgt. Conceptual skills Human skills Technical skills
- 12. Effectiveness & Efficiency • Effectiveness having a definite or desired effect or result while Efficiency is the ratio of the actual resource used to the total resource consumed for performing a work. • Effectiveness describes what has been produced in relation to what the customers need or expect whereas Efficiency describes how well the process performs. • Effectiveness related to the output, on the other hand Efficiency measures degree of control on the utilization of input.
- 13. Problem & Solution • Problem: Is a condition that’s not acceptable. • Solution: Is a man-made resolution to a problem.
- 14. Solving Problems • Define • Analyze • Generate Solutions • Evaluate Solutions • Make decision • Implement (Decision) • Monitor Results
- 15. Motivation Motivation is a psychological persuasion. Motivation activates someone to do or not to do something. Motivation Therefore, positive FORCE, positive WILLINGNESS & positive DRIVE. It leads to increased efficiency of an employee, more production & better relationship between the employer & the employee. (Familiar with Mentoring & Buddy System)
- 16. Stress • Stress means job overload. It leads to frustration. There’s nothing you can do about your stress level. The bills are not going to stop coming, there will never be more hours in the day for all your career or family responsibilities will always be demanding.
- 17. Relief from Stress • Avoid unnecessary stress • Alter the situation • Adapt the stressor • Accept the things you can’t change • Make time for fun & relaxation • Adopt a healthy lifestyle • Make your office comfortable for you & optionally comfortable for others.
- 18. 6 habits for success • Be proactive • Begin with the end in mind • Put first things first • Think Win-Win • Seek first to understand then to be understood • Sharpen the saw
- 19. Record & File Maintenance • A record is any documentation or information created & stored at a office that is essential to the functioning of that office. File Maintenance 1. Reduction of needless filing. 2. What materials should be flied & which one can be discarded. 3. Necessary to keep only the most recent Publications. 4. It is not necessary to keep duplicate copies of letters & Forms. 5. Avoid Hard copy, maintain soft copy (if possible).
- 20. Conflict Management • Conflict means disagreement or confusion or contradiction which occurs chaos End Result Of Conflict • Win-Lose • Lose-Win • Win-Win • Lose-Lose
- 21. Communication • Communication is a two way exchange that involves both a presenter & an audience. Communication involve both written or non- verbal behaviors as well as speaking. • Accuracy, Brevity, Clarity, logical & courtesy means effective Communication.
- 22. Types of Communication • Internal Communication: Memo, Notes, E-mail, Circular, Office order, Brief etc. • External Communication: Circular, E- mail, Fax, Press Release, Advertisement etc.
- 23. Barriers to Effective Communication • High Costs • Technological breakdowns • Language • Accents • Jargon • Different culture • Internal politics • Negative body language • Chinese whisper • Psychological Barriers (stereotype, Halo effect)
- 24. Meeting Management • When you cannot accomplish your communication objectives or goals in any other way, then call a meeting. It is the last resort of information exchange, reaching a decision & resolving a problem. Meetings cost time, energy & money. So, Be timely, efficient & ensure preparation.
- 25. AND Finally……………
- 26. We Have to Meet….. • Knowledge • Skill • Attitude Then we will be a successful Manager.
- 27. Thank You for listening.