chapter3 Major Processes of Office Management.ppt
- 1. Company LOGO Chapter 3 Major Processes of Office Management
- 2. Major Processes of Office Management There are five basic functions involved in the management of an; office. They are: 1- Planning: Planning of office functions involves taking decisions with regard to factors affecting office work. While short-term planning involves arrangement of office functions to cope with the current situation, the long-range planning includes foreseeing future requirements of the office, such as space, layout, computer application, human resource planning, etc. 2
- 3. Major Processes of Office Management Office planning requires : (i) Setting objectives (ii) Formulating policies and programmed (iii) Laying' down, procedures. 3
- 4. Major Processes of Office Management 2- Objectives: Planning has no meaning without being related to objectives The main objectives of the office are: (1) to supply right information to the right persons at right time and at the minimum cost, and (2) to provide efficient clerical service to the functional departments. 4
- 5. Major Processes of Office Management 3- Policies and Programmed: Policies are guide to administrative action. Well drawn policies and programmed go a long way in ensuring smooth functioning of office activities. A programmed refers to the sequences of activities which are required to implement policies. 5
- 6. Major Processes of Office Management 4- Procedures: A procedure or routine refers to the series of steps to be taken to complete a particular office work. It is a planned sequence of operations for handling a recurring office activity uniformally and consistently. 6
- 7. Major Processes of Office Management While responding to the challenges it would be necessary for .the office to: a) improve upon the existing information systems, b) establish better information standards, c) reduce the amount of paper work, d) improve and maintain public relations, 7
- 8. Major Processes of Office Management 5- Organizing: The organizing function involves setting up of departments, preparing job descriptions, designing the organization structure with necessary authority and responsibility for each position, and establishing a proper communication system. Providing necessary equipment's and furniture for office work is also .a part of the organizing function. 8
- 9. Major Processes of Office Management 6- Staff : The staffing function relates to personnel matters. Right type of people are to be employed to man various positions. For this purpose, suitable personnel must be recruited and provision made for their training for specific jobs. Individuals selected for particular jobs must also be informed about their duties and responsibilities. 9
- 10. Major Processes of Office Management 7- Directing and Coordinating: Directing includes several sub functions: Issue of orders and instructions to subordinates, guiding them at work, supervision of day to day operations, and motivating people for better performance. Coordinating refers to the orderly arrangement of individual and group efforts so as to secure harmony of different activities. 10
- 11. Major Processes of Office Management 8- Contouring: Plans, policies and programmed cannot be effective unless there is a control mechanism to guide and direct the execution of work. Control basically refers to evaluation and rectification of performance of subordinates .in order to ensure the achievement of planned results. 11