Office Management Principles PDF

CHAPTERI. ========= TheOfficeOrigin --------------- Significanceof Office --------------------- 1. Possessionofa definite knowledge ofwhat work is to be undertakenand its purpose.Unless we know what to do and whywe do it, we cannot know how to do it. 2. **AnalyzingtheProblem**.It isane...

CHAPTERI. ========= TheOfficeOrigin --------------- Significanceof Office --------------------- 1. Possessionofa definite knowledge ofwhat work is to be undertakenand its purpose.Unless we know what to do and whywe do it, we cannot know how to do it. 2. **AnalyzingtheProblem**.It isanexaminationofanythingto distinguishitscomponent parts, either separately on in their relation to the whole. 3. **Finding the Facts of the Case**.Discovering and collecting all the facts.None must be overlooked;allmust be studied.Whateverdesirableelementsare found intheoperationmust be retained, and, if possible, improved.Those which are undesirable must be eliminated. 4. **Finding the Right Method**.Devising the best method of performing the particular tasks. The **four elements** of devising a method are time, space, energy and material. 5. **Finding the Right Person**.The person best fitted to operate the one best method must be found. The selection of the human element best fittedto perform any particular task, is therefore, an essential principle of the science of management. 6. **TrainingtheRight Person**.Thepersonwho has beenselectedasthe best fitted forthework must be carefully instructed in the method of performing it.This involves the training and teaching ofthe workers in the particular tasks assigned them. 7. **Planning.**The planning of work accurately and scientifically is an essential principle of the science of management. 8. **GettingtheWorktobedone**.Thefinalprinciplemaybesummedupinthework 1. **Purpose.**Anoffice manager is notonlyapartofthe management, but also animportant linkbetweentheofficeanddepartments:Inorderto carryoutthevariousofficeactivities effectively, he has to make correct decisions. Clear cut objectives/goals of anorganization will definitely provide proper direction to ensure implementation on plans, policies, programs, budgets, etc. 2. **Means.**An office manager is required to coordinate the activities of his office with the activitiesofotherorganizational functions.The meansare necessary inorder to carryout the various activities like filing, copying, records retrieval and disposal, processing of incoming and outgoing mail, communication, and management information system.The term means include forms, stationery, furniture, premises, equipment, etc. as well as methods and techniques of performing office activities. 3. **Personnel.**Personnelotherwise knownas human resources are a verysignificant part of management.The office manager has to ensure implementation of plans, and policies pertaining to effective recruitment and selection of right persons for the right job; provisions of appropriatetraining and development program and scope for satisfactory fair promotion and transfer. 4. **Environment.**Office environment has an important bearing on the efficiency of employees.Officeenvironment comprisesoflightingventilationandtemperaturecontrol, interior decorations, office furniture, security, safety, sanitary arrangements, etc.The office manager is expected to have a good knowledge ofthe above factors and should be able to ensure better