Office Management

An office is the center point of organization. It is a place to perform different activities of a business organization. The office is the brain of a whole organization. The office performs a clerical function such as information collection, recording analyzing, distribution of information and executive function such as planning, policies formulation, organization, decision making etc.

Concept of Office

An office is the center point of organization. It is a place to perform different activities of a business organization. The office is the brain of a whole organization. The office performs a clerical function such as information collection, recording analyzing, distribution of information and executive function such as planning, policies formulation, organization, decision making etc.

There are two concepts of office. They are:

1. Traditional concept

   Traditional concept defines office as the place to perform all managerial and clerical activities. It is the definite area in business. All business functions are regulated and directed from the office. It collects and stores information about the office.
   
   J.C.Denyer- Office is a place where clerical operations are carried on.
   
   M.C. Shukla- The point at which the greatest concentration of paperwork activity is found is popularly referred to as the office.
   
   Therefore, traditional concept explains office as a specified place. It is the particular place for handling whole business.

2. Modern concept

   The modern concept of office explains office as an activity rather than the place. According to this concept, any place can be said as an office, if the official activities such as executive and clerical activities function are performed.
   
   Jame Stephenson- The office is that part of business enterprises which is devoted to the direction and coordination of its various activities. It is the seat, not only of the administrative activities which determine the policy of the whole business but also of the principal executive activities whereby that policy is carried into effect.
   
   Edward Roche- Office exists anywhere certain kinds of work are performed. It is a mistake to regard an office as a specific place. Just as a tree is known by its fruits, so also a business office is known by the functions it discharges.
   
   Therefore, an office is an important part of the organization in which different administrative and clerical functions are performed to achieve the objective of the organization. It has given importance to a functional area of business rather than a specific place.

In conclusion, an office is a place to perform all business activities relating to clerical and executive. It acts as the central point of the whole organization and all the information and resource come to an office and they are distributed from the office itself. The office is the brain of an organization.

Function of Office

Every organization is established with the objective to attend specified goals. To achieve this goal different functions are to be performed. The office is the center point for all the business various activities. Therefore, an office has to perform various activities. For our simplicity, we have divided the function of the office into the following two categories:

1. Basic Function
2. Administrative Function

Basic Function

The regular activities of collecting and distributing information are called the basic function. It involves the functions like the collection, recording, analyzing, storing and distribution of information. Every type of business will perform basic activities from its office. The basic activities of office are explained as follows:

1. Receiving and collection of information:
   It is the primary function of office to collect information from the different source. Generally, there are two sources of information for office i.e internal and external. Internal information is provided from different units of the business. On the other hand, external sources are agencies and institution who collect and distribute information.

2. Recording information:
   It is the other activities of the office. The office will record the information available from a different source in ‘inward book’ and ‘dispatch book’. That information which is available from outside the organization like letters, bill, order etc is recorded in inward books. The information provided by the organization to outside people are recorded in the dispatch book. This system of recording information helps to organize record and message of business.

3. Analyzing:
   It is concerned with detail study of collected information. The information collected from different sources are raw and unprocessed form. In this function, information is studied in detail to find the necessity of information for a future purpose.

4. Storing Information:
   The recorded information should be protected for future purpose. The degree of necessity information will determine how long the information should be protected. According to the importance of information, an office will store information in a separate file.

5. Distribution of Information:
   It is the basic function of every office to distribute information to related people and department. The collected information is distributed to different people and department in order to help them in decision making and other activities.

Administrative Function

The administrative function is related to management of a business organization. It is the high-level function and non-routine in nature. The administrative function of the office is related to human resource management, purchase, and control of resource protection of asset, public relation etc. Administrative function of office are explained as follows:

1. Managerial function:
   The activities related to management of business such as planning, leading, controlling, directing, etc. are called a managerial function. Top level people of the organization are involved in managerial activates from office. The managerial function is necessary to successfully accomplish the function.

2. Human resource function:
   Human resource function is related to placing the right employee in the right place. It is the responsibility of the office to determine the requirement of differently skilled people and place them in the right position after selecting an appropriate candidate. The office will make a record of employee performance provide the prize and benefit in the future.

3. Purchase and control function:
   The office will involve identifying different assets and resource requirement for business. It is the basic function of an office to purchase an appropriate asset at a reasonable price. The office develops the systematic mechanism to purchase an asset and other resource required for business at minimum possible cost.

4. Public relation:
   The relationship with a mass of public like a shareholder, creditor, supplier, media person, social group, customer, community etc is called public relation. It is the responsibility of the office to maintain a close relationship with the people who are directly or indirectly related to business. The office maintains a close relationship with the public by regular distributing information and organizing different activities.

5. Safeguarding properties:
   The office should protect the properties and assets of an organization. It maintains a record of assets and provides updated information about this situation. It is the responsibility of the office to protect the asset from theft and damage like fire, accident, flood, water, etc. The office should provide regular maintenance of its resource.

6. Forms design and control:
   The office should design forms to bring uniformity in office operation. It helps to simplify the operation and brings a system in performance. The office needs a different kind of forms such as bills, inquiry form, voucher, letter pad, purchase order etc. Therefore, an office should design a separate form for each kind of activity.

7. Development of office system and procedure:
   System and procedure are required to successfully accomplish different activities. Office uses to develop different procedure and systems required to complete a specific task. It helps to bring simplicity into office work. Therefore, an office must have a developed system and procedure to carry out each job.

Importance of Office

An office is the center point of any business activities. It is like the brain in a human body. As human physical activities are regulated and control by the brain, the activities of department and people in an office as well regulated and control from office. The importance of office can be explained with the help of the following point:

1. Information center:
   The office is very much important to collect and distribute information. Information is available from a different source such as invoice, letter, memos, agreement, voucher etc. The office collects information and protects them in safe mode on the basis of their importance.

2. Proof of existence:
   The office is the evidence for existence and survival for business. We generalize the information about the existence of business with the help of the office. If the office is regular then we can say business is running.

3. Channel of communication:
   The office is the channel of communication between different peoples and the department of business. There are a various level of staffs in business who are communicating with each other through means of office. Different department such as marketing and production are communicated with the help of the office.

4. Co-ordination of work:
   Business is divided into department and sub-units for bringing simplicity into the operation. The office will work as a coordinator to maintain the relationship between departments. It develops productivity relationship with different department to achieve a co-operative objective.

5. Center for the formulation of plan and policies:
   Business is established with the objective of attaining a certain result. To achieve this result top-level manager formulate plans and policies from office. These plan and policies are communicated to the related person through the office. Therefore, the office is a center for the formulation of plans and policies.

6. Managerial control:
   The process of developing performance standard and comparing with actual performance is called controlling. The office helps in controlling the activities of different people and department of business. The office ensures that activities performed in business are accurate.

7. Memory center:
   Office protects important information about the past in a safe manner. It provides information storage facilities in files and devices on the basis of their importance for the future. The department and people who need information are available from the office. Therefore, the office is a memory center.

8. Service center:
   The office works as a service center for different units and department of business. It provides clerical services like mailing, filing, typing, printing, supplying resource etc. to concern department. It provides assistant facility to all people as well as units in business.

Concept of Office Management

Office management is part of management which is concerned with the systematic management of office work in order to achieve the objective of office. It is the process of planning, organizing, leading, directing and controlling of official activities. Office management aim is to achieve the objective office.

Every business is established with the objective of achieving the desired purpose. As the office is a center of the whole organization. Office management is very much important for the achievement of the organizational goal. Office management helps to bring smoothness to the performance of business activities. It provides a regular flow of communication between each department and level of people.

According to George R.Terry, “Office Management can be defined as the task of planning coordination, motivating the efforts of others towards the specific objective in the office.”

In conclusion, Office Management is the process of planning, organizing, supervising, directing and controlling the activities of office in order to achieve the objective of office successfully. It is the part of management which is concerned with the systematic management of office activities. It is the indispensable part of management.

Importance of Office Management

The office is the center of the whole organization. It is like the brain of a human body. The systematic management of office is the key to the success of any successful achievement of business activities. The importance of office management can be explained with the following points:

1. A smooth flow of work:
   Office management helps to maintain a close relationship between the different department and people. It regularly supplies order, command, and instruction to different people. It performs various functions like planning, organizing, controlling, staffing, supervising, motivating and effective leadership. Therefore, office management brings smoothness to work.
   
   
2. Optimum use of resource:
   Office uses human and non-human resource for the achievement of the business objective. In the systematically managed office, the manager develops a system and procedure to make effective use of the resource. It helps to reduce wastage of time, resource, and misuse of the resource. It helps for maximum utilization of the resource.
   
   
3. Maintain co-ordination:
   The office works as a coordinate of different unit of business and people. It regularly supplies updated information to required people and department. Regular communication avoids conflict, misunderstanding. Therefore, office management promotes coordination.
   
   
4. Meet competition:
   Today’s business environment is frequently changing. It is the fact that that business which cannot adopt changes cannot survive as well. Office management collects information regarding changes in the environment and trains its employee to work in a changing environment. This is helpful to build competitive ability of organization.
   
   
5. Maintain office efficiency:
   In the systematically managed office, the manager will provide continuous support guidance and direction for employee successfully accomplish their work. When an employee is guided properly the wastage of resource and excessive time consumption in the job will be reduced. As because of this, the efficiency of an employee will be improved.
   
   
6. Dynamic approach:
   Today’s business environment is continuously changing. Office management is a well dynamic concept. It will collect the information regarding changes in the environment and suggest to apply them in business. Systematic office management promotes research and development to address changes in the market.
   
   
7. Provide innovation:
   The systematic office is always adopting new changes. It has appropriate facilities for research. It encourages and motivates the employee to work in new environment adopt change. It helps for expansion and diversification.
   
   
8. Promote Leadership:
   Leadership is the ability to change the behavior of others. Good office management provides appropriate authority responsibility to staff on the basis of his/her ability. It promotes a systematic mechanism to develop one as a leader of business for the future. It provides training and development programmes to promote leadership.

Office Accommodation

Office accommodation refers to the selection of must appropriate office location, office building and other facilities required for office. The appropriate office accommodation helps to achieve a business objective. It supports employee for the successful accomplishment of their duty. The office accommodation involves selection of office location, office building, and layout for office. The attractive office with all other required facilities will motivate the employee to work. In other hands, inappropriate office accommodation brings difficulty in performance and negative impact on an employee toward business. Therefore, the management of business must be careful while making the decision of office accommodation. The office accommodation consist of the following factors:

1. Office Location
2. Office Building
3. Office Layout
4. Shape and size of the office
5. Convenience to the staff and visitors
6. The physical condition of office
7. The cost of office accommodation etc.

Office Location

It refers to the selection of an appropriate location for business. Different nature and size of business demand different location. The location of the office affects the performance of the employee, the availability of resource etc. The appropriate selection of office location may be an inconvenience to the employees, visitor, customer and dealing with other business organization. The location of the office is largely determined by the nature of the business. For eg. The big manufacturing industries are suitable in the area far from public resident whereas consumer consumable stores (departmental store) are more suitable for public residential. The following factor must b consider before selecting an office location:

1. There must be the availability of all kinds of transport facilities.
2. There should have service facilities such as a bank, post office, insurance, markets, trade or stock exchange etc.
3. The office should be located near the sources of availability of labor.
4. There should be a healthy environment.
5. It is desirable to choose the location where the same line of business is engaged.
6. We must select must appropriate area where cost is minimum.

Office Building

The selected office building must be suitable to the nature and size of business. The office building can be available through construction, rent or lease. The team of management must consider different factor before selecting building for an office. The following are the important factor to be considered while selecting office building:

1. There should be safety and security of the office and the staff of the office.
2. There must be facilities of lighting, ventilation, water system, free from dust, noise, smell etc.
3. The cost of the office must match the budget of the office.
4. The office building must be flexible to append additional floor for future expansion and requirement.
5. The building should meet the layout needs of machines, equipment, departments, and human resources.

Office Layout

The systematic arrangement of different facilities inside the office area is called office layout. It is the systematic and scientific management of machine, equipment, furniture and other resources in the office to achieve a business objective. It arranges different facilities in order to bring smoothness in work performance. It provides a smooth flow of work and motivates an employee to work hard and better.

According to Hicks and Place,” Office Layout refers to the arrangement of a workstation in the space involve so that all equipment, supplies, procedure and personal can function at maximum efficiency."

In conclusion, office layout refers to the scientific and systematic arrangement facilities inside an office. It allows placing different resource such as furniture, machine, and equipment at an appropriate location. It allows the free flow of work and free movement of an employee at work. Office layout makes maximum utilization of office space and increases profit for the business.

Principles of Office Layout

There is a certain factor that must be considered before designing the office layout. The basic requirement like the free flow of work, appropriate space, effective supervision, service facilities etc. helps to achieve office objective easily. The principle of office layout is as follows:

1. Flow of work:
   The office layout must allow the free flow of work. There should not be a time gap between the completion of one task and startup of another task. The employee must be able to work in their job without any disturbance.

2. Sufficient workspace:
   Each workstation must provide sufficient space for an employee. The narrow workspace doesn’t allow an employee to complete their duty comfortably. On the other hand to wide working space increase unnecessary cost for business in term of the grant.

3. Effective supervision:
   Office layout must provide the facility for effective supervision all the employee and workers must be guided and control at their workplace by their supervisor. It ensures the conformity of work-related rules and regulation.

4. Flexibility and adaptability:
   Office layout should be designed by considering the principle of flexibility and adaptability. This principle says that the additional space should be available if an office is expanded. The growth and development of business need additional office space. Therefore, it must be available at the required time.

5. Good lighting and ventilation:
   It is the basic requirement that in an office there must be the facility of good lighting and ventilation. An employee cannot perform their job in the absence of lighting and ventilation facilities. Therefore, office layout should be designed in such a way that each space of office will get an appropriate quantity of lighting and ventilation.

6. Maximum utilization:
   The different office space will cost different amount in the term of rent. Therefore, office space must be utilized without lifting any part of space. The maximum utilization of office space helps to increase profit and reduce the cost.

7. Safety and security:
   It is the main responsibility of the office to protect its assets from any loss or damage. A scientific office layout design reduces the possibilities of loss of a business asset. The asset of business must be protected from fire, flood, water leakage, chemical leakage etc.

8. Service facilities:
   The employee and visitor of office need different facilities such as water, restrooms, imitate health, care health, telephone etc. from office. Therefore, office layout must be designed by considering the facilities requirement from employee and visitor.

Objective and Importance of Office Layout