Unit III
Office System
Meaning of office system:
A business has a specific purpose that is clearly defined. These goals can only be achieved if approached in a systematic way. The business itself is a system of several subsystems.
Marvin R. Gore stated that a business is a system with goals and objectives for its outcomes, and that a business can be divided into smaller systems that vary by the organization of the business.
George R.Terry says that each business has many subsystems such as production control systems, marketing systems, and office systems. Therefore, the office system itself is a subsystem of the entire business.
The office system is a continuation of several integrated steps to achieve the desired purpose. It is defined as a network of routines designed and integrated to perform office work. In other words, the system consists of various interconnected routines.
System definition:
"The success of a business, government, or non-profit venture depends on maximizing the use of people, information, and resources said by Miltion Reitzfeld. Such utilities develop, install, and install the right systems and procedures. It can only be achieved by monitoring. "
According to Littlefield, a system may be defined as "the foundation of interrelated and interdependent parts that operate in sequence according to a given plan to achieve a goal or set of goals."
Office system principles:
Every office has its own system. The system is not the same in all offices. They depend on the type and size of your business. However, no matter which system evolves, maximum efficiency should be guaranteed. The following are some of the key principles of the office system.
1. You need to ensure a good workflow with no bottlenecks.
2. Avoid unnecessary duplication of work and records.
3. Staff movement should be minimized.
4. Unnecessary writing is avoided.
5. You need to make the most of your area of expertise.
6. The amount of paperwork must be absolutely minimal.
7. You must use the principle of management by exception.
8. You need to offer the potential to get the most out of your machine.
Meaning of Procedure:
The term procedure refers to a planned set of operations to handle recurring business transactions uniformly and consistently. Procedures are pre-planned routines for processing routine tasks in a uniform, step-by-step manner. This is a management guide on who, what, how and when to do it. Some organizations have written records of systems and procedures. It may be in the form of a book or loose-leaf.
Definition:
"Office procedures are a series of priestly acts organized under supervision to achieve the purpose of the office." as per Charles O. Liberty,
Zane K. Quible defines systems, procedures, and methods as follows:
System: Interrelated steps required to achieve well-defined goals.
Procedure: Related methods required to complete the work process.
Method: Specific clerical or mechanical operation or activity.
To explain the concept of the system, the system (purchase system) designed for purchasing office supplies is shown below.
Step 1: Select the supplier:
Method:
A. Please fill out the quotation form.
B. Submit the form to a potential vendor.
C. Get a quote from the vendor.
D. Catalogue each quote.
Step 2: Order consumables:
Method:
A. Fill out the purchase order.
B. Send the purchase order to the vendor.
Procedure: 3. Receive supplies:
Method:
A. Check your order to see quantity and acceptability
B. Deliver supplies to the appropriate department.
C. Notify accounts payable.
Importance of systems and procedures:
1. The system concept follows a unified procedure for similar transactions, which helps reduce errors and wasteful movements of machine operations.
2. The cost of daily office work is reduced.
3. Responsibilities can be easily corrected.
4. A good office system and procedures will help your office run smoothly and help reduce work delays.
5. Helps to ship work quickly.
6. Systems and procedures include internal checks. They help prevent fraud and manage their work.
7. A good system helps maintain better coordination between departments.
8. Help management train staff.
9. A good system reduces the chance of error and improves the efficiency of your organization.
10. A good system tells employees what to do.
One is to provide information about when, where, and the organizations that support different systems.
People can work better if they are given the right environment and equipment along with a systematic workflow. In management, the system can be seen as a planned approach to the activities necessary to achieve the desired goals. A good office system is needed to achieve the right workflow.
System Definition: A system is an interrelated method needed to achieve a highly defined goal.
System Objectives: A system can be defined as an interrelated way of delivering the inputs and processes needed to achieve a highly defined goal (output). Developing a system perspective in an office environment can help you achieve the following:
1) Ensure efficiency to optimally utilize all resources in the company office.
2) Manage operating costs.
3) Improve operating system efficiency.
4) Last but not least, it's important to help organizations achieve their goals and objectives.
System Design
Initially, system analysts were interested in the simple design of a system. They know they need to buy a particular system, but couldn't decide which particular machine to buy. Even they haven't decided which steps to follow, so they're focused only on the general system flow. In an office environment, having a well-defined system is very important.
The office receives the information, processes the information and submits a report. The office receives letters, reports, payments and more. All of these must be received and passed for systematic use by the decision makers involved. The paperwork should be designed in a systematic way. Without system design, office activities are carried out unplanned, resulting in time loss and inefficiency.
Office System Benefits: The benefits when the right systems and procedures are adopted in the office are:
i) You can eliminate the delay.
ii) Uniformity of office work can be achieved.
iii) Systems and routines are useful for training office personnel.
iv) With the introduction of the system, better adjustments will be possible.
Office System Limitations: Some of the Office System Limitations –
i) The effectiveness of the system depends on the plan. The system cannot produce results unless proper planning is incorporated into its formulation.
ii) Frequent changes in the office can impose a large cost burden on the organization.
iii) The efficiency of the system should be assessed by performing a cost-benefit analysis.
Workflow
A workflow is a procedure that moves work from one operation to another. Some of the key areas related to workflow research are the amount of work done, the speed of progress, and the smoothness of the work done. A stable, constant workflow that follows a particular routine is more efficient than a workflow that has no routine to follow.
Workflow disruption is the biggest obstacle that can occur in achieving output. The efficiency of the work must be there so that the work can be done properly. To improve work efficiency, it is necessary to eliminate interruptions in the work flow.
The workflow consists of a series of connected steps, each step continuing without delays or gaps and ending just before the next step may start. It's a series of operations for people, organizations, staff, and so on. Workflows are supposed to continuously track the process from one step to another.
Workflow management system
A workflow management system is a computer system that helps you manage a set of tasks in your organization and produce final results. A workflow management system allows runners to define different workflows for different types of jobs or processes. For example, on the shop floor, design documents may be automatically transferred from the designer to the technical director or production engineer. At every stage of the workflow, one individual or group is responsible for a particular task. When the work is complete, the workflow software notifies the individual or group responsible for the next task and receives the data that needs to be performed in the next step of the process. The workflow management system also monitors unwanted work and ensures that incomplete work is being followed up.
Similar types of workflows can be found in the office. For example, a bank branch has different types of workflows for different types of activities. When creating a customer's fixed deposit, the transaction person manages the form, reviews the data and supplementary documents, fills in the data, collects payments, and seeks high-level approval. After that, only a fixed deposit will be issued. Therefore, the entry will be received and it is listed in the issue ledger. These are the official steps that help you define your workflow system.
Workflow management systems have proven to be very useful because they reduce the workload. The workflow system management system makes paperwork easier. For example, in banks, banking software has enabled the rapid and effective delivery of services to customers. Today, instead of entering ledgers, data is stored in digital format.
Office workflows vary depending on the type of office.
Linear workflow
A linear workflow is a way in which the operation of moving from one workflow to another is done on a particular course that is straight or nearly straight. This means that the operation starts from the beginning and continues to the end. However, if a linear workflow is not well planned, most office operations are iterative in nature and can result in a lot of wasted time and effort.
Linear Workflow Benefits: Some of the benefits of linear workflow are described below.
Workflow Analysis
It's very difficult to have an office where the workflow runs perfectly straight, or where the workflow doesn't go back. All this happens in every office we see. In some small cases, the work flow can go straight only if the organization is small and the amount of work is small. But in many organizations where workflows can't move linearly. There are so many different routines that several work processes run at the same time. For example, in the patient department outside the hospital, laboratories, diagnostic services, canteens, registration desks, etc. have separate work processes. Patients should be serviced in a coordinated manner rather than on the sequential completion of the work process for each function. Many of the activities run concurrently and do not completely depend on the completion of subprocesses. Therefore, it is very necessary to analyze the work in advance. This is necessary because you can fix the wrong things that have happened so far. By analyzing your work, you can properly measure your work in the right direction and make suggestions and recommendations as needed.
Workflow issues
The workflow can be hampered by many factors. If a factor interferes with the work flow, the output of the work will be affected. Some of the main obstacles to the workflow are:
1) Unequal work flow: Due to heavy labor such as weeks, months, and the end of the fiscal year, the workload is unevenly distributed among employees. Some workers have a small amount of work, while others have a heavy job. Therefore, this can be one of the major workflow setbacks. Whenever possible, the work allocation should be equal. Seasonal factors can also be thwarted by giving incentives. For example, hotels can reduce work pressure during the season by charging higher prices during the season and offering off-season discounts during the lean season.
2) Work interruptions: Suspensions can occur in different ways in the workflow. Workflow interruptions can occur internally or externally. Here are some of the reasons behind the internal interruption:
Other interruptions are external. Some of the reasons behind these external interruptions are:
3) Uneven time required for different operations: Different employees can complete jobs in different time periods. Therefore, when one employee completes a particular job in less time than another, the first employee is idle because the job has already been completed. This is not the right thing for employees to play with. Therefore, additional work must be identified and assigned, and the duration of each job must be divided appropriately.
4) Lack of standards: The workload should be split among all employees. Employees with a higher workload slow down the flow of work and affect the company's performance.
5) Lack of planning and scheduling: Without proper planning and coordination, the workflow is affected. Scheduling is also affected without proper planning.
6) Layout error: As Terry said, "Office layout means placing all physical components within the available floor space and maximizing these components into an efficient and effective unit. Is to adjust effectively. " Therefore, if the layout is not well planned, the workflow will also stable position and work flow are also delayed.
System and Procedure Benefits:
Below are some of the benefits you might get if the right systems and procedures were available in the office.
System and Procedure Restrictions:
Key takeaways:
What is an Office Report index?
The index is a ready-made guide and is used to find the files you need. Therefore, the index indicates or indicates the exact location where the document or file is held. Indexing is the process of determining the name, subject, or other caption to which a document will be submitted.
Indexes are needed not only in large offices, but also in small offices. If you maintain a large number of files, you will need to maintain an index. Indexing enhances the usefulness of filing by providing a simple reference to the file. The purpose of maintaining the index is to find the filing location easily and quickly.
Meaning of Office Report indexing
Indexing means a system that is arranged so that you can easily find the documents and documents you need to quickly handle urgent and / or ordinary problems.
Different files from different departments are managed on different topics. Therefore, you need an indicator (index) to find the file.
Purpose of Office Report indexing
The indexing targets are shown below.
1. To assist in submission so that the submitted documents can be easily and quickly found whenever needed.
2. To extend the efficiency of the filing method.
3. Improve the efficiency of office operations.
4. Give a summary of important information about the subject.
To achieve your indexing goals, you need to choose the right indexing system. Indexing is not required if the files are arranged alphabetically.
Key points of a good indexing system
The following are important features of a good indexing system.
1. Simplicity: The indexing system should be easy to understand and operate. It should not involve unnecessary and complicated operations.
2. Economical: Must be economical in terms of money, space and effort. Purchasing index equipment requires a large investment in the early stages. Therefore, proper care must be taken to ensure final economic use.
3. Flexibility: The indexing system you choose needs a sufficient range for expansion. A single system can be used for several purposes. For example, file location, providing important information, etc.
4. Efficiency: All indexing systems ensure speed of operation and require a minimum amount of time to operate.
5. Safety: The index system should protect the records from dust, fire, water, rats, insects, water, etc. To be safe, you should equip it with a locking feature to prevent record theft.
6. Filing system suitability: The choice of indexing method depends on the nature and type of filing system used by your organization. Therefore, there must be a correlation between the filing system and the indexing method.
7. Cross-references: There should be cross-references under your head that allow you to submit documents but not.
8. Signalling: Tabs or slips must be attached to the edge of the card or file. The tab or voucher easily contains the facts of the document. This is used to get the attention of the poor in the file.
Key takeaways:
References: