Unit I
Modern Office
Q1) Define Modern Office.
A1) Office management refers to the process of planning, organizing, guiding, communicating, directing, coordinating, and controlling the activities of a group of people working to achieve business goals efficiently and economically.
Office management is essential not only for corporate organizations, but also for non-corporate organizations. Even in the modern Internet society, it is necessary to have a direction for individual efforts toward a common purpose and purpose. Instructions are given by the location, the office.
This process can be treated as office management. Business is carried out by businessmen with the help of groups of people. People in this group have different interests, talents and mottos. Therefore, it is the function of office management to organize, guide and control the activities of such groups of people to achieve their business goals.
Q2) What is a modern office?
A2) A modern approach to studying the term office is to look at it as a function rather than a specific location. When Office is considered a feature, Office can plan, organize, coordinate, standardize, and supervise paperwork anywhere, anywhere.
Definition of Office
Office management can be defined as a technique that guides, coordinates, and controls an organization's office workers to achieve specific goals within a time schedule.
Q3) What is the concept of modern office?
A3) The element of office management is called the pillar of the building. Certainly, if the pillars are strong, the building is also strong. Therefore, the efficient function of office management is based on the elements of office management. The following are important elements of office management.
1. Personnel
The clerical staff is actually doing the clerical work. In general, the selection and placement of office personnel is done by the office manager of a small organization. In large organizations, the Human Resources department is staffing.
In each case, office work is assigned to each individual according to efficiency, instructing the person in charge to perform the work within the specified time using the means available in the office, and the office. It is carried out by managing the activities of. personnel. The office manager must do all these activities.
2. Means
Means are the tools used to perform office work. Means include pens, pencils, erasers, paper, inks, office forms, typewriters, computers, printers, calculators and the like. The right tools are provided to the office and are used most efficiently and economically to achieve their goals.
3. Environment
The nature of the business determines the office environment. Various office work needs to be performed under certain conditions or environments. We will prepare and maintain a working environment for smooth office work. It is the duty and responsibility of the office manager to adopt different procedures and practices to create the right environment.
4. Purpose
Office personnel need to be aware of the purpose for which a particular task is to be performed and the impact of such task on the performance of others. The office manager teaches the purpose to the private office. Otherwise, office work performance will not result in the most efficient and economical use of office resources and will not achieve its goals.
Q4) What are the Characteristic of Modern Office?
A4) Eight features of a modern office
So how do you design a modern office, from theory to practice?
Looking at the office 20 years ago, we see a clear evolution in furniture, its distribution, decoration, color and concept. They were more calm places, cubes that separated one employee from another, another office where the director stayed, and no shared space. Today this is no longer the case.
This evolution is characterized by eight main features.
Ergonomics is nothing more than adaptation to the user, and when it comes to modern office design, furniture aims to help prevent physical problems, stress and concentration.
How comfortable are your collaborators? Are they achieving their goals efficiently? If your answer is negative, it would be good for you to check if they are suffering from constant discomfort.
Alternatives like the Loft Executive Chair combine the modern feel and comfort of ergonomic furniture to work positively throughout the day.
2. Multi-functional space
Because the form of work has changed according to the needs of the workers. Modern offices must also be practical and multifunctional.
It enables you to provide a variety of uses for your workplace, such as unscheduled meetings and brainstorming among a small number of employees. With multifunctional furniture, you can increase your office productivity.
3. Integrated technology
What would we do without technology? It not only streamlines the process, but also helps improve the user's stay at work. Technical furniture, including flat screens, projectors and audio and data connections, are some of the technical elements that drive the development of our activities. That's why it's so important to find furniture that integrates technology.
4. Collaboration environment
Workspace trends mean significant savings, with the goal of abandoning individual spaces and moving to collaborative spaces to foster creativity, improve communication and increase productivity.
In this way, architectural barriers are removed and coworking between employees and departments is facilitated. Here is a list of furniture for building a collaborative workspace.
5. Open space
Taking advantage of natural light, warmth and spaciousness, it is becoming more and more common to find large windows in the office overlooking the outside or the terrace.
As mentioned earlier, working styles have changed and there is no distinction between workers in these spaces. Of course, open spaces can be distracting, but you can mitigate them by following a few simple instructions.
6. Recreation and rest area
The need to reconcile work and personal life has made companies more aware of providing users with greater comfort and better tools for professional development.
Comfortable armchairs in the areas of coworking, ping pong, foosball and cafeteria are becoming more and more common in modern offices, where workers can rest, talk, meet informally and express their ideas. It helps to do.
7. Lit
Lighting plays an important role in the design of modern offices. Inadequate lighting can cause visual fatigue and adversely affect worker performance.
On the contrary, proper use of a variety of natural or artificial light sources will improve user comfort and productivity.
8. Decorative motivation
All of these are elements that help increase worker creativity and inspiration. Factors such as wall color affect people's mood.
Ideally, they should be combined with the available corporate image and light. Light blue, green and grey are highly recommended.
Plants are also believed to promote concentration, create a peaceful environment, purify the air and provide warmth. Other examples include paintings, murals, inspirational phrases, and ornaments, depending on what we want to convey and the workspace.
Would you recommend creating them after knowing the main features of modern offices? Yes, it is!
Q5) State the importance of the office.
A5) The office is an important unit of the entire organization and is also considered the royal fern of the clock. It is equally important in the government and private sectors. In the process of achieving an organization's goals, it is imperative that the office perform many administrative and administrative functions.
The importance of the office can be explained with the help of:
Q6) Mention the Functions of a Modern Office.
A6) You can think of an office as where your organization's management mechanisms are located.
The complexity of business activities is increasing day by day. Due to the remarkable development and progress in the field of science and technology, manufacturing technology has changed rapidly. The economy of mass production has become several multinational corporate organizations. The ever-expanding market is also a challenge in itself. Careful attention should also be paid to the complexity of legal provisions (industrial and business law) that are subject to constant change to achieve social objectives.
In addition, modern management needs to pay attention to emerging relationships in the business. All of these issues can only be adequately addressed if the appropriate information is available. All members need information about the company. Efficient and effective organizations and managers need to have all the information they need to make different decisions. Retaining, analyzing, and providing knowledge for management is an essential function of modern offices. The phrase "information management" now takes precedence over the old "office management". The reason is that information management more accurately implies the activities performed by modern offices.
Office Activities
Each office has its own personality. This personality reflects the purpose for which Office exists. The manufacturing office profile is different from the sales office profile. The accounting department has a different direction from the research and development department. When organizing a new office, office managers must first identify the main reasons the office exists and then add the necessary elements to achieve an efficient operating organization that achieves the desired results. There is. Offices differ from each other in their primary responsibilities, but many activities are generally carried out by all offices. Part of these activities is the processing of incoming mail. Processing outgoing mail; dictation; transcription; typing; printing; copying; filing; record retrieval; record disposal; and communication.
Q7) What are the management functions?
A7) Some of the management functions are shown below
1) Management Process:
To effectively perform the key functions of the office, the management process must be carried out properly. Planning, management, and organization are the three main management processes. You can plan your office work according to the purpose and policy of the management team. Planned work can provide effective performance. The office can control performance in the right direction.
2) Office System and Procedure:
Efficient and economical performance of office operations requires well-planned office systems and procedures. Each part of the process needs to be carefully analyzed.
3) Purchase of Stationery:
Basic needs such as office foam and stationery are like office essentials. These stationery items need to be systematically planned and purchased. It is the function of modern offices to standardize this purchasing process and distribute it to different departments as needed.
4) Fixed assets:
Fixed assets such as furniture, fixtures, equipment, plants, machines and computers are essential needs for modern offices. Offices need these fixed assets to function efficiently and economically. The purchase of these fixed assets must be systematically done so that office work is not interrupted. In addition, these fixed assets need to be properly allocated to different departments to ensure optimal use.
5) Staffing:
Talent selection, training, placement, and rewards are called staffing. With proper staffing, offices can achieve efficient and economical office work performance. Staffing is not an easy task. External and internal staff require qualified and experienced employees who must be selected and trained prior to deployment.
6) Asset Protection:
Organizational assets must be protected from theft, fire, or other misuse, loss, or damage. In order for an organization to function properly, it needs essential assets. Therefore, it is necessary to maintain a proper record of these assets.
7) Public Relations:
The office is capable of accepting many people, including customers, suppliers, employees, shareholders and government officials. The interests of these people are essentially different. These benefits need to be met by the office.
Q8) Define office organisation.
A8) Meaning of office organization
Office organizations define office activities, group them into persons liable for key functions, select the proper people, assign jobs to them, delegate authority to perform jobs, and coordinate the activities of various individuals, Foam, stationery and other necessary equipment. Equipment, machines, and therefore the right working environment to enable people to figure efficiently.
Definition of office organization
An office organization is defined because the process of defining and grouping office activities, establishing authority relationships between employees working within the office, and enabling them to hold out their assigned activities effectively and economically.
Q9) State the Characteristics of office organization.
A9) The characteristics of the office organization are as follows.
1. Fixed responsibility of every office employee.
2. Assignment of labor supported the power of office workers.
3. Avoid delays in paperwork.
4. Complete the work consistent with the prescribed system and procedure.
5. Appropriate and appropriate delegation of authority to try to the work.
6. Provide appropriate supervision for every task.
7. Manage office employees appropriately.
8. Proper supply of froth and stationery needed to try to the work.
9. Effective use of kit and machines available within the office.
10. Create an appropriate working environment.
Q10) What is office?
A10) There were many definitions for outlining an office. But in simple terms, it is often described as "the place where business is completed." However, this definition is inappropriate because it doesn't take under consideration the clerical position that's central to office activities.
Therefore, taking of these features under consideration, you'll build a correct definition of your office. An office is often defined as "any place where paper information is gathered, documented, stored, and used for current and future business operations."
This information could also be relevant to the assembly, marketing, and various other activities of your business. Proper records of order receipt and execution, purchases, storage, purchase records, and organizational and organizational payment records are a number of the records that the office must maintain.
Q11) State the importance of the Office.
A11) The importance of the office lies within the incontrovertible fact that it not only functions to take care of fairness within the business, name and market, but also has got to be liable for maintaining it for a really while. Permanently retain that employee and them for a really while, not on a holder basis.
There are two facts that are important. the primary is that the decimal number of turnover rates, or very low turnover rate. The second and more important fact is that business sales are turbulent for one year, throbbing, next year not dull and dramatic, and wish to be rolled over by a particular standard annually. It means there’s.
Take AMUL [ANAND MILK UNION LIMITED] as an example. Based in Anand, Gujarat. Since the last 20 years, in-house business sales to net income have continued to grow at a rate of 4% annually, and as a result, by the top of 1998 the business was worth rupees. 156 rolls. this is often a transparent example of the constant growth of office business by Amal, and therefore the importance of the office.
Moreover, within the last 20 years, no employee has abandoned the organization for no reason, apart from those that have reached retirement age. It also talks about the importance of the office in retaining employees.
Q12) State the Office organization principles.
A12) No one can identify the activities of an office organization. Activities are changing in response to changing circumstances and the demands of the business organization. There is no special way to organize an office to handle all situations. Some principles are used as guidelines for organizing an office. These principles are briefly explained below.
1. Purpose
The purpose of an office organization is to avoid wasting time and duplicating work. At the same time, we aim for maximum coordination between all departments. In this way, the office organization makes every effort to achieve a common goal in the unity of all departments.
2. Division of Labor or Specialty
Office activities should be divided according to job duties and assigned to people according to their area of expertise.
3. Principle of Efficiency
Office activities are assigned based on the talent, skills, or efficiency of the employee. By applying the principle of efficiency, an effective and economical way to achieve the goal is possible.
4. Command Unification
Each subordinate or employee needs to know who their boss is, who they can respond to, and who their orders must be followed for the office to function smoothly. Having more than one boss than an employee or subordinate creates confusion and confusion in the office organization.
5. Principle of Clarity
Each job in your business organization must be clearly defined. In that case, you can easily distribute the specified job or assign it to an employee. In addition, all employees need to make sure they know their position and purpose in the business organization.
6. Scalar Principle
This principle is also known as the Chain of Authority or Chain of Command. Office organizations need clear and clear authority. If so, everyone knows who is responsible and who cannot answer.
7. Management Span Principle
This principle is also known as the period of supervision. There are limits to how executives can effectively supervise the number of subordinates. In other words, it is the scope of supervision. This principle is taken into account when assigning activities to departments, departments, sections, and so on.
8. Principle of Authority
Privileges are a tool for executives to work in the office to achieve their goals. Therefore, you need to clearly define the permissions for each position in the office.
9. Delegation of Authority
Subordinates get authority from their direct supervisors in the same hierarchy. Therefore, permissions always flow downwards.
10. Responsibility
The boss is responsible for the actions of his subordinates. This means that bosses should not be allowed to circumvent liability by delegating authority to their subordinates. You can delegate authority, but your boss cannot delegate responsibility.
11. Authority level principles for decision making
The decision is made according to the level of authority given to the employees in the office. Note that the decision-making process starts from bottom to top. If a decision is not made or a lower-level decision fails, a higher-level official will make the decision. At the same time, if a high-level authority does not make a decision or makes a decision, a low-level authority cannot make a decision.
12. Simplicity
The level of authority should be minimized. If so, the organizational structure is inherently simple. A simple organizational structure is largely responsible for the effective performance of work, rather than causing problems and confusion for effective communication and coordination.
13. Adjustment
Coordination is essential to bring about unity of behaviour in the office organization. The organizational structure needs to establish relationships between employees to ensure coordination.
14. Flexible
The organizational structure must be flexible in nature. If so, it can be adopted at any time as circumstances change and allows expansion.
15. Principle of equality of Authority and Responsibility
Authority is delegated depending on the nature of the work. At the same time, responsibilities are fixed according to the level of authority given to the employee trying to perform the job. This means that employees must have sufficient authority to fulfil their assigned responsibilities.
16. Balance
The identified activities are grouped by any criteria. Activity grouping now has the same weight in all departments. This means that no department, department, or section has more activity than any other department, department, or section. You need to balance across all departments while grouping activities.
17. Continuity
Organizational structure should be designed to ensure the existence of the business organization in the long run and to allow the office organization to grow and grow in the coming days.
18. Personal Ability
The selected office staff must be trained to be talented according to the nature and amount of work assigned to him / her. If so, the office organization is in a position to achieve its stated purpose without delay.
19. Leadership Promotion Principles
The organizational structure needs to be designed for the growth of leadership positions in different levels of management.
Q13) What is Departmentalization of Office Communication?
A13) Divisionalization or Divisionalization is the process by which jobs / teams are combined into functional units called departments based on their area of expertise to achieve an organization's goals. Therefore, in this way, the entire organization is divided into parts. That is, a department made up of groups of employees who perform activities of a similar nature.
It determines the functions / activities that are housed together and coordinated in the same place. In addition, group the people who will undertake the delegated functions / tasks.
On the corporate ladder, all levels below the top are subdivided, and each subsequent level is further subdivided into departments.
Top-level executives group activities in different departments such as production, marketing, finance, human resources, and R & D. These departments are headed by senior management, called managers in each department. Department managers can delegate tasks and duties to their subordinates, who are responsible for the department's performance to the CEO.
By segmenting your activities, you improve the efficiency of your management and ultimately your company. It helps to fix liability and accountability.
Q14) What are the methods of division?
A14) Departmentalization by function: When the department creation is based on specific functions such as production, marketing, purchasing, and finance. This method brings together all activities related to or similar in functionality. Give appropriate instructions to the unit or the entire group at once.
Per-process division: In per-process division, activities are grouped by production process. These departments need human resources and materials to carry out their work.
Product division: When activities related to product development and delivery are integrated into a particular department, it is called product division. Suitable for large multi-product companies.
Customer Department: Grouping organizations according to different classes of customers or clients. It focuses on the needs of special customers.
Regional division: When the division is based on a geographical area, it is called regional division. This is suitable for organizations with a wide range of operations in different locations.
Project division: In project division, organizational activities are categorized by differentiated or special ventures or activities.
The choice of departmental criteria is influenced by factors such as the degree of specialization, coordination, management, cost considerations, and proper attention to key areas.
Q15) Define Office Activities.
A15) Each office has its own personality. This personality reflects the purpose for which Office exists. The manufacturing office profile is different from the sales office profile. The accounting department has a different direction from the research and development department. When organizing a new office, office managers must first identify the main reasons the office exists and then add the necessary elements to achieve an efficient operating organization that achieves the desired results. There is. Offices differ from each other in their primary responsibilities, but many activities are generally carried out by all offices. Part of these activities is the processing of incoming mail. Processing outgoing mail; dictation; transcription; typing; printing; copying; filing; record retrieval; record disposal; and communication.