UNIT III

Definition and elements of Office Management

Q1) What is Office management?

A1) Meaning of Office Management

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) Define Office Management with its elements.

A2) 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.

Elements of Office Management

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.

Q3) What are the functions of a Modern Office?

A3) 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.

Q4) What is a modern office?

A4) 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.

Q5)  What are Office Activities?

A5) 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.

Q6) Explain the management functions.

A6) 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.

Q7) Define Office Manager – Job Analysis.

A7) Use this office manager's description to allow you to know what you ought to emphasize in your resume to make sure that your professional resume supports your goals.

By reviewing the work description example, you'll identify the foremost important technical and soft skills, qualifications, and work experience for your employer in your area of interest.

Q8) What is the Job description of office manager?

A8) Office managers organize and coordinate office management and procedures to make sure the effectiveness, efficiency, and safety of your organization. Office managers are liable for developing office communication protocols, streamlining management procedures, managing inventory, supervising office, and delegating tasks.

An energetic professional who can wear multiple hats. He has experience in handling a good range of administrative and executive support related tasks and may work independently with little or no supervision. We enjoy the executive challenges of being well organized, flexible and supporting the offices of diverse people.

Q9) What is the Responsibility of office manager?

A9) Responsibility:

Q10) What are the requirements of office manager?

A10) Requirements:

Q11) What does Office Accommodation mean?

A11) Meaning of Office Accommodation

This is the process of choosing the right building in the right place, establishing different sections and departments, and demonstrating or allocating resources in a scientific way. The purpose of office accommodation is to create a healthy working environment and bring efficiency and speed of office work. It's important for both employees and outsiders. Office employees spend a lot of time in the office. Poor accommodation can cause boredom and frustration for employees. A bad environment can also give a bad impression to outsiders.

Q12) Explain the Selection method of office building.

A12) Selection of office building

 1. The shape and size of the office building

This is one of the main factors to consider when choosing an office building. You need enough space to accommodate all machines, equipment, and employees in furniture, and enough space for flexibility. It should be considered based on both current and future needs.

2. Lighting and ventilation

Office buildings need proper lighting and ventilation. It is a great help to increase efficiency and morale of workers. Brightly ventilated accommodation reduces employee pressure, reduces physical and mental strain, and results in increased efficiency.

3. Convenience for customers and employees

Customer and employee convenience must be considered when choosing an office building. It should not be far from the relevant trade center and must have proper toilet and canteen service and food hospitality and utilities.

4. Cost

The cost of the building that affects the organization's total budget. The building purchased or constructed must be within the organization's budget. There must be a balance between space requirements, organizational capacity, and cost to cover expansion.

5. Flexibility

When choosing an office building, you need to consider the flexibility of the office building in its shape and size. It also needs to match the nature of the organization.

6. Layout function

The efficiency of men and machines depends on the layout. Proper layout makes your office attractive. Machines etc. are required for this furniture. This is also useful for internal placement in the office.

Q13) How to choose location for office?

A13) Choosing an Office Location:

Q14) Define Office Layout. Explain its purpose.

A14) Meaning of Office Layout

It is a systematic arrangement of office equipment. This is the placement of staff, machinery, equipment, furniture, and other physical equipment within the available floor area. Its purpose is to use space in the best possible way, to make your office look attractive and to increase staff efficiency. It is defined as placing people, materials, machines and money at the optimal level.

The main purpose is-

Q15) What are the Office Layout Principles?

A15) Workflow principles:

It is a layout that helps the smooth and effective flow of office work. Simple, easy and fast workflow, essential for your work

Principle of free movement and observation:

The layout of the office should allow employees to move freely. Appropriate supervision and observation of movement works is also required

Effective Support Principles

Vision:

You need to be free to supervise work flow, staff movements, costs, waste, budget balance, quality of clerical work, and more.

Department-related principles:

For office layouts, the related departments are interrelated and those interrelated departments should be placed side by side.

Principle of flexibility:

Office needs to be flexible enough to facilitate future expansion.

Maximum utilization principle:

Over time, in the regions where countries and offices are established, the cost of everything increases depending on the economic situation. Basically, there are very few cases of deflation in developing countries. Therefore, when setting up an office, you need to make the most of your employees, materials, space, machinery, and resources. You need to reduce waste.

Appearance principle:

Interior design, lighting, ventilation and cleanliness must be maintained. The office must be well-equipped and comfortable to be attractive to all customers and visitors.

Principle of good ventilation:

Offices need ample doors, windows, and ventilation to provide a constant supply of fresh air.

Good lighting principle:

Offices should strive to provide natural light, which is sunlight. Dark places should be avoided for the establishment of offices.

Safety Principles:

The office layout should be based on safety. You need to reduce office accidents such as theft, fire and damage. Office machines need to be implemented properly

Service facility principles:

You need a good dining room, lighting, elevator, phone and toilet.

Principle of providing a private office:

At the office. Some important employees will need to be provided with separate rooms. If your work is inherently confidential, you should provide a private room.

Q16) What are the steps to design an office layout?

A16) Steps to design an office layout:

1. Secure a blueprint for your organization

This is the first step in securing a blueprint for your office building and knowing the space available for office work. It should be protected from top management. If that blueprint is not available, you need to measure the space and make a sketch of the building.

2. Assess the need for the organization

You need to identify the needs of all departments. Administrators should consult with the department head to access space requirements. Number of employees, work, equipment, method and nature of machines. You need to determine your current and future requirements. This is the second step in layout design.

3. Template placement:

This is the third step in designing an office layout. The administrator needs to prepare a model called a template. A template is a board or thin metal plate that represents the actual space with decoration. They provide a tentative design of office space. Some adjustments may be made before the final model is complete.

4. Show electrical wiring:

When designing your office layout, you need to manage your electrical wiring properly. The location must be properly wired to avoid the risk of short circuits and voltage fluctuations.

5. Submit the plan to top management for approval:

After creating a plan and policy, it is submitted to various departments. The plan should be discussed with the department head and supervisor. They check the plan and finally approve it. Then you are ready to implement only the plan.

Q17) Define Office Environment.

A17) Communication in the office is critical to the success of your organization. This allows organizations to work efficiently and be productive in the long run. Communication in the office can range from email instructions to face-to-face conversations. But most of the time, it's a combination of different communication styles.

Open communication helps increase employee engagement and productivity. Employees will be happy and more creative if they can easily communicate through the organization's contact chain. Communication helps everyone share their thoughts and ideas and maintain a culture of feedback among team members. On the other hand, weak open communication in the office creates confusion and demoralizes employees.

Office communication is needed to stay in touch, understand goals and objectives, share ideas, communicate information, give directions, and eliminate misunderstandings among employees. It's a bridge between employees and the management of the organization.

Whether you are a small company or an outsized organization, always use open communication to be productive and make your employees happy. Effective communication is essential for managers to run business processes smoothly. To achieve the goals of the target team, managers need to communicate effectively with team members.

The most important thing in communication is to concentrate to what's not said. ~ Peter F. Drucker.

Q18) What are some basic reasons why communication in the office so important?

A18) Here are some basic reasons why communication in the office is so important:

Innovation

When the group establishes a means of communication, the level of productivity and efficiency increases. As a result, people are more likely to support other team members when sharing team ties.

If employees have the opportunity to speak up about their thoughts, they tend to move forward without fear. Organizations that encourage open communication tend to be more innovative.

Effective communication

A good communicator can foster better team ties between members. Free communication with team members makes it easier to assign tasks, resolve disputes, and motivate.

Effective communication not only connects people, but also gives them the opportunity to talk to each other. It is important to build good relationships by communicating.

Teamwork

Communication problems always lead to misunderstandings among team members and incomplete work. Team members need to be careful and detailed about the task to prevent this situation. You will only succeed if your team is communicating well and continuously.

Team building requires constant communication and cooperation between team members. Better communication leads to efficient power, and team members are fluid as you understand better among them. It improves the productivity and work performance of your employees.

Rewarding work

There are times when employees do a bit of a tough job. These may be signs that employees are not happy with their work. This can be due to poor career growth, poor compensation, poor management, or an imbalance between work and life.

Solving such problems can be challenging and stressful, and the only way to overcome such problems is to communicate effectively. Employee happiness is important. Therefore, listening to their issues and giving feedback can be encouraging for employees.

Absenteeism and employee turnover

Improved communication can reduce absenteeism and employee turnover. When there is a flow of communication within an organization, managers share updated information such as product sales and company revenue.

This promotes integrity and transparency in the workplace, and employees feel they are in the right direction in terms of the organization's overall planning.

How can you encourage communication in the workplace?

In your workplace, there are many options for improving communication. These options can be divided into two categories:

Communication software upgrade

Upgrade policy

If you want to upgrade some policies rather than communicate freely with your employees at first, you can be aware of any issues with policy changes. You can also see why you are making changes to your policy.

Ensuring that all managers or department heads invest in active listening. If an employee has some suggestions, it should not be overlooked. Employee thoughts and opinions should be considered in the same way as managers and department heads.

Courses and training are often offered to you and your employees. Most of these courses focus on improving communication, productivity, and performance in the workplace.

Investigate communication courses to interact with employees. You learn how essential it is to hear to their employees by giving managers these courses. They will come to know why they have to listen to employee recommendations and appreciate the work of team members.

Communication Software Upgrade

You can also make some changes to the software you use every day.

There is a lot of software available to help you schedule your work, track your time, and do your HR activities. With these types of software, employees can communicate their needs and request shift changes from managers and department heads. This can have a significant impact on communication.

Q19) What are tips for improving office communication?

A19) Some tips for improving office communication

Q20) What role does communication play in employee involvement?

A20) Role plays are:

Conclusion

Office communication is the process of sharing knowledge and ideas both verbally and non-verbally between one individual or group within an organization and another. It's important not only to get the job done, but to foster trust and increase employee productivity.

The success of an organization depends on how extensive and focused its employees are communicating.

Q21) Explain internal correspondence.

A21) Internal correspondence is a written communication between the staff, units, departments, and branches of the same organization. Internal correspondence can either be formal or less formal. Routine internal correspondence is usually less formal, like quick instructions between a supervisor and a staff, and these are normally in the form of email.

There are other more formal kinds of internal correspondence which include promotion letter, written reprimand, notice to clarify, memorandum, formal requests for approval, and letter of approval or dismissal. These sorts of communication are ideally printed on paper, signed by the sender, and physically received by the recipient.

Meaning of Office Communication:

To commune means to form conversation. This is often an ordinary function in our daily life. this is often necessary to form contacts, to explain things, to exchange ideas, to convey information, to offer instruction, and to remove misunderstandings. Communication is indispensable for existence. Communication, however, features a more specific meaning in management science.

According to Prof. Allen, “It may be a bridge of meaning. It consists of a scientific and continuous telling, listening, and understanding.” it's clear that communication is complete when the message sent by the communicator is under­stood by the communicate. it's a bridge of meaning, i.e., the meaning of a message is known within the same sense by the communicator and therefore the communicate.

Q22) Explain importance of office communication.

A22) Its importance is great and is growing. The success of an organisation depends upon how extensively and intensively communication is being carried out by it. it's described as a tool of management. it's the last word in management. Whenever quite one person meets together, there's communication between them.

In an office people meet and work together. Therefore, there must be communication among them. the primary function of an office is communicating, internally and externally. An organisation needs an office because all communication will go out from, and come into, it. Largest number of office machines is meant for communication.

Q23) Explain types of office communication.

A23) Broadly speaking, communication is often internal and external. Internal communication takes place among the people working inside, the office. It also means communication between employer and employees or among the members of an association or between a company and its shareholders.

External communication is with the outsiders, just like the customers, the suppliers, the debtors, the creditors, the opposite organizations, the govt and its different agencies, and eventually the general public at large. The secretary has a major duty to supervise and control both the types of communication.

According to methods, communication is often sub-divided into three parts—oral, written (correspondence), and gestural.

Internal Communication:

Through communication employer-employee relationship also as superior-subordinate relationship are often maintained. Decisions taken at the top management level flows downward at the execution and operating levels through the chain of superior-subordinate relationships inside an organisation structure.

Unless the objectives and policies of the organisation are communicated to the staff, neither will they identify themselves with the organisation nor can they are doing their respective functions.

Whenever any change is to be introduced within the organisation, prior communication has got to be made to the members of the staff in order that they get mentally prepared. Otherwise, there could also be a shock. the employees also must be ready to communicate their grievances, complaints or difficulties to the employer.

By this, better employer-employee relationship is esta­blished and misunderstandings, if any, are removed. Communication is described as a two-way traffic. Internal communication is often oral, written, visual, and gestural. Holding of meetings, conferences etc., having joint consultation or group discussion, etc., sending of reports, copies of minutes, etc. are a number of the effective methods of internal communication.

With regard to communication there are six types of queries and therefore the queries have definite answers. They are:

Why?

Without communication, both internal and external, no organisation are often built up and run.

When?

Before the message is leaked out through other sources

What?

Nothing should be concealed about matters of common interest. No secret, really, are often ultimately preserved. It’s better, therefore, to not conceal anything to the members of the staff, subject to, however, some exceptions.

Where?

Communication may happen confidentially between two during a very small group during a chamber, or openly at a meeting or conference among $ large number of persons or at a public meeting.

How?

It must be done by using such a medium which is under­standable by the communicator and therefore the communicate both. Visual communication by pictures is extremely suitable for illiterate people. There are many barriers to effective communication, such as, language, noise, status, etc.

Whom?

The common objectives of the organisation must be communicated to everybody inside the organisation in order that everybody can identify himself with the organisation.

Mechanical Devices:

There are different machines or labour-saving devices used for internal communication:

(a) Oral—Inter-com telephone system, Dictaphone, pneumatic tubes, etc.

(b) Written— Typewriter, duplicating machines, etc.

(c) Visual—Photography, micro-film, television (for remote control), etc.

(d) Signalling—Calling bells, buzzers, red lights, etc.

External Communication:

External communication is important for carrying out the activities and for the event of any organisation, trading or non-trading. This is often necessary for widening and improving public relations and also for enhancing goodwill and prestige. Different methods of advertisement are meant for communication. Publication of reports, journals, etc. is additionally another technique. Ex­ternal communication is often oral, written, and visual.

Q24) What is the Index of the project report?

Q24) The index of the project report are as follows.

1. General information

The project report should provide information about the industry to which the project belongs. you would like to supply information about the industry's past experience, current situation, issues, and future prospects. If the proposed business may be a manufacturing department, you would like to supply information about the products which will be manufactured and why you select them. It must elaborate on the demand for products within the local, domestic and global markets. you would like to obviously identify your business options and clarify why you're starting your business.

2. Executive summary

The project report should describe the aim of the business and the way it is often successful. an entire picture of the business regarding capital, operations, methods of functioning and execution of the business must be provided within the project report. It must mention the assumptions and risks commonly involved in business.

3. Organizational overview

The project report should show the organizational structure and patterns proposed to the unit. you want to specify whether the ownership is predicated on a sole proprietorship, a partnership, or an organization. you would like to supply information about promoter biodata, like financial health. The name, address, age qualifications, and knowledge of the proposed business owner or promoter must be included within the project report.

4. Project description

You should provide a quick description of the project and supply details about:

If your business is service-oriented, you would like to state the sort of service provided to your customers. you would like to explain intimately the way to serve your customers.

5. Marketing plan

The project report should clearly state the expected aggregate demand for the merchandise. you would like to list the worth at which the merchandise are often sold on the market. We also got to mention the strategies adopted to win the market. After-sales service, if any, are going to be provided and must even be included within the project. you would like to elucidate the way to distribute the merchandise from the assembly unit to the market. The project report should include the following:

6. Capital structure and operating costs

The project report should include the entire capital requirements for the project. The source of funding should be stated, also because the extent of the owner's funding and borrowing. capital requirements must be stated and therefore the source must even be stated within the project. Estimates of total project costs should be weakened into land, buildings and engineering , plants and machinery, other fixed assets, reserve and preoperative costs, and dealing capital. The venture's proposed financial structure must indicate the expected sources and conditions of equity and debt financing. Operating costs should even be elaborated during this section.

7. Management plan

The project report should state that:

a. Business experience of business promoters,

b. Management details,

c. Obligations and responsibilities of Team member

d. The organization's current human needs,

e. the way to manage your business,

f. Recruitment and training planning,

g. Management programs and policies.

8. Financial Aspect

The projected income statement and balance sheet must be presented in the project report to determine the profitability of the business. You need to view the estimated sales, production costs, gross profit, and net profit that you might get from the proposed unit. In addition to the above, forecast balance sheets, cash flow statements and cash flow statements should be prepared each year for a period of at least 3 to 5 years. The income statement and cash flow forecast should include a three-year summary, monthly details for the first year, and quarterly details for the second and third years. The break-even point and return on investment should be included in the project report. The use of accounting and inventory management systems is commonly covered in this section of the project report. The project report should state whether the business is economically and economically viable.

 9. Technical Aspects

The project report provides technical and technical aspects of the project. It covers information on the technologies, production processes, machine capabilities, pollution control plants, etc. selected for the project.

10. Implementation of the project

All proposed business units need to create a timetable for the project. It must indicate the time that can be completed in the activities related to the establishment of the company. The implementation plan shows the expected schedule for project preparation and completion.

11. Social responsibility

The proposed unit draws input from society. Therefore, contributions to society in the form of employment, income, exports and infrastructure. Business outcomes should be displayed in the project report.

Q25) What is a detailed project report? How is it different from the feasibility study report?

A25) A feasibility study report is created to support your investment proposal. The feasibility of various aspects related to technology, commerce and finance will be investigated in detail by the experts and consultants brought into the feasibility study report. The Feasibility Study Report is called the Techno Economic Feasibility Study. This is the main report on the formulation of investment proposals. The detailed project report is the basic documentation for planning and implementing your project.