Office Management

Unit 1:
Office and Office Management: Meaning of office. Functions of office – primary and administrative
management functions, importance of office, duties of the office manager, his qualities and essential
qualifications.

(4 Lectures)
Filing and Indexing: Filing and Indexing – Its meaning and importance, essentials of good filing,
centralized vs. decentralized filing, system of classification, methods of filing and filing equipment,
Weeding of old records, meaning and need for indexing, various types of indexing.

(4 Lectures)

Unit 2:
Mail and Mailing Procedures: Mailing Procedures – meaning and importance of mail, centralization
of mail handling work, its advantages, room equipment and accessories, sorting tables and rack, letter
opener, time and date stamps, postal franking machine, addressing machine, mailing scales, mailing
through post, courier, email, appending files with email. Inward and outward mail – receiving, sorting,
opening, recording, making, distributing, folding of letters sent, maintenance of peon book, dispatching,
courier services, central receipt and dispatch.

(5 Lectures)
Forms and Stationery: Office Forms – introduction, meaning, importance of forms, advantages of
using forms, disadvantages of using forms, type of forms, factors affecting forms design, principles of
form design, form control. Stationery – introduction, types of stationery used in offices, importance of
managing stationery, selection of stationery, essential requirements for a good system of dealing with
stationery, purchasing principles, purchase procedure, standardization of stationery.

(2 Lectures)

Unit 3:
Modern Office Equipments: Modern Office Equipment – Introduction, meaning and Importance of
office automation, objectives of office mechanization, advantages, disadvantages, factors determining
office mechanization. Kind of office machines: personal computers, photocopier, fax, telephone,
telephone answering machine, dictating machines, Audio Visual Aids.
(2 Lectures)
Budget: Budget - Annual, revised and estimated. Recurring and non-recurring heads of expenditure
(2 Lectures)
Audit: Audit process- Vouching, verification and valuation (in brief). Consumables/ Stock register and
Asset register. Procedure for disposal of records and assets.

(2 Lectures)

Unit 4:
Banking facilities: Types of accounts. Passbook and cheque book. Other forms used in banks. ATM
and money transfer.

(2 Lectures)

Abbreviations/Terms used in Offices: Explanation of abbreviations/terms used in offices in day-to-
day work,

Modes of Payment: Types of payments handled such as postal orders, Cheque (crossed/uncrossed),
post-dated and pre-dated Cheques, stale Cheque, dishonored Cheque.

(2 Lectures)

UNIT V:
Role of Secretary: Definition; Appointment; Duties and Responsibilities of a Personal Secretary;
Qualifications for appointment as Personal Secretary. Modern technology and office communication,
email, voice mail, internet, multimedia, scanner, video-conferencing, web-casting. Agenda and
Minutes of Meeting. Drafting, fax-messages, email. Maintenance of appointment diary.

(5 Lectures)

Essential Readings
 Bhatia, R.C. Principles of Office Management, Lotus Press, New Delhi..
 Leffingwell and Robbinson: Text book of Office Management, Tata McGraw-Hill.
 Terry, George R: Office Management and Control.
 Ghosh, Evam Aggarwal: Karyalaya Prabandh, Sultan Chand & Sons.
 Duggal, B: Office Management and Commercial Correspondence, Kitab Mahal.