OFFICE

MANAGEMENT 1-
General Office
Procedures
Prepared By:
Mariam Fatima Cruz Sta.Ana, MAEd
Learning Objectives
O After studying this unit, the student
will be able to
O • To improve knowledge on
O Office management,
O Modern Office and its functions.
 The Office
O a room,
O set of rooms, or
O building used as a place for
O commercial,
O professional, or
O bureaucratic work.
O a place where a particular kind of
business is transacted or a service
is supplied: such as
O a :a place in which the functions of
a public officer are performed
O b :the directing headquarters of an
enterprise or organization
O c :the place in which a
professional person conducts
business
Principles of Management
O A principle may be defined as a fundamental
statements or general truth providing a guide
to thought or action.
O The principles of management are the
guidelines are the ground rules for the efficient
management of any undertaking.
O The following are the principles of
management outlined by Henri Fayol.
HENRI FAYOL
O was a French mining
engineer, mining
executive, author and
director of mines who
developed general
theory of business
administration that is
often called Fayolism.
 FAYOLISM
O Fayol's work was one of the first
comprehensive statements of a
“General Theory Of
Management”
He proposed that
O there were five primary functions of
management and
O fourteen principles of management
 Functions of management
O In his original work, Administration
industrielle et générale; prévoyance,
organisation, commandement, coordination,
controle, five primary functions were
identified:
O Planning
O Organizing
O Staffing
O Directing
O Co-ordinating
O The control function, from the French
contrôler, is used in the sense that a manager
must receive feedback about a process in
order to make necessary adjustments and
must analyze the deviations. Lately scholars
of management combined the commanding
and coordinating function into one leading
function.
 Principles of Management
O i. Division of work : Principles of
specialization are necessary to increase the
efficiency in the utilization of labour.
O ii. Authority and Responsibility :
Responsibility is the corollary of authority
and arises from it. Authority is a combination
official and personal.
O iii. Discipline : Respect for agreements which are
directed at achieving obedience, application, energy
and outward marks of respect.
O iv. Unity of command : Each employee should have
one superior only.
O v. Unity of direction : Each group of activities having
the same objectives must have one head and one plan.
O vi. Subordination of Individual Interest to General
Interest : The interest of groups should supersede
those of the individual. When they are found to differ,
it is the function of management to reconcile them.
 Functions of Office
Management
O Since office management is similar to
the general or administrative
management, it performs the same
functions as are performed by the
management. The functions of office
management are:
 I. PLANNING
O Planning is concerned with dealing in
advance what is to be done.
O According to Terry, Planning is the first
fundamental function of management.
O It provides, prior to activity, guides and
courses for action required by managers
in order to achieve goals.
O Planning is the selecting and relating of
facts, and
O making and using the assumptions
regarding the future in the visualization
and
O formulation of proposed activities
believed necessary to achieve desired
results.
 II. ORGANIZING
O According to Oliver Sheldon “Organization
is the process of combining the works done
by a individual or a group to perform with
facilities necessary form its execution, that
the duties so performed provide the best
channel for the efficient, systematic, positive
and co-ordinated application of the
available efforts.
 III. STAFFING
O Staffing an organization refers to the
selection of men for the various jobs.
O It refers to choosing and preparing men
so that the selection, recruitment,
training, development, promotion and
remuneration of employees.
 IV. DIRECTING
O The process of direction refers to the way
an executives issues instructions to his
subordinate.
O It includes Leadership, Communication
And Supervision.
 A. Leadership
O The quality of leadership is the ability to
influence people to strive willingly for the
realization of mutual objectives.
 B. Communication
O It is the process of passing information from
one person to another person.
O It involves a systematic and continuous
process of telling, listening, and
understanding.
 C. Supervision
O Supervision attempts to bring about
conformity between planned and
actual results.
 V. Motivating
OMotivating is a process of stimulating
an individual to take action which
will bring about the satisfaction of a
need and the accomplishment of a
desired goal.
O Motivation moves a person to action. It is
achieved by:

O (a) The use of power, or force.

O (b) Providing inducements and incentives to
employees.
O (c) By satisfying the needs of the employees.
 VI. Co-ordinating
O It means monitoring, balancing and
keeping the team together by ensuring a
suitable allocation of tasks to the
various members,
O and by seeing to it that these tasks are
performed with an opinion among the
members themselves.
MODERN OFFICE
 Meaning of Modern Office
O In Simpler terms we can say office is
place where business is carried on.
O In common Parlance, an office is
understood to be a place where clerical
work is performed and where all kinds of
paper work (letters, correspondence, files,
records etc) and dealt with.
O It is “a central place where all sorts of
clerical work is done to co-ordinate
and control the affairs of the whole
organization”
O A few definitions may be noted.
 OFFICE
O “The office is the administrative center of
a business.
O The purpose of an office has been defined
as “the providing of a service of
communication and record” -Mills &
Standingford.
O “An office is a place where business is
transacted or professional services are
available” -Random Hours of Dictionary
OFFICE WORK
 Office Work
O According to the old concept “Office Work” is
mostly concerned with the
O records of an enterprise and
O making, preserving the records for further usage,

O so from this we can call office work as clerical

work.
O And office work not only deals with
records, it also includes
O communication,
O mechanical data processing,
O planning and scheduling.
O According to Leffingwell and Robinson:
O “Office work is concerned with
O records and statistics,
O with communication,
O with computing,
O with planning and scheduling.

O Every office task comes within the scope of one

or the other of these activities.”
 Office Activities
O Each office has a personality of its own.
O This personality is a reflection of the purpose for which
an office exists.
O The manufacturing office will have a profile that differs
from that of a sales office.
O The accounting office will have a different orientation
from that of a research and development office.
O ” In organizing a new office the office
manager must
O first determine the prime reason existence of
that office and
O then add the necessary ingredients to bring
about an efficient operation entity that achieves
pre- determined results.
O Although offices differ from one another
in prime responsibility, many activities
are commonly carried out by all the
offices. Some of these activities are.
O (i)Processing Incoming mail.
O (ii) Processing Outgoing mail.
O (iii) Dictation.
O (iv) Transcription.
O (v) Typing.
O (vi) Printing.
O (vii) Copying.
O (viii) Filing.
O (ix) Records Retrieval.
O (x) Records Disposal; and
O (xi) Communication.
 Office Functions
O The functions of a modern office may be
classified into two categories:
O 1. Basic functions (or) routine functions,
O 2. Administrative management functions.
 Basic functions (or) routing functions

(a) Receive and collecting information

About the activities of the organization the
source may be.
(a) Internal sources: ex. different departments,
sections, etc.
(b) External sources: Govt. departments,
financial Institutions,universities, general public
etc.
(b) Recorded of collected information
O In a suitable form, this recorded information is needed
for preparing future Policies, and taking decisions.
(c) Arranging (or) Processing of Information
O In all the information received cannot be used in the
same form.
O Office has to convert it in form of notes, reports,
diagrams, graphs etc, and showing different aspects of
business.
O (d) Communication of recorded and
arranged information promptly
Office has to supply the information to different
departments and outside bodies who are related
in some way or the other
Ex. Planning is to be done for which future
information and projections are to be made on
the bias of part information which has to be
supplied by the office in the most suitable form.
 Administrative
Management Functions
O A part from the basic functions of an
office, there are certain administrative
management functions which have to be
performed for a smooth functioning of
the office.
 (i) Management Functions
O For efficient functioning of an office the management function
includes.
O (a) Planning.
O (b) Organising.
O (c) Staffing.
O (d) Directing.
O (e) Communicating.
O (f) Controlling.
O (g) Co-coordinating and
O (h) Motivating.
O Office work has to be properly planned, and then organized and
executed according to the plan.
 (ii)Public Relations Functions

O An office has not only maintains relations

with the other departments,
O it also needs to maintain a good relations
with the outside world the public.
O Maintaining good relations with the
company increases the reputation and good
will of the company.
 (iii) Retention of the
Records
OOffice Records includes:
O correspondence,
O letters,
O invoices,
O orders, financial and cost records,
O minutes etc.
OThese records have to be retained for future
reference.
 (iv) Safeguarding Assets
O It is the function of the office to safeguard the assets
of the organization, which may be fixed assets
O like buildings,
O plants,
O Machinery, office equipment,
O lighting and air conditioning equipment,
O movable assets like furniture,
O office machinery,
O or the cash, title deeds,
O records and documents etc.
 (V) Controlling Office Costs
O With the adoption of scientific methods for office
management, a modern office is further supposed to
discharge the function of Controlling office costs.
O This may be done by.
O (a) Mechanization of the office.
O (b) Adopting time and labur saving devices in the office.
O (c) Using better forms.
O (d) Analyzing the existing office routines and adopting
improved ones.