Introduction to Management

&
Office Administration
 Modern Office and its Functions
Meaning of Office
• The office is the administrative centre of a business.
• The purpose of an office has been defined as the
providing of a service of communication and records.
• The act of collecting, processing, storing and distributing
information comprise the functions of the office.
• An office is a place where business is transacted or
professional services are available.
• An office is the place where work in connection with the
preparing and furnishing of information is done.
 Office Activities
• Many activities are commonly carried out by all the offices. Some
of these activities
 are:
• Processing Incoming Mail
• Processing Outgoing Mail
• Dictation
• Transcription
• Typing
• Printing
• Copying
• Filing
• Records retrieval
• Records disposal
• Communication
 Office Functions

• The functions classified into two categories:

I) Basic Functions ( or routine functions)
II) Administrative management functions
I) Basic Functions
a) Receiving Information
b) Recording Information
c) Arranging Information
d) Giving Information
II ) Administrative Management Functions
a)Management Functions
1)Planning
2) Organizing
3) Staffing
4) Directing
5) Communicating
6) Controlling
7) Coordinating
8)Motivating
b)Public Relation Function
c) Instituting Office Systems and Routines
d) Retention of records
e) Safeguarding Assets
f) Form Designing and Control
g) Stationary and Supplies Control
h) Selection and Purchase of Office Appliances
i)Personnel Function
J) Controlling Office Costs
 Office Management
• Office Management is that branch of management
which is concerned with the services of obtaining,
recording and analysing information of planning
and communicating, by means of which the
management of a business safeguards its assets,
promotes its affairs and achieves its objectives.

• Office Management as a function is that branch of

the art and science of management which is
concerned with the efficient performance of office
work, whenever and wherever that work is done.
 The main Elements of Office Management
1. Receiving and collecting of Information
The various sources of information relating to the activities of the
organization can be collected/received from
Internal sources- from various departmental heads in the form of notes,
circulars, reports etc.,
External sources- from government departments, suppliers, customers and
other organizations in the form of orders, invoices,
inquiries, reports, circulars, telephonic messages etc.,
Personal contacts- visitors, meetings or conferences.

2. Recording Information or making records.

The information received has to be recorded/maintained into
some written document – reports, circulars, statements, lists, books
and registers. This acts as a reference library
3. Processing or arranging information
The raw data collected has to be arranged in the form which can be
readily used by the management.
The usual forms are: costing sheets, financial and statistical statements,
charts and lists, reports etc.,

4. Communication of Information
Top level and to the bottom level. In the form of policy decisions ,
guidelines and instructions.
Information supplied may be of routine nature ( periodical returns on
sales, stock position, staff attendance) or special nature( estimates of a
special job, credit information regarding a particular client)
 Functions of Office Manager
Who is an Office Manager
An individual who oversees the running of a
business.
His duties and responsibilities will depend on
the type of business, size of the business and
role which they play within the business
• He has to plan , organize and control the office in
order to achieve the goals of the organization.
• He helps in determining the manpower requirements,
recruiting , selecting, and training people to perform
the office work efficiently and effectively.
• He acts as the line executive for his own department
and staff executive or advisor for other departments.
• He has to select , design and plan the office layout so
as to ensure smooth flow of work.
• He is Incharge for safeguarding and maintenance of
building and other assets of office.
• He has to observe the rules, procedures and policies of
the management within the office.
• He has to design and improve system , procedures and
methods.
• He has to maintain good relation with the outsiders or
general public in order to create good image for the
organization.
• He has to influence , inspire , and guide subordinate and
get the best out of the office staff.
• He is responsible for procuring suitable machines ,
equipment , furniture , stationery and other suppliers
and for maintaining good working conditions so that
efficiency can be increased.
 Responsibilities of an office manager
• 1. Maintain office services
• Main Activities:
– Design and implement office policies
– Establish standards and procedures
– Organize office operations and procedures
– Supervise office staff
– Monitor and record long distance phone calls
– Prepare time sheets
– Control correspondences
– Review and approve supply requisitions
– Liaise with other agencies, organizations and groups
– Update organizational memberships
– Maintain office equipment
• Supervise office staff
• Main Activities:
- Assign and monitor clerical and secretarial
functions
– Recruit and select office staff
– Orient and train employees
– Provide on the job and other training
opportunities
– Supervise staff
– Evaluate staff performance
– Coaching and disciplining staff
• Maintain office records
• Main Activities:
– Design filing systems
– Ensure filing systems are maintained and up to
date
– Define procedures for record retention
– Ensure protection and security of files and records
– Ensure effective transfer o files and records
– Transfer and dispose records according to
retention schedules and policies
– Ensure personnel files are up to date and secure
• Maintain office efficiency
• Main Activities:
– Plan and implement office systems, layout and
equipment procurement
– Maintain and replenish inventory
– Check stock to determine inventory levels
– Anticipate needed supplies
– Verify receipt of supply