OFFICE ADMINISTRATION

AND MANAGEMENT (OAM)

LECTURER NOTES BY
J.K. MUOKA(MR)
 What is Office Administration?
• Office administration is the process of overseeing the day-to-
day operations of an office. The task of administration is
usually the responsibility of an office administrator
• Depending on the general operating structure of the
organization, and the complexity of tasks associated with the
operation in general, the responsibilities of the manager or
administrator may focus on a few core tasks, or involve the
management of a wide range of functions.
 What is Office Management?
• Office Management is the art of planning, organizing,
designing, controlling the employees, and curating the
activities to achieve the mission, vision, and goal of a
company.
• The management is applicable at a strategic level, tactical
level, and even at the operational level.
• It aims at increasing the focus and attention of the office
personnel on their duties and responsibilities.
Who is and Office Administrator?
• An office administrator focuses on the technical aspect of
running the office to ensure that everything is right where
they are supposed to be for maximum productivity. This job
title is engaged in different processes in the office. An office
administrator is the problem solver in different logistical
issues in day to day office activities.
• A successful office administrator has to master the art of
juggling because of the nature of this position. They are the
connection between different departments. From maintaining
technical logistics to the overall workflow, they have to play
an active and responsible role for every possible event.
Who is and Office Manager?
• An Office Manager is a people-focused job, it involves a
variety of responsibilities that involve tending employees
needs and comfort in managing their productivity.
• An office manager acts as the bridge between the upper
management and the rest of the employees. He or she is the
tool to develop and implement policies and initiatives for the
ultimate benefit of the organisation.
• Successful office managers support, inspire and motivate the
office team to bring the best out of their combined effort like
a leader.
What is the meaning of
Organization?
• Sheldon defines organization as the process of combining the
work which individuals or groups have to perform with
facilities necessary for its execution, systematic, positive and
co-ordinate application of available effort.
• Better organization brings a boot better results and poor
organization fails to get desired results.
 What is Organization?
• Office organization is concerned with dividing the activities of an
enterprise among its personnel. The division of activities results
in the establishment of various departments and section s in an
organization.
• The main purpose of office organization are obtaining, recording
and analyzing information, planning the office activities and
communication with concerned persons.
• An office organization involves the --- of office activities into
certain departments as well as persons. The office manger defines
and assigns activities so that they can be most effectively
executed.
 Meaning of Organization
• The term organization is used in managerial in two different
senses.
i) As a structure
ii) As a process
• Organization is the structure of relationships among jobs or a
network of horizontal and vertical authority relationships
designed to accomplish common objectives.
• It’s a systematic combination of people, functions and facilities
all working together to accomplish some desired purpose.
• Organization is concerned as a basic function of management.
 Organizational Structure
• Some organizations exist to help people in need. Other
organizations, such as a student council, exist to give students a
voice at school. Business organizations exist to earn profits.
• To meet their goals, Organizations organize their employees
into some kind of structure. Companies adopt organizational
structures in order to minimize confusion over job
expectations.
• Having an organizational structure helps them coordinate
activities by clearly identifying which individ-uals are
responsible for which tasks.
 Organizational Structure
• An organization structure is the basic framework within which
the decision making behavior occurs.

• An organization structure shows the different posts in

organization.

• An organization structure also shows the responsibilities

attached to these different posts.
 Types of Organizational Structure
• Companies generally adopt one of four organizational structures. These
include:
• line structure
• line and staff structure
• matrix structure
• team structure
• Each of these different types of organizational structures can be
shown in an organizational chart.
• An organization chart is a visual representation of a business’s
organizational structure.
• It shows who reports to whom within the company. It also shows what
kind of work each department does.
 Organization Charts
Definition
•An organizational chart is a representation of the structure within
the enterprise
•It shows the numbers of departments or sections and how they are
related.
•An organizational chart is concerned with:
i) The arrangement of work
ii) Division of activities
iii) Allocation of duties, flow of authority and
delegation of responsibilities.
 Line Structure
• Line Structure is a line organization, where authority
originates at the top and moves downward in a line
• All managers perform , functions that contribute directly to
company profits.
• Examples of line functions include: production managers,
sales representatives, and marketing managers
•Line managers collect and analyze all of the information they
need to carry out their responsibilities. Production managers,
for example, hire and fire all of the assembly-line workers in
their departments. They also order all of the supplies their
department needs.
•Line organizations are common among small businesses.
Larger companies usually require a different kind of
organizational structure.
Line Structure
 Line and Staff Structure
• In mid-sized and large companies, line managers cannot per-
form all of the activities they need to perform to run their
departments. In these companies, other employees are hired to
help line managers do their jobs.
• These employees perform staff functions advise and support
line functions. Staff departments include the legal department,
the human resources department, and the public relations
department.
• These departments help the line departments do their jobs. They
contribute only indirectly to corporate profits. Staff people are
generally specialists in one field, and their authority is normally
limited to making recommendations to line managers.
Line and Staff Structure Chart
 Matrix Structure
• Matrix Structure allows employees from different
departments to come together temporarily to work on
special project teams
• The purpose of this kind of structure is to allow companies
the flexibility to respond quickly to a customer need by
creating a team of people who devote all of their time to a
project.
• Once the team completes the project, the team members
return to their departments or join a new project team.
• Companies that undertake very large projects often use
the matrix structure.
• Boeing, for example, regularly assigns employees to
project teams it creates to design new aircraft. Large high-
tech firms also frequently use the matrix structure.
Matrix Structure Chart
 Team Structure
• Many companies have abandoned the line and staff
approach to organizational structure in favor of the team
approach. Team structure brings together people with different
skills in order to meet a particular objective
• More and more companies are using the team structure.
They believe this structure will allow them to meet customer
needs more effectively than the traditional structure.
• The team structure is very different from the traditional
organizational structure. In the traditional structure, each level
of management reports to a higher management level.
• In this kind of organization, senior managers need not approve
decisions by lower level managers. Instead, teams have the
authority to make their own decisions.
• Employees often prefer the team structure because of its focus
on completing a project rather than performing a particular task.
Team Structure Chart
Factors Affecting Organizational
Structure
• The organizational structure a company chooses depends
on the nature of its business.
• A structure that is appropriate for a high-tech company that
employs 50,000 people in eight countries will not be
appropriate for a small retail business with just a dozen
employees.
• Many factors affect the choice of organizational structure.
• The most important factors are the size of the business and
the kinds of products or services it produces.
Organizing Dep’ts by Work Functions
• Some businesses organize their departments by
function. These functions include production,
marketing, finance, and human resources.
• Production refers to the actual creation of a company’s
goods or services.
• Marketing involves product development, pricing,
distribution, sales, and advertising.
• Finance refers to maintaining a company’s financial
statements and obtaining credit so that a company can
grow.
• Human resources deals with hiring employees and placing
them in appropriate jobs.
Organizing Dep’ts by Work Functions
 Organizing Departments by Product
• Under this kind of structure, a single manager oversees all the
activities needed to produce and market a particular product.
• This type of structure allows employees to identify with the
product rather than with their particular job function. It n helps to
develop a sense of common purpose.
• Structuring by product helps identify products that are profitable.
Under this structure, a manager oversees all activities needed to
produce and market a single product.
• This structure allows employees identify with product rather than
particular job function. It helps develop a sense of common
purpose. Structuring by product also helps a company identify
which products are profitable.
• Another advantage of organizing departments by products is that it
provides opportunities for training executives by letting them
experience a broad range of functional activities.
Organizing Departments by Product
Advantages of Organizational Charts
(i) They show the lines of command.
(ii)Responsibilities for work at different levels are clear.
(iii) The lines of communication both upwards and
downwards are indicated.
(iv) There is co-ordination among the various departments this
improves efficiency of the organization.
Disadvantages
i) The chart indicates that the responsibilities of different levels
have been divided on permanent basis. This makes it difficult to
incorporate new changes.
ii) Decisions are made by some authorized persons only. This
makes it difficult to make decisions in some cases. Therefore it
courses delays and the delay can give loss of the organization.
iii) The rivalry among different departments may be harmful to the
organization.
Functions of Different Departments
Administration Department
•This dept is responsible for the overall administration of the
company.
•The dept is headed b the office manager.

Personnel Department
•It’s charged with the responsibility of recruitment and
training of office staff.
•This department exists only in large organization
•In small organizations/ enterprises this duty is performed by
the administration department.
Functions of Different Departments
Accounts Department.
-The head of accounts department is the chief accountant. There
are also assistant accountants and book keepers.
-The main function of accounts department is to maintain the
books of accounts and to prepare final accounts of the company at
the end of the year.
-Accounts dept also collects money from debtors and make the
payment to creditors.
-The accounts dept also pays the wages and salaries of staff.

Production Department
-Production department sometimes referred and that works
department is responsible for the production of goods.
-This department exists only in the manufacturing concern.
Functions of Different Departments
Marketing Department
- This department is responsible to sell the produce of the
company
-The department finds out the markets for the products of
the company through advisement or direct contact with the
customers.

Purchasing Department
- This department is responsible to purchase raw
materials, machinery, motor vehicles and other regulated
items
- It gets quotations from suppliers
Office Organization
-Office organization is concerned with dividing the activities
of an enterprise among its personnel
-The division of activities results in the establishment of
various departments and section s in an organization.
-The main purpose of office organization are obtaining,
recording and analyzing information, planning the office
activities and communication with concerned persons.
-An office organization involves the grouping of office
activities into certain departments as well as persons.
-The office manager defines and assigns activities so that
they can be most effectively executed.
Office Organization …ctd
- The term organization is used in managerial in two different
senses.
i) As a structure
ii)As a process

- Organization is the structure of relationships among jobs or a

network of horizontal and vertical authority relationships
designed to accomplish common objectives.
- It’s a systematic combination of people, functions and
facilities all working together to accomplish some desired
purpose.
- Organization is concerned as a basic function of
management.
Purpose of Office Organisation
a) It portrays the type of organization and defines the
spheres of authority for the supervising staff.
b) It shows the various departments, departmental sections
and their relationship to one another
c) It is useful when explaining to new members of staff the
type of organisation they are to work in and their parties in
the office.
d) It shows the chain of command and delegation of
authority
e) It portrays the span of control
f) It acts as a starting point when the organization of the
firm is being done.
Principles of Organization.
Every enterprise is organized to meet, specific objectives.
To ensure that these objectives are met, certain basic principles can be
used as guidelines. These include;-
1. Clear definition of the objectives and the method of achieving them
(objectives)
2. A degree of flexibility to allow for adjustments as may be necessitated
by change of policy (flexibility).
3. Clear lines of authority running down from the top, with equally clear
lines or responsibility running up from the bottom (responsibility)
4. Appropriate span of contribution. This should be based on the quality
of the staff, variety of work and capabilities of the supervisor,
5. Even distribution of work. This can be achieved through proper
delegation of responsibility (techniques of organization.
6. Maximum use of the employee’s abilities. (technology)
7. Reinforcement and maintaining proper discipline at all times
(discipline).
 Delegation of Authority

This is the process of transferring responsibility for a task to another

employee. As a manager, you can typically transfer responsibility to any
of your direct team members.
That employee may then decide to delegate some of those responsibilities
among their team members if necessary.
The purpose is to ensure a productive and well-functioning workplace.
When done wisely, this process can benefit you, your employees and the
business as a whole through increased productivity
Advantages of Delegation of Authority
It allows employees to complete work faster since tasks are spread out
among a group of individuals rather than a single individual completing all
of the necessary steps.
1.Continuity.If you are busy with other tasks or absent from work, other
employees can complete some or all of your duties to ensure continued
productivity and efficiency.
2.Employee development. When you delegate tasks to your team members,
employees get a chance to improve their skills and demonstrate their
abilities in a specific area, such as leadership and interpersonal skills.
3. Employee motivation. Employees may be more driven to perform at their
best when trusted with new responsibilities.
4. Career growth opportunities. Delegating tasks to lower-level employees
provides them with the experience and skills development needed for
potential promotions within the organization.
 Features of Delegation of Authority
•Delegation means giving power to the subordinate to act independently but
within the limits prescribed by the superior. Also, he must comply with the
provisions of the organizational policy, rules, and regulations.
•Delegation does not mean that manager give up his authority, but certainly
he shares some authority with the subordinate essential to complete the
responsibility entrusted to him
•Authority once delegated can be further expanded, or withdrawn by the
superior depending on the situation.
•The manager cannot delegate the authority which he himself does not
possess. Also, he can not delegate his full authority to a subordinate.
•Delegation of authority may be oral or written, and may be specific or
general.
•Delegation is an art and must comply with all the fundamental rules of an
organization.
 Span of Control
• Span of Control is used for the total number of subordinates that a
manager or supervisor can manage. In the past, one manager was capable
of managing 1-4 subordinates. Because of that, there were many levels of
management in one organization.
• With the introduction of information technology, many organizations
flattened their management by reducing the number of managers in an
organization. The span increased to 1-10
• This was possible because of inexpensive information technology.
Technology helped in easing out several middle managers’ tasks such as
collection and manipulation of operation information. Because of this, a
manager became capable of managing more subordinates at one time.
• Several factors affect the span of control such as nature of work,
capabilities of the manager, capabilities of employees, and the
responsibilities of a manager.
• It can be of two types, i.e.a narrow and a wide span of control. It is
considered narrow when a manager manages 2 to 4 subordinates.
Advantages of a Narrow Span of Control
1. The manager can supervisor each of his subordinates intimately.
2. The nature of work is usually complicated.
3. Effective communication between the subordinates and their
manager.
4. More layers in the hierarchy of management.

Disadvantages

1. Too much control over employees might hamper their original talent
and creativity.
2. Extended hierarchy of control results in a long time in decision-making.
3. Narrow span of controlling prevents cross-functional problem-solving.
Advantages of Wide Span of Control
1. In a wide span of control, subordinates are more independent.
2. Fewer layers in the hierarchy of management.
3. The nature of work is repetitive.
4. Less direct communication between subordinates and managers.

Disadvantages
1. Ineffective management.
2. Increased workload on managers.
3. The roles of team members are not clearly defined.
4. Less communication between managers and subordinates reduces the
control of the manager.
The Office
The Office describe any place set aside for work of a
clerical nature by whatever name it may be called. It is
convenient to refer to the Office as a collection of
departments carrying out clerical work. It is “a building
or part of a building the sole principal use of which is an
office for office purposes”.
“Office” purposes includes the purposes of
administration, clerical work, handling of money and
telephone operating”. “Clerical work” includes “writing,
book-keeping, sorting papers, filling, typing, duplicating
machine, calculation, drawing and editorial preparation
of matter for publication”.
Specific Functions of an Office
Receiving information from both the internal and
external source. This may involve sorting, distributing,
filing, entering up and posting. The methods which may
be used in receiving information include letters, reports,
memo forms, etc.
Recording information by manual or machine
processes (both statistical data and non-statistical
information). This includes the keeping of records in
certain books and registers, of which are required by
law. Eg. That required by the Companies Act, others
are kept for purposes of control and reference.
Specific Functions of an Office

Analysing information this implies the re-

arranging of information into a form required
by management to act upon. Such
preparatory work may be a simple
arrangement or listing of figures prior to entry
into books for management, indexing,
collection of data from different sources,
making of reports, statements etc.
Specific Functions of an Office
Communication. Information analysed is
communicated to management or to the outside
world. Much of the information imparted by the
office is in verbal form. The use of the internal
and external telephone system are obvious
example.
Control and Protection of enterprise, inspecting,
checking and auditing. In detail, the office must
protect the information it has received and
recorded. It must assume responsibility for the
security of the firm’s information.
Office Planning And Layout

Office Layout refers to the attempt which is

made to determine what space could be
allocated for office work and how this space
could be effectively utilized so that the best
practical arrangement of furniture and
equipment can be made for the carrying out
of the work of the office. In order words,
Office Layout refers to the arrangement of
rooms and facilities within office building.
FACTORS DETERMINING A GOOD OFFICE LAYOUT

• People working together or sharing

equipment and facilities out to be placed
closed together;
• Supervisors and those under their control
should be placed in close contact;
• People whose advice or services are
required by the section as a whole (eg.
Supervisors or typists) should be generally
accessible to all.
FACTORS CONT.’D

• Natural light from windows should be used

as much as possible. i.e. should not be
blocked, and where access to windows is
limited, be provided particularly for
functions involving drawing, design,
planning and ‘close’ work.
• Activities involving the movement of heavy
goods or deliveries should be located close
to the entrance as possible.
FACTORS CONT.’D

• Senior management offices and conference

facilities should be situated where movement
and noise is minimal.
• Rest and recreation areas (if any) should be
separated from areas where concentrated work
is taking place.
• Gangways, fire doors and exists etc., must be
provided and kept clear in the interest of safety.
• Citing of machinery and general layout should
minimise risks of accident
OTHER FACTORS

Working Conditions to get the best out of every

office worker, the environment has to be
comfortable and healthy. therefore:
i. Chairs and desks should be arranged in a
standard form
ii. Each clerk should have a reasonable working
space
iii. The office should be well ventilated and well-lit
iv. Over-crowding should be avoided
v. The office should be kept clean
OTHER FACTORS TO BE CONSIDERED WHEN
PLANNING AN OFFICE

Location
When planning to establish an office it is very
important to take into consideration the actual
place where to site it in the organization
• Layout
This factor talks about the type of the office to be
opened either the open office or multi-room
office whichever can suit the purpose of the
organization.
Factors cont.,d

Provision of Ventilation
This is particularly important to give an office
worker a total comfort to discharge his
routine activities. This happens where there
seems to be fresh air to be seen in the
office.
• Provision of Lighting
It is also important for the provision of
artificial and natural lighting systems to be
seen in the office to avoid shadow of work.
Factors cont.’d

Equipment
The necessary tools or logistics that is needed to
achieve the purpose of establishing the office
layout decided should be provided in order to
increase the productivity in the office.
• Provision of Amenities
Other services which help to increase the
production in the office should also be taken into
account such as availability of toilets and clock
rooms, transport etc.
IMPORTANCE OF OFFICE LAYOUT

Layout is a very important aspect of office organization

because:
a. A properly planned office helps to achieve efficiency in
getting work done;
b. The proper utilization of floor space results in economies of
being made;
c. Supervision and control is easier;
d. Intercommunication becomes easier;
e. Better use can be made of office equipment and
machinery;
f. Provision of good ventilation and lighting is made possible.
Advantages of a Good Office Layout

A good office layout offers the following

advantages
Efficiency in getting work done on time
Economic in the use of floor space
Easy to control and supervision of general
office worker
Problem-free inter communication
Best use of equipment and machinery
Keep the morale of workers high
Provide good ventilation and light
OFFICE ENVIRONMENT/SURROUNDING

The surrounding and physical condition of

a place of work affects the quality of
output and the moral of the staff. The
environment of a good office layout should
be such a way that the office clerks can
work without distraction or mental fatigue
and in a good conducive atmosphere for a
high productivity.
ELEMENTS OF A GOOD OFFICE
ENVIRONMENT

Walls and Ceilings

The office walls and ceilings should be kept
clean and if possible should be repainted at
regular intervals. The choice of colour is
also important such as the green and blue
colours tend to give feelings of coolness in
an office.
Elements cont.’d

Floor Coverings
The using of good and convenient carpet in
covering the office floor is an important element
of a good office environment as it makes the
office workers feel comfortable to discharge their
duties efficiently.
Lighting
The artificial light system should be positioned in
such a way that it will not bring about any shadow
of work. This encourages the smooth flow of
work if it is well positioned.
Elements cont.’d

Noise Level
In a good office environment, the level of noise should
be minimized to encourage concentration and
avoidance of annoyance and distraction.
• Provision for Cleaning
Consideration must be given to a clean, neat and
tidiness of an office as it encourages the efficiency
and accuracy in office outputs.
• Ventilation, Heating and Cooling
A comfortable working environment which is
conducive to sustain the office work is very
important.
OFFICE FURNITURE AND FURNISHING

Furniture use in an office is a very important

one. This should be up-to-date furniture.
The office should also be well furnished with
required furnishing that may suit a particular
office. For office furniture and furnishings to
be provided to suit an office work the
following must be taken into consideration:
Office furniture and furnishing

Cost
Though modern office furniture can be very expensive
the office furniture should at least be new, if not
totally new then partially to reduce the cost of getting
the office being established.
• Image
For an office should be more attractive apart from the
furniture there should be other decorative images to
be used to decorate the furniture or the office. This
indeed influences the visitors or clients to feel lively
in the office.
Office furniture cont.’d

Status
Provision of furniture and furnishing should be
provided accordingly especially in terms of
superiority, so that furniture of the executives or
superiors should differ from that of the
subordinates.
• Standardization
It is presumed that furniture and furnishing should be
of the right standard in an office especially in terms
of the type of colours and styles of the desks, tables
and chairs.
TYPES OF LAYOUT

There are two major ways in which offices can be

arranged. These are OPEN and CLOSED OFFICES.
OPEN PLAN OFFICE
This is a type of office layout where many employees of
the same firm work together in one large room. Thus, in
one room are staff of accounting, purchasing, marketing
and administration. In order words, it is a type of office
where one large room is used and all staff are sited.
The open plan office type is a large room where several
sections or departments work together instead of
separate rooms.
MERITS OF AN OPEN OFFICE

• Supervision is easier with fewer supervisors

required;
• Free communication. Communication with
staff from other departments is easier since
they are all located in one large room.
• There is flexible arrangement of furniture
and equipment in the available space.
• There are economies in heating and
lighting.
MERITS CONT.’D

• Sharing of equipment such as photocopier,

telephone, light etc are easier.
• There is more feeling of team hood than in
private offices.
• There is economy in the use of floor-space
because of the absence of partitions.
• Workflow is smoother, free of physical
barriers, and easier to control.
DEMERITS OF AN OPEN OFFICE

• There is lack of privacy. Confidential

information can be leaked out to staff easily.
• There are distractions from noise and
movement of staff.
• Loss of managers of the status of a
separate office, possibly lowering morale.
• There is tendency for managers to become
involved in routine matters.
• Pilfering is more likely.
CLOSED/PARTITION/CUBICLE OFFICE

This consists of small office separated by

walls, and linked by corridors. Here a senior
member of staff and possibly his confidential
secretary are allocated a small office.
MERITS OF CLOSED/PARTITION/CUBICLE
OFFICE
• There is privacy. Secret and confidential
information is more preserved.
• Peace and security. No distraction by noise
and staff movement.
MERITS CONT.’D

• There is enhanced status of the manager

in the use of a separate office.
• Individuals needs and preferences can be
satisfied.
• It facilitates more discipline among the
whole staff in the office
• Noise distractions are reduced to the
barest minimum.
DEMERITS OF CLOSED OFFICE

• Status symbols bring about disaffection among staff.

• This layout consumes a lot of space because of the
partitions.
• There is difficulty in trying to expand the office, thus it is
said that there is no flexibility in layout when changes are
required.
• The closed office renders supervision difficult because
the staff are in different offices or rooms.
• It takes longer time to send messages from one office to
another.
• Too much privacy tends to allow the staff to get involved
in other matters.
CENTRALIZATION

Centralization in general means the emphasis placed

on control from the centre as seen in detailed
instructions from the head office on what work should
be done, how it should be done and when; then
requiring frequent and regular reports on it. It can also
mean that it is the practice of having all responsibility
and authority concentrated in one place so that major
decisions are made by the central controlling body.
Office services that can be centralized include typing,
duplicating, filing, handling of mails, the switchboard
(telephone) records, staff training stationery etc.
MERITS

• Better administrative control and

supervision can be achieved;
• Greater flexibility in the use of staff is
possible and job rotation is more easily
handled;
• Work can be scheduled (programmed)
properly and peak loads can be easily
handled
MERITS CONT’D

• Machines can be used more economically;

• The cost of services can be kept to a
minimum;
• Consistency or uniformity in procedures is
easier to ensure;
• Staff absences can be handled more easily
and will have less effect on the work load.
DEMERITS

• Too rigid control from the centre may cause

frustration;
• Services may not be flexible enough to meet the
special needs of individual departments;
• Delays in work operations may occur because of
the physical remoteness of files, other records;
• There occurs loss of personal interest, staff in
centralized departments may have little or no
interest in the work they are doing for other
departments;
DEMERITS CONT’D

• It is unsuitable for confidential work;

• There is increased possibility of error as
centralized staff may have little or no
understanding of many documents they
handle.
DECENTRALIZATION

Another term sometimes used for

Decentralization is Departmentalization.
Decentralization of office services means the
handling of office services by individual
departments. It occurs especially when some of
the services are very peculiar to the departments
concerned. (You can use the merits for
centralization as demerits for decentralization
and vice versa.
Merits

With this plan of organization, each

departmental manager has full and direct
control of his phases of the business;
The office staff develops a specialised
knowledge of the way things are done in
the department;
Relationship among different kinds of
employees are more personal and team
spirit develops among the workers.
Merits cont.’d

Each departmental office tends to operate

as a self-contained unit;
No other department rather than the same
office is held responsible for the
inefficiency of work;
Documents of confidential nature remain in
the department.
Demerits

Running separate office activities for each

department can become expensive and
taking more spaces;
In a haste to gather all information about a
certain customer from various department
would be a big job and might overlook an
important source of information.
INTERNAL NOISE

Constant loud noise distracts attention and affect

the efficiency of office work. A total absence of
any noise, however, causes frustration,
nervousness and stress. A low background
music is therefore sufficient and as suitable
noise to improve and increase quality of work
and better health of office workers.
Sources of Internal Noise

The ringing of telephones;

The noise of office machinery;
Conversation;
Footsteps;
Door slamming etc
Departments Within an Organization

Administration
The key executive is the Company Secretary
or Administrative Manager. An Office
Manager and supervisors are appointed to
assist the Company Secretary in large
business concerns. Its objective is to co-
ordinate all the administrative functions of
the business.
Functions and Responsibilities

Main duty is general office administration.

Functions include:
Strong link with Managing Director
All legal and insurance matters
Registration and transfer of shares
Office planning and organization
Dealing with filing
Keeping of statutory books etc.
Accounts or Finance Department

The key executive being the Chief or

Company Accountant. Objectives of the
department are Financial control of the
company’s assets; calculation of profit and
loss, and forecasting budgetary control.
Functions and Responsibilities

Keeping various books of accounts relating to

financial affairs of the business;
Preparation of annual accounts presented to
shareholders at the AGM
Reporting financial matters to management;
Preparation and payment of wages & salaries;
Deals with the tax ability of the business
Pays creditors and receive money from debtors
Personnel Department

Sometimes called the Staff, Establishment or

Human Resource Department. The key
executive is the Personnel or HRM. The
objective is to maintain good working
relations between management and workers.
Functions and Responsibilities
Recruitment and selection of employees;
Education, training and development of staff;
Functions cont.’d

working conditions and general welfare of

staff;
Keeping staff records;
Regular, periodic assessment of how a
worker is doing his job for promotion
purpose;
Resignation and dismissal of staff;
Promotions and transfer of staff etc.
Sales or Marketing Department

The Sales Department in some business

concerns is sometimes known as them
Marketing Department. Marketing is the
wider term and will control sales, advertising,
warehousing, transport, packaging and
market research. In large business
organizations, there may be separate
departments with each of these above titles.
Functions and Responsibilities

To ascertain what customers want buy,

that is, assessing the market;
Seeing if such products or goods can be
made or already made;
To let possible purchasers know of the
company’s products;
To persuade prospective buyers to buy the
company’s products;
Handling sales documents etc
Purchasing Department

It is sometimes known as Procurement

Department. It is under the direction of the
Purchasing or Procurement Manager. It
seeks to purchase and deliver the best of
goods at the most favourable terms. It is
responsible for the buying of raw materials
for the factory, machinery used in the
manufacturing of the firm’s products, office
stationery or suppliers, equipment etc.
Functions and Responsibilities

Seeks out and keep in touch with the best

sources of supply;
Negotiating favourable term with regards
to prices;
Checking and certifying on purchase
invoices that goods have been received;
Collects requisitions from other
departments for the purchasing of their
required goods.
Production Department

The chief executive is the Production

Manager or sometimes known as Works
Manager. The objective is factory planning
and control to produce finished goods.
Functions and Responsibilities

Planning of production to see that the right

goods are manufactured in the right time;
Planning of production to manufacture
goods as cheaply as possible;
Planning of new methods of production;
Recommend the purchase or replacement,
and maintenance of factory machines;
Keeps the stock of finished goods which
have been manufactured.
OFFICE PERSONNEL

These are the various groups of people or

persons who perform the clerical work in the
office. They are called the office staff or
clerks which some perform a specific
functions apart from the usual functions
carried out by the general office clerks.
These staff includes the following:
THE OFFICE MANAGER

The office manager in an organisation is

the head of the general administration
department who is responsible for
implementing of policies formulated by the
management or the board of management
to the other sectors in the organization.
Controlling and distributing of duties and
responsibilities in general administration is
also in his hand.
Qualities/Attributes of Office Manager

He should be able to offer effective

leadership to his subordinates;
He must be able to communicate with his
staff. This makes it possible to the staff to
know his intentions and reasons for certain
actions he takes.
He should be able to show sound
judgements when delegating duties and
powers to his staff and then judging their
characters.
Qualities/Attributes Cont.’d

He must be capable of maintaining discipline

among his staff by setting up good examples
with his actions for the subordinates to
emulate.
Office manager should be somebody who is
forcastive and forward looking.
He should be firm, but fair in decision
making. He should not be partial in dealing
with matters among his staff.
Duties/Responsibilities of Office
Manager
He plans a suitable organizational
representation for his departments, which
should show clearly the duties responsibilities
and even authority to workers.
He explains the policies formulated from the top
in management to the entire organizational
workers.
He takes particular control over the employees
as well as their working surroundings.
Duties/Responsibilities Cont.’d

He gives directives for the supply or

purchases of the office equipment and
materials to the sectors, which requires.
For high productivity in the office he should
decide a means of motivation.
He plans the way paper work is to be
carried out in the office.
OFFICE SUPERVISOR

The office supervisor is an office personnel

who assigns and monitors the duties of
subordinates in the office. He is an office
worker who should be fair and firm in
discharging of duties.
Duties of the Office Supervisor
• He assigns work among the team leaders;
• He deals with queries and complaints that
are launched by his staff.
Office Supervisor

He acts as a liaison between other

departments in the organisation to make
sure of easy and smooth flow of work.
He introduces new techniques in training
staff.
He makes sure there are enough staff
available for assigning of duties.
He makes sure that all staff gives he best
out of his by proper monitoring.
PRIVATE SECRETARY/PERSONNEL
ASSISTANT

Private Secretary is an office worker who is

assigned to assist an executive or boss in
organization in discharging of his duties
effectively. In some organization they refer
private secretary to as “Personnel
Assistant”. This is non-executive position,
because the personnel only assist a
particular superior to discharge his duties.
Qualities or Attributes of Private Secretary

APPEARANCE
Private Secretary should have an equal
pleasant appearance as that of an office
worker so as to create a good impression by
her boss as well as the whole organization
on all people who come into contact with
her.
Qualities/Attributes Cont.’d

PERSONALITY
A pleasing personality is important for private
secretary to enable her maintains a good
and amicable relations with many people
she deals with. This personality should
enable her to be cool, calm and collected
which can ensure a pleasant, even-temper
and self control to enable her.
Qualities Cont.’d

ADAPTABILITY
She should be flexible in her routine activities;
these could be any accepted changes that is
made in her office should not be very difficult for
her to adjust herself to it.
• MENTAL AGILITY
A good private secretary or personal assistant
should be mentally sounded and attentive, this
will help her to think clearly and easily in reacting
to instructions and other directives.
Qualities Cont.’d

LANGUAGE
She should have a good language of
communication. She must be able to speak
clearly and fluently. She should be calm and
polite indeed in conversation with people.
• SENSE OF RESPONSIBILITY
She needs to use a high sense of initiative in
handling or going about her routine activities
without much supervision and consultations.
DUTIES OF PERSONAL/PRIVATE
SECRETARY

1. Making appointments and receiving of

visitors: - She must be able to make effective
appointments arranged by her boss. Visitors
that are to see her boss should be well received
and entertained in a very nice polite, and
courteous manner.
2. effective communication: - She must
know how to communicate to her boss and
others she deals with effectively both in oral
and written means of communication. Such as
the use of telephone, fax machines, writing of
good business letters, memos and others.
 Duties cont’d
3. Dealing with Incoming and Outgoing Mails:- Letters
and other correspondence that are to be received and
processed out by the boss, should be handled by the
personal assistant for the sake of confidentiality and
others.
4. Taking dictation:- She must be able to take dictation
in any faster means and to typewrite them accurately
whenever she is to be assigned work through dictation.
5. Keeping Petty Cash and Accounts:- She should be
able to keep proper records of petty expenses make in
the office in terms of day-to-day running of the office.
Duties cont’d

6. Supervising Office Personnel:- In office

organization where a private secretary is
responsible for other subordinates she must be
able to do effective supervision as well as her
special duties are concerned.
7. Checking and Paying Bills:- She should
monitor the bills for utilities used in the office by
means of requesting or seeing to early
settlements in order not to bring about
disconnections which would delay the work. Such
bills are the electricity, water, telecommunication
etc.
Duties cont’d

8. Preparing Itinerary for her boss:-

Private secretary must be able to make
effective arrangement for her boss whenever
he happens to travel both internal and
external by means of booking proper hotel,
getting tickets and other materials to be used
for a journey.
QUALITIES/ATTRIBUTES OF GENERAL OFFICE
WORKER

COURTESY
This is a quality, which speaks for itself especially
when describing somebody’s behaviour towards
his fellow workers and visitors in general. The
office worker should show equal respect to his
staff and other people he deals with.
PUNCTUALITY
The office worker should have a habit of
gettingnto his office early few minutes before the
official starting working time. He should get to his
office early to prepare himself for the day’s work.
Qualities cont’d

HONESTY
This is also a very important quality, which
every office staff should posses especially those
who are entrusted or assigned with financial
responsibilities etc.
NEATNESS
An office worker should be neat. This is notice
even in the worker’s dressing as well as his
output in the office. The office worker should be
decent in dressing.
QUALITIES CONT’D

ACCURACY
Office worker should be accurate in
submission of his assigned duties. Every
employee should be able to supply his boss
with only correct figures or data always.
TACTFULNESS
He should be very diplomatic in dealing with
people who come into contact with him.
Office clerk should not give information to
people which he has no authority to give.
Qualities cont’d

ADAPTABILITY
He should be able to adapt himself with and
possible change that may come in his office.
These are normally seen when workers have
to do others job in time of illness etc.
HARWORKING
He should be hardworking in order to
increase output in his office.
DUTIES OF OFFICE WORKER/CLERK IN
GENERAL

1. Dealing with general postal work including

opening of official correspondence and
delivery of mail.
2. Handling of telephone should there be a call
made to the office and the telephonist is not
there and office worker who is available must
be able to receive the calls.
3. To be conversant with the addressing
machines should there be the need to address
correspondence and the mail clerk is not
available or very busy.
4. To do general filing and indexing.
Duties cont’d

5. To know how to reproduce documents

from the various means of reprography
systems such as operating Gestener
photocopier etc.
6. Office worker in general should know how
to collate stapling of documents.
7. Should stamp, sorts mails and distributes
mails to the various quarters of the
organization if there is the need.
 OFFICE MESSENGER

This office personnel plays an important role in

an organization by helping the other workers in
delivery of messages, documents, parcels,
packages and other items. He is and office
staff who should be mobile either by walking on
foot, using bicycles, motorbike or even public
conveyance for delivery of messages.
DUTIES OF OFFICE
MESSENGER
1. Going for correspondence at the Post Office.
2. Opening and arranging of the incoming
correspondence .
3. Delivery the incoming mails to the
appropriate division concerned in the
organization.
4. Stamping and sealing of outgoing
correspondences.
5. Making sure the office is very tidy by picking
up destroyed papers or rubbish on the floor.
SOURCES OF INFORMATION AND REFERENCE
BOOKS

As secretary and for that matter an office worker

in general should know the origination points of
vital or important information that help her in
discharging her routine or clerical activities quickly
and effectively. The important books that help
office worker to make reference in times of
uncertainty or doubts about certain words or hints
are referred to as reference books; where
sources of information refers to the places where
vital information are found or confirmed.
 REFERENCE BOOKS

Memory Aids – these are the office aid that helps

the office workers as well as superior to remind
them of their routine schedule activities.
Address Books – these are books which are
used to store important names, addresses, house
numbers, and directions and telephone numbers.
Diaries Books – they are used for recording of
important matters in the past and future to serve
as a full reminder.
 REFERENCE BOOKS

Minutes Books – this book keeps and gives

accurate records of resolutions of all
meetings held. Also it keeps letters, reports,
memoranda, and other.
ENGLISH REFERENCE BOOKS
Dictionary – it is a reference book which
gives meaning, spelling, pronunciation, and
derivations parts of speeches and usage of
words in general. These are arranged in
alphabetical order.
 REFERENCE BOOKS

Encyclopedia – it is a book or a set of books

which gives a detail and comprehensive
references on a wide range of knowledge
usually arranged in A.B.C order ‘alphabetical’
on many arms of knowledge or studies such
as economy, science, political, social etc.
Modern English Usage – this reference
book provides the usage of words and
grammar in general.
 REFERENCE BOOKS

Roget’s Thesaurus – in this reference book;

words are arranged according to their meaning as
distinct from the dictionary and encyclopedia
where they are arranged in alphabetical order.
DIRECTORIES
Telephone Directory – in this reference book it
contains the names, addresses and telephone
numbers of subscribers of individual, business
organizations and other institutions which are
arranged according to alphabetical order.
 REFERENCE BOOKS

Street Directory – it gives the names of

streets and responsible occupiers of each
house, office, shops and flats. These are
arranged under the headings alphabetically.
They are published yearly.
Medical Directory – this directory gives
details about medical practitioners in the
country including their names, address and
other necessary information.
 REFERENCE BOOKS

TRAVEL BOOK AND PLACES

Atlas – it is a book of maps published on
geographical, statistics and information about
the names of countries, population, climatic
temperatures, location of industries in the
country.
ABC Railway Guide – this guide provides
information on the times of departure,
arrivals of trains and stations.
 REFERENCE BOOKS

ABC Shipping Guide – this guide gives information

on ships movements, quoting departure, date, time of
arrival of ships and their fares from one port to
another.
Road Guide – it gives details of road maps together
with information about mad travel, early crossing days,
hotel etc. Also, a brief details about the town.
ABC Airway Guide – it is a guide, which gives a
complete timetable for regular air services throughout
the world. It supplies also details of passengers,
fares, cargo rates, airlines ticket offices, and travel
agents, international travel.
 REFERENCE BOOKS

Post Office Guide – it is published annually by

General Post Office, which gives detail
information on postal services, telephone. It also
gives information on both inland and overseas
postal rates, means of savings, remittances and
methods of posting different types of
correspondence.
Tourist Guide – this guide gives information
about places of interest, important place in the
country, maps, means of transport, hotel available
for tourist.
 REFERENCE BOOKS

EVENTS
The World Almanac – it is a reference book,
which serves as source of information. It
gives information on summaries of statistical
information on many topics such as banking,
economy, education, transport, insurance,
advertising, agriculture, politics, population,
sports, crime divorce. It is published every
yearly
 REFERENCE BOOKS

Whitaker Almanacs – it is a comprehensive

reference book, which is published yearly
in United Kingdom on a large number of
topics including,
i. The calendar year
ii. Important information on world’s affairs
 REFERENCE BOOKS

PEOPLE AND GOVERNMENT

ESTABLISHMENT
Who-is-who – it contains the biographies of
living eminent people both on national and
international. This gives data on the date
and place of birth parentage, educational
background, occupation, marriage,
achievements etc.
 REFERENCE BOOKS

Who-was-Who – it provides records of the

eminent people who are dead. This may be on
national and international basis; it gives details
like date of death, place of burial, achievements
etc.
Official Gazette – it is a government periodical
with legal notice which provides detail about the
governmental authorities including, appointment,
promotions, transfer, dismissal from the civil
service and board of directors of state owned
enterprises.
 REFERENCE BOOKS

General Orders - they are the permanent orders

given by the government which defines the duties
of the military and other government functionaries.
Hazard – it gives verbatim report of proceedings
in the house of parliament or common, which is
published daily.
Year Book – it takes a form of diary which is
published yearly giving full details of current
affairs, sports, diplomatic missions as well as
other information of economy, political, social.
 REFERENCE BOOKS

White Paper – it is published to give the

views, positions on directives of government
on issues or matters submitted for their
perusal.
Official Hand Book – this publication gives
a brief history of the country, the
governmental ministries, departments,
sports, national economy, land and other
development in respective location. etc
 REFERENCE BOOKS

Financial Institution – it provides details

information on the use of the public funds by
the governmental agencies.
Insurance Year Book – it gives detail
information about the number of insurance
companies in the country their names,
addresses, and place of locatiion.
 REFERENCE BOOKS

BUSINESS
Stock Exchange Year Book – this gives detail
information about existing and listed companies
on the stock exchange market including names of
their various shares, the available securities,
investment and the performance of the
companies in general.
Trade Journals – these provide information both
internally and externally on the statistics of
volume of work, prices, tonnage of the products
and others.
 REFERENCE BOOKS

SPECIAL REFERENCE BOOKS

Law List – it gives details of judges,
magistrates, in the country, the court
registrars, solicitors, juries, barristers etc.
Bar List – this gives accurate information
about the lawyers who are called to law bar
and are presently or currently practicing law,
also detail information about the court clerks
etc.
 REFERENCE BOOKS

Army List – the army list gives details of war

offices commands, regiments, battalion offices
etc.
Bank Review – it provides bank and exchange
rates, loans and overdrafts, stock exchange,
home and international trade etc.
Statistics – this gives accurate records on
population of particular country. Social services,
public health institutions housing, labour,
transport, central and decentralized government
etc.
 REFERENCE BOOKS

Ready Rekoner – it is a special reference book,

which provides quick means of arriving at
answers to calculations involving additions,
subtractions, divisions, multiplications, discounts
and percentages.
Prospectus – it provides detail information to the
general public about the various categories of
their performances and comprehensive history
about the company.
 REFERENCE BOOKS

OTHER SOURCES OF INFORMATION

Local government matters
Office of the country or district councils
Motor Taxation
Motor Taxation Offices
National Insurance
Local office of department of health
Income Tax PAYE
The office of the Inland Revenue
 REFERENCE BOOKS

Court Procedures
Clerk of Justice or Law Courts
Banking and Foreign Currency
Banks or other financial institutions
Travel
Airport Agency, British Rail, Bus Stations,
Airports or Air Terminals etc
Post, Telephone etc
Post office
 REFERENCE BOOKS

Stock and Shares

Stockbrokers, stock exchange markets
Overseas Trade
the local office of chamber of commerce
Employment
Offices of Youth and Manpower Departments
Book, Dailies and Magazines
Local Reference Library
 REFERENCE BOOKS

Translations, Interpreters
School of Languages, Travel Bureaus,
Embassy of concerned, and Travel Agents
Government Publications
Ghana Publishing Corporation
Birth and Death
Registrar of Birth and Death
 FILING AND INDEXING

Introduction
The office works mainly consists of paper work
and these papers are not only papers rather
important and valid records of the organization,
care should be taken not to mishandle them which
will lead to the loss of them. When documents or
valid records get loss they do not only give
trouble to the department that is responsible for
the records but also cause harm to the entire
organization.
 FILING

Definition
The term filing as used in clerical work is defined as a
process of storing or keeping information or records safely
so that they can quickly and easily been retrieved when
there is the need. The records include incoming letters,
price lists, circulars, reports, minutes of meetings, copies of
correspondence going out, memoranda of records as a good
filing should be done in systematic order so that the records
and documents are arranged into appropriate and suitable
filing headings to make locating and retrieving of
documents easier.
 REASONS FOR FILING

Reference – filing is done for future references or

purposes;
Safety – documents are kept for safe custody;
Tidiness – it is also done for tidiness reasons;
Easy retrieval – documents and records are kept for it
to be produced easier without delay whenever they are
required;
Security – filing is also done to preserve documents
and correspondence in files so tat unauthorized
person(s) cannot temper with them;
 Reasons Cont.’d

Cleanliness – it is also done to keep the records or

correspondence very clean from dust.
FEATURES/FACTORS OF A GOOD FILING
SYSTEM
Accessibility - all records must be readily available
as much as practicable. Therefore, it is expected
that the filing equipment or tools should be placed
in such a way so that retrieving and inserting of
documents should be done easily.
 Factors/features of a good filing system
cont.’d
Simplicity – the system adopted should be
easy to understand and to operate so that filing
staff and others can be trained quickly in its
use.
Compactness – equipment and other filing
tools should not take too much space
particularly as the area provided for paper
work is generally limited.
 Factors Cont.’d

Economy of operation – the cost of getting

and maintaining the filing system adopted should
be comparatively cheaper. This involves the cost
of getting the filing equipment, the labour cost of
paying the filing clerks should be kept at the
barest minimum.
Suitability – the filing system adopted should be
convenient to all sections or departments in the
organization.
 Features Cont.’d

Safety – documents, correspondence and

others should be protected highly against loss,
theft, flood, and other office destructive
agents;
Elasticity – the system adopted should be
adaptable to any changes especially should
there be the need for expansion it should be
done easily.
 TYPES OF FILING SYSTEM

Introduction
Basically there are two main types of filing
system. These are centralized and decentralized
Centralized filing system – it is a system and a
type of filing adopted where all documents and
files of an organization are kept, controlled and
managed in one room. Under this system all filing
works of the organization is done at a particular
point in the organization
 Merits of Centralized Filing System

-uniformity of filing procedures although two

or more different type of filing system might
still ought to be used for different type of
records;
-well-trained staff that can be supervised
easily will perform work;
-the duplication copies of records are
eliminated;
 Merits Cont.’d

-greater management control can be executed

over all the organization’s records or files;
-there is specialization as staff do the same job
everyday therefore they become specialized;
-it is economical as the cost of getting the
filing equipment is not duplicated and also
there is economic use of office floor space.
 Demerits of Centralized Filing System

-delay may occur when the same folder or record is

required by more than one person;
-the complex nature of the filing system makes
some files get missing unknownwingly by the
filing clerks;
-insufficient training or lack of specialized
knowledge about certain technical matters;
-there is much fatigue in the operation, as filing
clerks have to walk form one section to another.
 Demerits Cont.’d

-difficulty in locating files when the filing

clerks absent themselves for a day as they are
only trained for that purposes.s
 DECENTRALIZED FILING SYSTEM

It is a type of filing system where the filing

work in the whole establishment is divided
into the number of sections available. In this,
every section or department in the enterprise is
responsible for its own filing works. This is
done for the sake of suitability in the
classification of the methods of filing. It is
otherwise referred to as a departmental filing
system.
 Merits of decentralized filing system

-it brings about suitability in the method of

filing to the appropriate section or department;
-it minimizes the long delay in locating
records as compared to the centralized type
where the system is congested;
-the departmental filing leads to specialization
as all the staff has the opportunity to do the
filing.
 Merits Cont.’d

-it encourages confidentiality because

documents in a section are not exposed to
other departments;
-it reduces the pressure on the office staff
simply because the workload is minimized
 Demerits of decentralized filing system

-it is very expensive to establish in terms of cost;

-there is duplication of tools and equipment thus
increases the cost of production;
-it makes supervision and control more tedious as
the supervisors have to be moving from one place
to another;
-there is no uniformity in the whole filing
procedures or work in the entire organization;
-as the filing is not done by specialized staff, it
makes secret documents no longer remains secret
especially internally.
CLASSIFICATION OF FILING SYSTEM

The classification or scheme of filing system is the

way the different types of records are to be
arranged and the methods by which the filing
clerks must perform the storing and retrieving of
records.
The classification deals with the system of
grouping files for easy identification and location.
Systems of classification include the following:
CLASSIFICATION OF FILING SYSTEM

ALPHABETICAL FILING
This is the process of arranging files alphabetically
in drawers. By this process all files beginning with
A are grouped together etc.
Merits
It is a very simple and easily understood method;
It is very convenient way of grouping documents
by name
 MERITS OF ALPHABETICAL FILING

New headings can be added any time

Miscellaneous papers can be filed alphabetically in
folders.
Demerits
the volume of files may exceed the drawer
allocation for some of the files as the company
grows;
Documents may reasonably be filed under
different headings and this could lead to difficulty
in locating such documents at a later date.
 Demerits Cont.’d

Common name files could be highly

congested while there could be only a few
papers in other folders
Numerical Filing
This is a classification system in which each
set of correspondence is given a reference
number.
 Merits of Numerical Filing

• It gives greater accuracy in filing of

documents;
• Unlimited expansion is possible;
• Missing or misplaced files can be located
easily through the number on the file;
• The alphabetic index is a complete list and
this could be used for other purposes
 Demerits of Numerical Filing

• The system is rather difficult to classify in

a simple way;
• It calls for a thorough knowledge of the
activities of the business in order to avoid
wrong filing;
• It must have an index;
• Cost of the index and space taken by it may
be high.
 GEOGRAPHICAL FILING

This system groups correspondence

territorially by countries, states, and towns or
by streets depending on the size and nature of
the business.
Merits
The system is simple and direct filing can be
done;
Reference is quite easy if the location is
known;
 Merits Cont.’d

• It is useful for statistical purpose

• The method can conveniently be combined
with alphabetical or numerical scheme
Demerits
• The filing clerks must have a detailed
knowledge in geography
• Geographical location must be known
• An address must be known before an
individual’s correspondence can be traced
 SUBJECT FILING

This is the process of filing documents according

to the subject dealt with. This becomes important
if the subject matter of the business becomes
important in storing documents.
Merits
•It provides a simple and suitable form of reference
when the subject is known;
•The system has unlimited possibilities of
expansion
 Merits of Subject Filing Cont.’d

• All related documents can be brought into one

file
• Easy in making reference when the subject
matter is known
Demerits
• Only experience clerks will be able to operate
• Filing becomes slower as each letter has to be
carefully studied and understood for the subject
to be decided
• There is lack of suitability in terms of
miscellaneous documents
 CHRONOLOGICAL FILING

Under this method of filing, documents are filed

strictly according to date. It is usual to file the
most recent papers in front of the file.
Merits
•It is useful if the date is known
•This is the simplest and quickest way to file
papers without removing earlier correspondence;
•When all correspondence is kept in strict
chronological order (date order)
 Demerits of Chronological Filing

• It is not always suitable;

• Incoming letters might become separated
from outgoing ones;
• It is expensive, as there is the need to open
new files almost every date;
• Records are mis-filed if the dates are
wrongly quoted
 METHODS OF FILING

These show how records or folders are placed in filing

equipment adopted or used, such as the cabinets,
drawers, shelves desks etc.
These methods are vertical, horizontal, suspension and
lateral filings.
Vertical filing system
In this system the papers are placed into files vertically
upright position. Under this files are effectively
displayed with title strips on top edges, which makes
paper be placed in or taken out of the folders without
the folders having to be removed from the filing
cabinets.
 Horizontal /flat system

In this system of filing method the files or folders

are placed on top of one another in filing tools
used i.e. cabinets, drawers, shelves etc.
Suspend system
In this folders or pockets may be suspended
vertically in the mental rods fitted inside the
cabinets. The actual correspondence is filed not
directly into the suspended pockets but rather
through the inner folders
 METHODS CONT.’D

Lateral system
This is where the cabinet is upright and made
in various heights. The folders containing the
various documents are filed along the shelves
of the cabinets inside by side way.
 GENERAL RULES FOR ALPHABETICAL
FILING ARRANGEMENT

Documents should be arranged according to the

first letter of the name or surname eg. Quarshie
John, Napoleon, Sey Eric John
When the first letter of the name is the same the
second letter(s) are used to determine the
alphabetical eg. Djokoto Anthony, Dzotsie Peter
When surnames are the same, file according to the
initials, e.g., Djokoto G.K., Djokoto K.K.
 GENERAL RULES

“Nothing” comes before “something”. A

surname with no initials comes before
surname with initials. But a surname with an
initial comes before, a surname with first or
Christian name e.g Dadzie, Dadzie A. Larnor,
Larnor H.P
Names with prefix come first as part of the
surnames before other names such as De
Richardson, De Graft Johnson etc
 GENERAL RULES CONT.’D

File names consisting of initials before words. The

initial comes before the names, if all names bear
initials e.g A.B. Fisheries, E.K. Farms, G.B.K
Technology, J.J. Ventures
Government departments and sectors are filed under
the respective headings e.g Agriculture, Economy,
Defense, Manpower etc
Numbers in figures should be treated as if they are
spelt in words e.g 4 Steps=four steps, 6 disciples=six
disciples, 2 brothers=two brothers
 GENERAL RULES

When the word “the” is the first word of the

name it is either omitted or placed at end e.g
The Star Hotel, = Star Hotel, The Trust Tower
= Trust Tower
 FILING EQUIPMENT

Filing Cabinet – this is made up of wood or

steel metal depending on the need of the
business with drawers in which files could be
arranged. This equipment is used to keep
active or important documents.
Box file – it is made of hard woods and
boards, which are always, closed as opened
with keys. Documents used to be filed under
this are always of less important.
 FILING EQUIPMENT CONT.’D

Desk File – this a drawer built into the writing

desk of an executive in which every
confidential or very important documents are
stored.
Shelf File – this filing is done where all
documents are displayed in a shelf. Eg.
Library where the books are arranged in the
shelves.
 FILING EQUIPMENT CONT.’D

Filing Tray – it is used as equipment for

keeping all documents or records which need
to be sorted before the actual systematic
arrangement.
Loose-leaf book – it is commonly and
frequently used in keeping filing cards,
statements of account, notices, minutes,
reports etc. This is usually under lock to
prevent essential documents from
unauthorized persons or getting loss.
 FILING TERMINOLOGIES

Active files – these are documents or records,

which are current or are used often and often.
Dead files – they are the inactive documents
or records. They are inactive or dead because
they are not required or frequently used, day-
in, day-out in the organization but rather only
kept or retained for certain period of time for
the purpose of record management.
 FILING TERMINOLOGIES

Sorting – it is the method of arranging the

document or files in the correct order required.
This is done after records were filed in the
systematic order.
Miscellaneous file – it is a folder that keeps
less important letters. This happens when a
number of correspondences cannot be given
individual files.
 FILING TERMINOLOGIES CONT.’D

Float Folder – it is a file that keeps the third

copy of letters or triplicate of documents in
the filing section.
Glossary – it is alphabetical arrangement of
list of words and their meanings usually at the
end of a book
 RECORDS RETENTION

In the filing system the record retention

simply refers to the keeping of records up-to-
date or appropriate period expected or
required of them. All records cannot be
retained or kept forever because they would
cover floor space available for the filing.
Records, which become inactive or dead, must
be removed from the system in the filing
equipment or transferred elsewhere for
storage.
 INDEXING

It is a process of giving a brief heading or titles to

documents, which indicates or shows precisely
where they can be retrieved in the folders. This is
in otherwise defined as “an aid to speedy location
of records or information relating to a certain
person or organization”.
FORMS OF INDEXES
Book index, strip index, visible card index, wheel
index, loose/vertical card index and vowel
indexes.
 MICROFILMING

It is also a means of keeping documents or records,

which involves the photographic reductions of
records to a fraction of their normal sizes. This is
done to reduce space developed or devoted to
filing of older records particularly those, which
have to be retained by law or are likely to be
required too very often. Documents or records,
which are microfilmed, are then retained and filed
as ‘negatives’ and the original documents and
other records, are destroyed to give space.
 ADVANTAGES OF MICROFILMING

• It saves much space as about 99% and over of

the office space is saved;
• Documents are more protected from the
destructive office elements as films are more
durable than the papers;
• Retrieving of records becomes speedier as films
are stored in frame;
• It encourages high confidentiality as with the
keeping of only negative the original paper can
be destroyed.
 ADVANTAGES CONT.’D

• It provides quick and accurate;

• There is tidiness and cleanliness in this
filing system with the storing of films
 DISADVANTAGES OF
MICROFILMING
• The equipment is very expensive to acquire;
• When there is a break down of the machine or failure of
power the whole filing activities come to a halt or an end,
which leads to unbearable delay;
• The cost of maintaining and training the operator is not
economical as only an expert can operate these
machines;
• Least mistake or faultiness of the machine will lead to
blurriness and inaccuracy in the production;
• There is greater delay in locating of one particular film,
as the whole firm has to be viewed by a reader or viewer.
THANK YOU VERY MUCH FOR YOUR
ATTENDANCE IN CLASS
I WISH YOU ALL THE BEST FOR YOUR
IMPENDING EXAMS