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OFFICE MANAGEMENT

OFFICE MANAGEMENT. III B.Com . SEMESTER V By B. V. Manohar B abu. features of modern office. Open work spaces Space should be utilized perfectly A welcoming reception area is a must Private rooms for meetings Adding items for a positive attitude. factors affecting office layout.

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OFFICE MANAGEMENT

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  1. OFFICE MANAGEMENT III B.Com. SEMESTER V By B. V. ManoharBabu

  2. features of modern office • Open work spaces • Space should be utilized perfectly • A welcoming reception area is a must • Private rooms for meetings • Adding items for a positive attitude

  3. factors affecting office layout • Getting the Required Space • The Factor of Taxes • Effects of Localization • The Status Quo of Surroundings • Availability of Various Facilities of Services • Availability of Transport

  4. importance of office layout • It Ensures Proper Utilisation of Floor Space • To Ensure a Smooth Flow of Work • To Facilitate the Supervision • To Create an Impact on the Visitor and Customer • To Facilitate the Communication • To Ensure Comforts and Promote Morale of Workers

  5. principles of office layout • Good Ventilation • Work: • Lighting • Movement and Observation • Furniture Arrangement • Supervision • Placement of Equipment • Flexibility • Cost • Principle of Balance

  6. advantages of good office layout • Better Goodwill • Economic Stabilization • Better Morale • Promotes Efficiency • Reduction of Cost in Office Maintenance • Enhances the Quality of Supervision • Speeding of Inter-department Communication • Optimum Uses of Machines and Equipment

  7. MERITS AND DEMERITS OF WORK SIMPLIFICATION Merits of Work Simplification: • Jobs are made more simple therefore no need to have training and development expenses. • This method focuses on job specialization so that the productivity can be improved. • Less supervision can be sufficient to supervision employees. Demerits of Work Simplification: • There will be a high chance of over specialization of skills. • Repetitive job creates boredom in workers. • Monotony at work may increase absenteeism, turnover, and accidents.

  8. methods of purchasing office stationery • Tender System • Quotations • Fixed Supplier • Traveling Salesman

  9. advantages of office system • Liberation of Management • Avoidance of Delay and Bottle-neck • Elimination of Error • Better Speed • Training to the Staff • Better Control • Better Co-ordination • Economy

  10. limitations of office system • Limitation of Integration • Limitation of Planning • Limitation of Cost • Limitation of Repetitive Use • Limitation of Strict Adherence

  11. planning and designing office systems • Establishing Objectives and Policies • Defining the Limitation of the Systems • Collection of Data • Establishing System Premises • Implementing the System

  12. planning for improving office procedures • Identify processes that need immediate attention • Dedicate time to identifying and examining each step in every process your office uses. • Create a process flow diagram for detailed processes • Can the process be measured- if so how • The employee accountable for the process should be responsible for documenting how the process currently works, recommend changes, and provide input on where the handoffs should occur • Create a group of employees (preferably from different departments- operations, client service, advisors, etc) to develop improved processes

  13. common charts of office work simplification • Office layout chart • Flow process charts • Management type flow chart

  14. office reproduction services • Copying by hand • Copying press • . Carbon paper • Rotary machine • Photostat copying • Gelatin Duplicator • Stencil Duplicator or Mimeograph • Electronic Stencil Duplicator • Multi-graph or Typeset Duplicator • Offset Lithography Machine

  15. Need for record retention • To facilitate future references • To comply with legal or statutory requirements • To prevent frauds and maintain internal control • To serve as a piece of evidence in the court of law • To serve as basis of decision making and planning • To facilitate comparison and evaluation of past performances

  16. filing systems TRADITIONAL METHODS • Wire or spike filing • Pigeon hole filling • Card Board Filing • Box Filing • Press copy book method

  17. filing systems MODERN FILING SYSTEMS • Horizontal filing • Flat files • Arch level files • Vertical Filing system  • Suspension filing

  18. THANK YOU

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