Principles of Office Management - MIT School of Distance Education

1. MIT School of Distance Education Principles of Office Management

2. Office management refers to the process of managing the activities, finances, workforce and everything within an organisation to enhance its efficiency as well as productivity. It works on some defined principles as listed below:

3. 1. Objective and Purpose • In an organisation, management must operate with the purpose of effective coordination and avoid work duplicity or unnecessary time consumption. Effective coordination allows organisation to achieve its aimed objectives.

4. 2. Division of Work or Specialisation • In different departments, the entire work must be divided into smaller tasks. It should then be assigned to the person who best fits in that position. This leads to enhanced efficiency.

5. 3. Efficiency • Assigning tasks according to a subordinate’s efficiency and skill is important for enhanced efficiency.   • 4. Unity of Command • For the smooth functioning of an organisation, a subordinate must report to only one superior. Division of loyalty and dual command leads to duplication as well as delay in the work.

6. 5. Scalar Chain Proper flow of communication is possible in an organisation only if there is a chain of authority ranging from the top to the bottom level of management. 6. Personal Ability An organisation must be able to achieve its objectives in a definite time period. In this process, it should also enhance its employees’ skills.  

7. 7. Flexible The business environment is dynamic. So, an organisation must be flexible enough to adapt itself with the changing environment for its sustained growth and success.

8. 8. Coordination In addition to planning, organising, controlling and directing, coordination also plays a key role in office management. At times, many big organisations fail to achieve their objectives due to the lack of coordination among its departments and employees.

9. 9. Delegation of Authority It includes assigning the superior’s authority as well as the responsibility to the subordinates. It leads to motivation as well as the possibility of quick decision-making by the subordinates.

10. 10. Principle of Span of Management Every supervisor should have a limited number of subordinates assigned under him. This principle is concerned with the productivity of supervisors. If there are limited subordinates, the supervisor can easily assess their performance and communicate with them. 

11. 11. Responsibility A superior can never delegate his responsibility along with authority. He will always be responsible for his subordinate’s conducts. 12. Parity of Responsibility and Authority Authority and responsibility always go hand-in-hand. A superior who has the authority to delegate his work is also responsible to get the work done from his subordinates.

12. 13. Continuity A business organisation must be able to continue its existence in the long-run if it wants to expand further. 14. Leadership Facilitation This principle states that every department at every level of management is able to achieve its objectives because of the leadership qualities of superiors.

13. 15. Balance Every department is expected to achieve one goal at-a-time. Therefore, there must be a balance while assigning the activities. 16. Simplicity If the structure of an organisation is simple in nature, then the activities will automatically be more effective. 

14. 17. Authority Every superior must get the best work done by his employees. 18. Definiteness Every position in an organisation along with its purpose must be clearly defined to all the levels of management.

15. 19. Authority Level for Decision-Making The authority level is concerned with decision-making for an organisation. The decision-making property flows from the lower to the top level. If top-level fails to make a decision, then the bottom level loses its power of decision-making.

16. So, these were the principles of office management. Every individual must aware of these principles to make his/her mark in the corporate world. In order to facilitate the candidates to understand business operations and processes holistically, MIT School of Distance Education (MIT-SDE) offers 1-year Post Graduate Certificate in Modern Office Management.

17. This course equips the candidates with a complete understanding of different principles, fundamentals and core departments that together facilitate an organisation in achieving its management objectives. So, apply for the course immediately and enhance your employability.

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