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FUNDAMENTALS OF OFFICE MANAGEMENT

This is Office Management Presentation Prepared by North Nyasa Institute of Management, and presented by Mavuto Mpulula

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FUNDAMENTALS OF OFFICE MANAGEMENT

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  1. FUNDAMENTALS OF OFFICE MANAGEMENT NORTH-NYASA INSTITUTE OF MANAGEMENT BY: MAVUTO MPULULA

  2. DEFINEFINITION OF OFFICE • An office is the administrative center of a business • Office is described as the nerve center of the entire organization • An office is a place where business is transacted or professional service is available

  3. OFFICE MANAGER • An office manager is an individual, who is in-charge of an office and whose function is to organize and control the activities of the office. • He extracts the work from the subordinates to achieve organizational goals

  4. TYPES OF OFFICE • Front office • The Middle Office • Electronic Office • Virtual Office

  5. FUNCTIONS OF MODERN OFFICE • Basic Functions • Receiving and collecting information • Recording information • Arranging and processing of information • Communication of recorded data Administrative functions Management functions, Office systems and procedures, Designing and purchasing of office forms and stationery, Selection and purchase of office furniture, Public relation function, Retention of records, Safeguarding of office assets, Controlling office cost

  6. Receiving and collecting information • It is the primary function of office to receive and collect the information for timely business decisions. • Information is generally collected both from Internal sources such as letters, memos, circulars, notices etc., issued by different departments, sections and External sources like government departments, financial Institutions, banks, suppliers, customers, universities, general public etc.

  7. Recording of information • The collected Information has to be recorded for future reference in a suitable form. • This recorded information is needed for preparing future plans, policies and taking decisions.

  8. Arranging / Processing of Information • All the information received cannot be used as it is. • Office has to convert the collected information in the form of notes, reports, diagrams, graphs etc., depending upon the nature of information for easy access and understanding

  9. Storing Data • The recorded information should be protected for future reference. • The degree of necessity of data will determine the duration for protecting the same. • Based on the importance of data, office will store them in a separate file.

  10. Communication of Recorded Data • Office has to supply the right information at the right time to different departments and also to outside bodies who are related in some way or the other for prompt and sound business decisions.

  11. PART 2 Administrative Management Functions: • For the smooth functioning of the office there are certain administrative functions needed to be performed. • Management Functions: • Planning. • Organizing. • Staffing. • Directing. • Communication. • Controlling. • Co-ordination. • Motivation. 2. Developing Office Systems and Procedures 3. Public Relations Functions 4. Retention of the Records 5. Safeguarding Assets 6. Controlling office Costs

  12. Food for thoughts…. • What are the benefits of managing office properly?

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