1. OFFICE MANAGEMENT
Office management refers to the process of planning, organizing, guiding, communicating, directing, coordinating and controlling the activities of a group of people who are working to achieve business objectives efficiently and economically.
2. OFFICE MANAGER
An office manager is a professional responsible for overseeing the administrative tasks and operations within an office environment. Their role typically involves a wide range of duties, including managing office supplies, coordinating administrative staff, handling correspondence, organizing meetings and events, and ensuring the smooth day-to-day running of the office.
- The office manager must be able to plan the office work
- He must be a model leader to his office staff.
- He must be a good organizer.
- He must be well aware of office work and the purpose of doing such work.
- He must be a common man to every office staff.
4. OFFICE
- “An 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 record” - Mills & Standing Ford.
- “An office is a place where business is transacted or professional service is available” -Random Hours Dictionary
5. OFFICE MANUAL
An office manual means a handy form of book or booklet containing information relating to the policy, organization system, routines and procedures methods and standards and the rules and regulations regarding employment. An office manual is prepared to help the employees know all relevant information regarding the organization, its set up i.e. structure and how he fits into it.
According to George R. Terry, An office manual has been defined as a document disclosing the information about an organization, its set up, conditions of employment, and the established system, routine, procedures, methods, standards, rules and regulations of an office operation.
6. ORGANISATIONAL MANUAL
This manual gives a detailed account of the organization. The authority and responsibility of every person is given in detail. It avoids confusion and conflicts among various persons. The extent of authority and the relationship of executives is explained in this manual. The extent of span of management and delegation of authority are facilitated by a properly drawn manual.
7. ORGANISATIONAL CHART
The organization chart is a diagram showing graphically the relation of one official to another, or others, of a company. It is also used to show the relation of one department to another, or others, or of one function of an organization to another, or others. This chart is valuable in that it enables one to visualize a complete organization, by means of the picture it presents.
8. PLANNING
Think Before you Act‘ or 'Look Before you Leap' are some of the usual traditional proverbs; which provide a basis or logic for planning. Planning is the primary function of management. Nothing can be performed without planning. (For eg., Writing a book starts with planning). In short, planning refers to deciding in advance.
9. ORGANISING
Louis Allen, “Organization is the process of identifying and grouping work to be performed, defining and delegating responsibility and authority and establishing relationships for the purpose of enabling people to work most effectively together in accomplishing objectives.”
10. STAFFING
Staffing function comprises the activities of selection and placement of competent personnel. In other words, staffing refers to placement of right persons in the right jobs. Staffing includes selection of right persons, training to those needy persons, promotion of best persons, retirement of old persons, performance appraisal of all the personnel, and adequate remuneration of personnel. The success of any enterprise depends upon the successful performance of staffing function.
11. DIRECTING
Directing denotes motivating, leading, guiding and communicating with subordinates on an ongoing basis in order to accomplish pre-set goals. Employees are kept informed of all necessary matters by circulars, instructions manuals, newsletters, notice-boards, meeting, participative mechanism etc., in order to enable the employees to accomplish the organizational goals.
12. CONTROLLING
Controlling is performed to evaluate the performance of employees and deciding increments and promotion decisions. The control function helps in identifying under performers and arranging remedial training for them. It is the control function which facilitates synchronization of actual performance with predetermined standards.
13. OFFICE LAYOUT
According to Terry, Lay out of the office is the determination of the space requirements and of the specialized utilization of this space in order to provide a practical arrangement of the physical factors considered necessary for the execution of the office work within a reasonable cost.
14. OFFICE ACCOMODATION
Office accommodation refers to the physical space and facilities provided to support the administrative and operational functions of an organization. It involves the strategic planning, design, and maintenance of office environments to create a productive and efficient workspace for employees. If the office staff is to work efficiently it must be properly accommodated, have a good working environment, and should be properly equipped with suitable accommodation.
15. FILING
According to Leffing well, “Filing is the process of so arranging and sorting original records, or copies of them, that they can be readily located when required”.
Filing is a form of record-keeping. Documents are filed in order that they may be available for use at some future data, which is the precise purpose of making records. Filing providers a mean of preserving records of business transaction. Letters, circulations, bulletins, reports, voucher, contract, statement letters, etc. are the forms of correspondence.
16. INDEXING
An indexing is anything that points out or indicates. It is a ready guide to the location of the required file or records. It is a process of determine the documents which are to be filed. It is an important aid to filing and finding because, when a large number of files are maintained for various purposes, they can be located are indicated by some sort of a guide which is known as index.
17. OFFICE RECORDS
The term record may be defined as “any written data that are made for possible future use”. It refers to the vast bulk of correspondence and other documents which are created, received and stored in any business office. The term “record” includes all forms of information processing media used by a business, whether they are in the forms of correspondence, vouchers, cards, registers, files, tapes or microforms of the records. A typical business has dozens of kinds of records, which constitute the memory of the entire organization.
18. E-FILING
E-filing refers to the electronic storage and organization of documents and records using digital filing systems and software. It involves the transition from traditional paper-based filing systems to digital formats, allowing for easier access, retrieval, and management of information.
19. EDP
EDP is Electronic Data Processing. It relates to the functioning of commercial data operations, the handling of storage records, the use of a computer involving the electronic transmission of information from a sheet into an electronic format. The term DP (data processing) has been used to create it.
Electronic data processing is a frequently used term for automatic information processing. It uses the computers to manipulate, record, classification and to summarize data. A computer is the best example of an electronic data processing machine. Electronic data processing is an accurate and rapid method.
20. OFFICE COMMUNICATION
“Communication (from Latin commūnicāre, meaning “to share”) is a process of exchanging information, ideas, thoughts, feelings and emotions through speech, signals, writing, or behavior.
In communication
process, a sender (encoder) encodes a message and then using a medium/ channel sends it to the receiver
(decoder) who decodes the message and after processing information, sends back appropriate feedback/
reply using a medium/channel.”
21. INTERNAL COMMUNICATION
Internal communication is the transmission of information within an organization. Internal communication is a lifeline of a business. It occurs between an employer and an employee.
Internal communication can be formal or informal. It depends
upon the persons to which we are communicating. We use informal or
not so formal language with our colleagues. The language used while
communicating the head of the company is formal.
It is communication among employees. Internal communication is the sharing of the information, knowledge, ideas, and beliefs between the members of the company.
22. EXTERNAL COMMUNICATION
External communication is the transmission of information between two organizations. It also occurs between a business and another person in the exterior to the company. These persons can be clients, dealers, customers, government officials or authorities etc. A customer’s feedback is also external communication. An organization invests a lot of time and money to improve their image through external communication.
23. SUPERVISOR
A supervisor is an individual tasked with overseeing the work of a team or department within an organization. They typically hold a position of authority and are responsible for guiding, directing, and supporting the employees under their supervision to ensure that tasks are completed efficiently and effectively. Supervisors play a vital role in managing day-to-day operations, fostering teamwork, resolving conflicts, and driving performance to achieve organizational objectives.
