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Resources » Articles/Knowledge Sharing » Education »
Office management
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Office management means Planning, organizing, and administering activities in an office. According to Mills and Stanugford office management is defined as the art of guiding the personnel of the office in the use of means appropriate to its environment in order to achieve its specified purpose. . It is also defined as the organization of an office in order to achieve a specified purpose and to make the best use of the personnel by using the most appropriate machines and equipment, the best possible methods of work and by providing the most suitable environment. The basic elements of office management are personnel, machines and equipment, environments and purpose.
Office is adequately managed by the office manager. Office management is that branch of management which is concerned with efficient performance of office work. Office work is concerned primarily with the records of the enterprise – making records, using record and preserving records. The functions of a modern office are broadly divided into two categories they are basic functions and managerial functions.
Basic functions include receiving and collecting information relating to the business from various sources. Recording information in the form of registers, books, statements, reports, circulars, etc., arranging information in a suitable form for the purpose of presentation to the management and communicating information to various departments an departmental managers as and when it is needed.
Managerial functions of an office include planning and setting up of suitable system and routines for each major phase of office work. To arrange for the selection and recruitment of the right personnel, to arrange for the protection and safeguarding furniture for various departments and to perform all managerial functions like planning, organizing, co-coordinating and controlling.
In order to run the office effectively and efficiently one needs to specialize various tasks such as skills to handle telephones, reception, office supplies, machines, equipments, computers, filing, book-keeping, meeting and human resource management.
In some firms, the office manager may be a secretary or receptionist. In others, the office manager may take on more responsibilities — acting as a bookkeeper or technology
1. Telephones: Your job expects you to answer telephone calls effectively and connect them to the appropriate person or department and ensuring that your phone system is operating smoothly and fulfilling your needs.
2. Reception: Able to handle the front door of the office and greet all visitors as they enter. Additional duties might include signing for deliveries, receiving and distributing mail, and keeping the reception area tidy.
3. Office supplies. You are expected to order all the supplies needed to run an efficient and professional office, keeping track of when supplies are running low, and making sure goods are ordered before they run out.
4. Office furniture. Need to have a thorough knowledge of furnishings and fixtures so that if required you can select and purchase desks, chairs, filing cabinets, and the likewise items for your office with ease.
5. Office equipment. To maintain equipment such as photocopiers, fax machines, and phone systems. They might be able to fix mechanical problems, or at least oversee their repair by a professional. Additional duties might include programming frequently used numbers into fax machines and telephone speed-dial systems.
6. Computers. You should be familiar with basic computer problems, and be able to help employees when their computer or printer freezes. This duty is especially important if your company is too small to have a full-time technology support staffer.
7. Filing. You should be able to organize the mounds of paperwork. Develop a comprehensive and easy-to-follow filing system for invoices, receipts, client information, and other important documents.
8. Bookkeeping. Need to keep a track of client billing, compiling employee hours, acting as a liaison between the company's accountant, or performing payroll service and handing out paychecks.
9. Meeting planning. You should be able to handle the meetings and have the knowledge about the types of meetings to be held in the office or organization from time to time.
10. HR management. You should have the knowledge about the various requirements of human resources and how they should be handled and maintained in the office as you might have to handle the same as and when required.
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