OFFICE ORGANIZATION.
TOPICS
1. THE OFFICE
2. ORGANIZATION STRUCTURE.
3. ORGANIZATION CHART
4. OFFICE LAYOUT.
5. FILING AND STORAGE OF RECORDS.
6. COMMUNICATION.
7. OFFICE STATIONARY AND CONTROL.
8. HUMAN RELATION.
9. ACCOUNTING SERVICES
10. HANDING OFFICE CORRESPONDENCE.
PREPARED BY MR. ANTONY AMBIA Page 1
,WEEK 0NE
TOPIC ONE:
THE OFFICE.
OFFICE: is any place set aside for work of clerical nature (it can a room or a building)
Purpose of an office.
To preserve all records of the business.
To handle incoming correspondence.
To plan the policies of the business and ensure their implementation.
To direct and coordinate the activity of the various departments.
To maintain accounts stationary and non stationary books of the business.
Functions of an office.
Basic or routine functions
Administrative and management functions.
Basic or routine functions
Receiving information
Recording information.
PREPARED BY MR. ANTONY AMBIA Page 2
, Preparing and arranging information.
Giving information.
Administrative and management
Functions ,planning organization directing ,communicating ,controlling.
o Developing of office system and procedure.
o Forms designing and control.
o Selection and purchase of office appliances.
o Personal functions.
o Controlling office cost.
o Maintenance of records.
o Safeguarding the assets.
o Public relations.
o Planning scheme and policies.
Importance of an office.
Office renders reliable services to the other departments.
Office acts as an information centre.
Office is a coordinator (coordinates all the activities.)
Office is an administrative centre.
Office is a control centre.
Office management.
Is that branch of management which is concerned with the service of obtaining and
analyzing information.
PREPARED BY MR. ANTONY AMBIA Page 3
, THE OFFICE STAFF.
These are people employed to work in a typical business organization.
1. Board of directors.
It is concerned with the formulation of policy and decisions making of the business.
2. Managing directors
Is responsible for the detailed day by day running of the business who reports to the
BOD
3. The company secretary.
He is responsible of the legal matters of the company .
4. The chief accountant.
He keeps the book of accounts, collects banks and makes payments.
5. The sales managers.
He is in charge of looking for the market for the organization .products organizes and
directs.
6. The personal manager /human resource.
He is responsible for all the matters relating to staff.
7. Production/works managers.
He is in charge of the factory. He plans to ensure that goods are manufactured to the
right time.
8. Procurement.
He is in charge of all the firms purchased.
9. Advertising manager
He publishes the firms products .
The office manager.
PREPARED BY MR. ANTONY AMBIA Page 4
TOPICS
1. THE OFFICE
2. ORGANIZATION STRUCTURE.
3. ORGANIZATION CHART
4. OFFICE LAYOUT.
5. FILING AND STORAGE OF RECORDS.
6. COMMUNICATION.
7. OFFICE STATIONARY AND CONTROL.
8. HUMAN RELATION.
9. ACCOUNTING SERVICES
10. HANDING OFFICE CORRESPONDENCE.
PREPARED BY MR. ANTONY AMBIA Page 1
,WEEK 0NE
TOPIC ONE:
THE OFFICE.
OFFICE: is any place set aside for work of clerical nature (it can a room or a building)
Purpose of an office.
To preserve all records of the business.
To handle incoming correspondence.
To plan the policies of the business and ensure their implementation.
To direct and coordinate the activity of the various departments.
To maintain accounts stationary and non stationary books of the business.
Functions of an office.
Basic or routine functions
Administrative and management functions.
Basic or routine functions
Receiving information
Recording information.
PREPARED BY MR. ANTONY AMBIA Page 2
, Preparing and arranging information.
Giving information.
Administrative and management
Functions ,planning organization directing ,communicating ,controlling.
o Developing of office system and procedure.
o Forms designing and control.
o Selection and purchase of office appliances.
o Personal functions.
o Controlling office cost.
o Maintenance of records.
o Safeguarding the assets.
o Public relations.
o Planning scheme and policies.
Importance of an office.
Office renders reliable services to the other departments.
Office acts as an information centre.
Office is a coordinator (coordinates all the activities.)
Office is an administrative centre.
Office is a control centre.
Office management.
Is that branch of management which is concerned with the service of obtaining and
analyzing information.
PREPARED BY MR. ANTONY AMBIA Page 3
, THE OFFICE STAFF.
These are people employed to work in a typical business organization.
1. Board of directors.
It is concerned with the formulation of policy and decisions making of the business.
2. Managing directors
Is responsible for the detailed day by day running of the business who reports to the
BOD
3. The company secretary.
He is responsible of the legal matters of the company .
4. The chief accountant.
He keeps the book of accounts, collects banks and makes payments.
5. The sales managers.
He is in charge of looking for the market for the organization .products organizes and
directs.
6. The personal manager /human resource.
He is responsible for all the matters relating to staff.
7. Production/works managers.
He is in charge of the factory. He plans to ensure that goods are manufactured to the
right time.
8. Procurement.
He is in charge of all the firms purchased.
9. Advertising manager
He publishes the firms products .
The office manager.
PREPARED BY MR. ANTONY AMBIA Page 4
