LECTURE NOTES
TITLE OF THE COURSE: NME - II – INTRODUCTION TO OFFICE
MANAGEMENT
*** UNIT- I ****
MEANING OF 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.
ELEMENTS OF OFFICE MANAGEMENT
Elements of office management are termed as pillars of a building. If pillar is
strong, certainly, the building is also strong. Hence, efficient functioning of
office management is based on the elements of office management. Following
are the essential elements of office management.
1. Personnel
Office personnel are actually performing the office work. Generally, the
selection and placement of office personnel is carried on by the office
manager in small organization. In large organization, staffing is carried on by
the human resource management department.
In both the case, the office work is to be performed by allocating the work to
each individual according to their efficiency, guide the personnel to do the work
,with the help of means available in an office within a specified time and control
the activities of office personnel. The office manager has to do all these
activities.
2. Means
Means refers to tools used to perform the office work. Means include pen,
pencil, eraser, paper, ink, office forms, typewriter, computer, printer, calculator
and the like. Adequate tools have been supplied in an office and put them to the
most efficient and economical use for achieving objectives.
3. Environment
The nature of business determines the environment of an office. The various
office works have to be carried on under a particular condition or environment.
A working environment is created and maintained for the smooth performance
of office work. It is the duty and responsibility of an office manager to bring
suitable environment by adopting various procedures and practice.
4. Purpose
The office personnel must be aware of the purpose for which a particular work
is carried on and the impact of such work on others’ performance. The office
manager teaches the purpose to office personal. If not so, the performance of
office work does not bring the most efficient and economical use of office
resources and achieve the objectives.
Seven Major Functions of Office Management
Office management is the profession where you are responsible for the design,
implementation, evaluation and maintenance of work within an office or an
organisation. The aim is to improve productivity and efficiency and people who
undertake the roles have gone through an Office Management Course in order
to learn the seven major functions of office management.
, Planning
Planning is the first step in the process, as well as the first step in office
management. It is the creation of a well-defined course for future actions and
lays out what people within the office need to do. It creates stages or methods
for people to follow to ensure consistency and improve productivity.
Staffing
Staffing is a function of management so in this context, it is about selection,
recruitment, compensation and training of staff. It can also include areas such
as promotion and retirement of staff and managers to ensure the right balance of
staff is maintained.
Directing
Creating plans is one thing but you need to implement them and that means
directing staff in what is required of them. This involves training as well as
continued guidance to ensure that processes are understood and followed. It can
also cover any systems in place to handle people who don’t follow the
processes.
Communicating
In order to direct people to follow processes laid out in the plan, communicating
with staff is key. It is about building good human relations and understanding
what staff need to, therefore, enable them to follow the office management
plan. Clarity, integrity and the strategic use of information organisation are
three key points that should be mastered within this skill.
Controlling
Controlling isn’t about micro-managing but ensuring that the high-level plans
are followed while allowing room for people to do things as they find best
TITLE OF THE COURSE: NME - II – INTRODUCTION TO OFFICE
MANAGEMENT
*** UNIT- I ****
MEANING OF 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.
ELEMENTS OF OFFICE MANAGEMENT
Elements of office management are termed as pillars of a building. If pillar is
strong, certainly, the building is also strong. Hence, efficient functioning of
office management is based on the elements of office management. Following
are the essential elements of office management.
1. Personnel
Office personnel are actually performing the office work. Generally, the
selection and placement of office personnel is carried on by the office
manager in small organization. In large organization, staffing is carried on by
the human resource management department.
In both the case, the office work is to be performed by allocating the work to
each individual according to their efficiency, guide the personnel to do the work
,with the help of means available in an office within a specified time and control
the activities of office personnel. The office manager has to do all these
activities.
2. Means
Means refers to tools used to perform the office work. Means include pen,
pencil, eraser, paper, ink, office forms, typewriter, computer, printer, calculator
and the like. Adequate tools have been supplied in an office and put them to the
most efficient and economical use for achieving objectives.
3. Environment
The nature of business determines the environment of an office. The various
office works have to be carried on under a particular condition or environment.
A working environment is created and maintained for the smooth performance
of office work. It is the duty and responsibility of an office manager to bring
suitable environment by adopting various procedures and practice.
4. Purpose
The office personnel must be aware of the purpose for which a particular work
is carried on and the impact of such work on others’ performance. The office
manager teaches the purpose to office personal. If not so, the performance of
office work does not bring the most efficient and economical use of office
resources and achieve the objectives.
Seven Major Functions of Office Management
Office management is the profession where you are responsible for the design,
implementation, evaluation and maintenance of work within an office or an
organisation. The aim is to improve productivity and efficiency and people who
undertake the roles have gone through an Office Management Course in order
to learn the seven major functions of office management.
, Planning
Planning is the first step in the process, as well as the first step in office
management. It is the creation of a well-defined course for future actions and
lays out what people within the office need to do. It creates stages or methods
for people to follow to ensure consistency and improve productivity.
Staffing
Staffing is a function of management so in this context, it is about selection,
recruitment, compensation and training of staff. It can also include areas such
as promotion and retirement of staff and managers to ensure the right balance of
staff is maintained.
Directing
Creating plans is one thing but you need to implement them and that means
directing staff in what is required of them. This involves training as well as
continued guidance to ensure that processes are understood and followed. It can
also cover any systems in place to handle people who don’t follow the
processes.
Communicating
In order to direct people to follow processes laid out in the plan, communicating
with staff is key. It is about building good human relations and understanding
what staff need to, therefore, enable them to follow the office management
plan. Clarity, integrity and the strategic use of information organisation are
three key points that should be mastered within this skill.
Controlling
Controlling isn’t about micro-managing but ensuring that the high-level plans
are followed while allowing room for people to do things as they find best
