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Office Management: Mrs. Madeeha Younes, Mrs. Musarrat Nasim, Mr. Zahoor Hussain

The document provides an overview of key concepts related to office management. It discusses the meaning of an office, the objectives and functions of an office including planning, administration, communication, accounting, and record keeping. It outlines characteristics of office work such as its service-oriented nature and focus on paper-based tasks. The document also examines the modern concept of office work which emphasizes job analysis, cost-benefit analysis, standardization, and work simplification. Finally, it discusses future challenges for offices and factors that influence the size of an office such as the type and size of business, level of automation, and number of employees.

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Zahoor Hussain Rana
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203 views25 pages

Office Management: Mrs. Madeeha Younes, Mrs. Musarrat Nasim, Mr. Zahoor Hussain

The document provides an overview of key concepts related to office management. It discusses the meaning of an office, the objectives and functions of an office including planning, administration, communication, accounting, and record keeping. It outlines characteristics of office work such as its service-oriented nature and focus on paper-based tasks. The document also examines the modern concept of office work which emphasizes job analysis, cost-benefit analysis, standardization, and work simplification. Finally, it discusses future challenges for offices and factors that influence the size of an office such as the type and size of business, level of automation, and number of employees.

Uploaded by

Zahoor Hussain Rana
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PDF, TXT or read online on Scribd
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4Q Training

Course Review

Office Management
Mrs. Madeeha Younes, Mrs. Musarrat Nasim, Mr. Zahoor Hussain
Contents
01 Meaning of Office

02 Object & Purpose of Office

03 Office Work

04 Characteristics of Office Work

05 The Modern Concept of Office Work

06 Future Office Challenges & Tasks


Meaning of Office
Meaning of Office
A place where business activities are planned for the growth of organization in future
is known as office.

For planning and controlling, various information from past and present is required,
thus the accumulation of these records in a single place is called an office.

One can also say, office is a place where business is carried on and the control
mechanism of the organization is located. It is the nerve center and brain of the
business enterprise, an information desk where all types of information is received
and handled.
Object & Purpose of Office
Object & Purpose of Office
1 • To provide proper and sufficient information

2 • To facilitate the functioning of other departments

3 • To facilitate decision making

4 • To preserve the records of office

5 • To plan the activities and implement them

6 • To set-up coordination between various department of the organization

7 • To handle the various factors of business environment


Office Work
Office Work
Office Work differs from enterprise to enterprise. But there are work
that are same in all the offices such as:

 Handling calls and mails

 Planning, administration, communication etc.

 Accounting, auditing and budgeting.


Importance of Office Work
Importance of office work
Office is an integral part of a business unit which can
not be neglected. It contributes in,

Management of data and records.

Planning and setting objectives

Controlling & rectifying errors.


Characteristics of Office Work
Characteristics of Office Work
 The work in office is more important rather then place

 It mainly consists of paper work

 Office work consist of service function

 It indirectly contributes to the profit

 It helps in the functioning of the whole organization

 The volume of the work depends on the external factors


Characteristics of Office Work
 It is difficult to measure the work in office

 As office work consists of paper works it’s difficult to exercise control over it

 It is very difficult to know when the work in office will be interrupted

 The contents of work in office are similar in all organization eg. Typing, mail
ing etc.

 Thus we can say that office work mainly consists of handling of information
and records.
The Modern Concept of Office Work
The Modern Concept of Office Work
The modern concept of office implies:-

 Job analysis- what to do and how to do

 Cost Benefit analysis- to consider how much investment is required to


complete the task

 Standardization- standardization is required to complete tasks and jobs


without any error in a decided way.
The Modern Concept of Office Work
The modern concept of office implies:-

 Work Simplification- It is required to reduce perplexity, time and cost in


completing a particular task

 Follow up activities are required to check errors and correcting it


eliminate the repetition.

 Establishment of control mechanism is required for proper


implementation of plans ensuring effectiveness and efficiency.
Future Office Challenges and Tasks
Future Office Challenges and Tasks
 Office activities had gone under a tremendous change due to
industrialization and advancement in science and technology.
Today offices are more organized and are managed by qualified
and expert managers

 The challenges faced by offices are:-

 Reduction in paper work

 Complying with requirements of the government rules


Future Office Challenges and Tasks
The challenges faced by offices are:-
 Reduction in cost of office work

 Meeting the needs and requirements to mechanize the office

 Employment of well qualified personnel in office for future, as


it is a big challenge due to shortage.
Factors determining the size of office
Factors determining the size of office
 The factors that determine the size of offices are:-

 Size of the business- larger the business larger the office

 Nature of the business- office of a trading concern are usually larger then
the manufacturing concern

 Type of organization also affects the size of office, corporate have larger
office then of sole proprietorships

 Finance and funds plays a key role in setting up of office

 Scale of operation and volume of work helps in deciding the size of office
Factors determining the size of office
 Variety of work & number of departments decides the size of the office

 Quantity of employees helps in deciding the size of the office as large no.
of staffs increases the size of the office

 Extent of automation- automation and mechanization helps in faster work


with lesser number of people thus it contributes to the size of office

 A centralized office is larger then a decentralized, so the degree of centrali-


zation also contribute to the size of office.

 Layout and design play an important role in size of office as it decides what
to where.
Measures to decide the size of Office
Measures to decide the size of Office

The size of office can be measured in the following ways:-


 Number of employees

 Size of budget for office expenses

 Number of visitors

 Office area required as considering the size of employees


and work
Thank you

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