OFFICE MANAGEMENT

ASSIGNMENT

JAMIA HAMDARD

Submitted By: Submitted To:

MD DANISH Ms. MANPREET K. KOHLI
BBA- 5th semester (Department of Management)

SECTION –‘A’

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 STARTING A NEW OFFICE

Before starting any kind of business we should make a blue

print of the business which should include the following
points:-
 What kind of business we are going to start
 To know whether the business have any chance to grow
in future or not
 Who all will be the competitors’
 Total budget for starting the office
 Location of the office
 Whether the office will be rented /owned
 Total no of room and office area and what will be their
use in the office
 The office equipments that you want to put in your
office security alarm, chairs, systems, etc
 Deciding the sitting arrangement of the employs,
manager, reception, etc
 Place for storing the goods
 Weather the office furniture will be rented, second hand
or the new furniture
 Deciding all the equipment to be there in the office
 Choosing the business name

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 Budget of my office

A budget is a financial plan for a defined period, often for six month
or one year. It may also include cost & expenses, assets, liabilities,
planned sales volume, taxes, cash flows etc. companies, government,
families and other use it to express strategic plans of activities or
events in measurable terms.
A budget of a office is the sum of money allocated for particular
purpose it may be for some project work, buying shares in the
market etc. it may include a budget surplus, providing money for use
it in future, or in a deficit in which expenses exceed income.

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 My office

My office budget will be of 80 lakhs which will include 50 lakhs for

office, 10 lakhs saving for the company, and 20 lakhs of loan from the
bank
If we are in the market for an office space, what we choose is
incredibly important to our business. Not only does it affect our day
to day operation and our staff morale, but also our brand image.
There are so many things that can impact which office we choose,
however there are five factors that are absolutely crucial to the
process. My office will be dealing in the interior designing.

Location of the office

Whenever we think about the location of an office the two really

important questions comes to our mind are:-

 Can my client get there without hassle?

 Can my employees get there really?

So my office location will be near by the metro station, where

both my client and employees can easily reach there and the
office will be in the official area where there will be the eating
hub, after work bar, some green near by the office, coffee shop
etc. to make my employees and clients happy.
My office will be located at Nehru place, New Delhi because it
is the best place to work and to release stress after work

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 Office will be on rent

After selecting the location the next task is to find the best place for
the office. So we will be taking the office on rent so that we can
easily pay three months office rent because if we buy the office then
we have to renovate and we also have to do lots of construction
work which will take lot of money as well as time instead of buying
we will be taking the office on rent. We will make sure that the office
size is up to our need or not, whether we will be able to pay the rent
or not, and the most important think we should be ensuring that
there is no hidden charges.
Before signing the rent agreement we will check the infrastructure
off the office also.

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General List of Office Supplies Needed for a New
Business
Stocking your new business with office supplies might seem like a
no-brainer task until you begin to add up every little, big and legally
mandatory item you'll need. A well-stocked office not only helps
your team operate efficiently but creates a professional atmosphere
that can boost your clientele's confidence in your company. Use a
general office supplies checklist to also generate plans for room
layout, budget and any skills that you may need to acquire or brush-
up on.

Office furniture and equipment

 Desk
 Comfortable chair
 File cabinets
 Overhead and working lighting
 Client seating
 Fireproof safe
 Desktop and pocket calculator
 Bookcases
 Postage
 First aid kit
 worktables
 Office decoration
 Labelling machine
 Wall whiteboard and markers
 Paper shredder
 Multifunction printer
 Wastebasket
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  Alarm system
 Fire extinguisher
 Sofas & couches
 Office decorating equipment

Computer hardware, accessories & software

 Desktop computer and monitor

 Keyboard and mouse
 Multifunction Printer
 Modem
 Projector
 Wifi
 Antivirus
 Digital camera
 Virus protection software
 Accounting software
 Desktop publishing software
 Contact management software
 Website building and maintenance software
 Payment processing software
 Inventory management software

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 Communications & general office supplies
 Telephone line
 Internet connection
 Toll free line
 Desk telephone
 Fax machine
 Cordless telephone
 Business cards
 Envelopes
 Stationery
 Postage stamp
 Printer cartridges
 Printer paper
 Cleaning supplies
 Fax paper
 Notepads
 File folder

The Pretties That Add Personality

Having a style direction can help you choose everything from the
office wall colors to the furniture pieces. An office that's rich in
personality is more than inspiring to workers, visitors and clients, it's
memorable, too. Effective branding is a science that includes
decorating your business with its logo colors and a theme that
encompasses your brand, mission statement or goals. Use accents,
such as:

 Artwork – Be consistent throughout the reception area and

adjoining waiting room
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 Floral arrangements and plants
 Statues, figurines or other large impressive pieces that speak to
your brand or mission
 Lamps
 Wall-decal quotes or murals
 Clocks
 Durable area rugs

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Blue print of the office
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 Rooms in my office
 Reception area
 Conference room
 Meeting area
 Storage room
 Break room
 Kitchen
 Washroom
 Computer server room
 Working area

Reception area
Reception is the most important area of the company this is the area
where we welcome the visitor, some information are given,
appointment has been fixed etc.

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 Storage space
There will be the separate storage space for everyone. Storage space
for the normal employs will be having under their table in the form of
drove. Account department and the manager will be having the
separate Elmira type of storage in their cabins. As well as their will be
the common storage room for the electronic item, kitchen item,
stationery item, etc.

Conference room

Conference room is the central place of an office where lots of

decision has been taken for the welfare of business and many a time it
is used to communicate with the employees. So it should be
decorated in such a way that employees does not feel bore.

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 Kitchen area

No one likes to work on an empty stomach so providing your staff

with a refrigerator, coffee maker, and microwave etc. small appliance
can make a big difference at the workplace

Washroom

Toilet doesn’t have to be modern but they have to be adequate in

numbers as well as net and clean with mind freshening aroma.
Separate men and women toilet should be there, with exhaust fans,
dispensing facilities should be there.

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 Informal working space

Recent time people get bored while sifting at one place and due to
which they are unable to do work or fell asleep, because of which
company provide informal working area so that employees can work
while enjoying. And most important thing is to release stress.

Formal Working area

This is the place work
harder to achieve their
target or to do some
most important things.
Mainly all the final work
is done at formal place
only so that it has 0
chance of mistake in the
work. Formal working
area has their personal
Store to keep the fill and
papers safely.

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 Security and safety
 For the security of the office and the employs there will be the CCTV
camera all over the office including the storage room. Manager cabin
and the accounts department will not be having the CCTV cameras.
 There will be the biometric machine on the wall of the reception for
the attendance purposes.
 There will be the fire as well as smoke alarm system all over the
office.
 There will be the fire extinguisher and a fire blanket.
 There will be the medical add kit in the office for the emergency
purposes. If anyone get miner cut, pain, headache etc.

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Camera is installed to know who is coming in the office and who is
going out of the office. It is basically installed for the safety of the
office and the employes.

Biometric attendance machine is installed to automatically keeping

the record of an employees.

Camera is installed to know who is coming in the office and who is

going out of the office.

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Office hierarchy

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 Recruiting process

Although we have to hire all type of employees for our office so we

simple post an advertisements on different social networking site,
newspapers, different type of site like work India, naukri.com,
quiker.com etc.

After posting the advertisement we will call the interested candidate

for interview, from the interview we will select the best employees
on lowest salary for the company.

Our major preference will be to select experienced candidate and

the candidate with innovative ideas and skill.

Recruiting of the employees will be done on the following bases:-

 How much knowledge and the experience does the person is

having
 No of successful project has been done till now
 Fresher will be selected on the bases of their innovating and
creative ideas, architectural skills
 Recruiting the employees has the waste level of knowledge of
the different fields.


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Role of the manager

 Overseeing whole the office

 Supervising, mentoring, training, and coaching to the
office staff and delegating assignment to ensure
maximum productivity.
 Product reports, composing correspondence, and
drafting new contracts
 Creating presentation and other management level
reports
 Planning, organizing, staffing, directing and controlling.
All these functions are essential for running the
organization smoothly.
 Leadership role of manager

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