Professional Documents
Culture Documents
Presented By
V.Gopalakrishnan.,M.Com.,M.B.A.,M.Phil.,PGDMM.,SET.,(Ph.D)
Assistant Professor & Head,
Department of Business Administration,
Kamaraj College, Tuticorin.
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
UNIT - I
OFFICE - MEANING
Office means a place or area where clerical work has to be performed with the help of
appliances like pen, pencil, eraser, typewriter or computer etc.
Definition
Mills & Standing Ford, “The office is the administrative center of business. The purpose of an
office has been defined as the providing of a service of communication and record”
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
IMPORTANCE OF OFFICE
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
FUNCTION OF MODERN OFFICE
• Receiving information
• Collecting information
• Recording information
• Creating records
• Processing or arranging information
• computation and statistical work
• Analyzing information
• Maintenance of records
• retention of records
• Communication of information
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
OFFICE MANAGEMENT
economically.
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
OFFICE MANAGER
• An office can collect, receive, record, process and communicate the information
with the help of group of people
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
QUALIFICATIONS OF OFFICE MANAGER
• Office manager must be able to plan the office work & organize the work
• Direct & motivate staff to perform the work efficiently
• Good office manager should have a business experience
• good command of language
• A role model of leader
• good organizer
• Sound decision maker
• Ability to take clear direction
• Common man
• Sincere worker
• Understand the feelings of others
• Team spirit
• Self confidence
• He should not get angry at any situation
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
FUNCTIONS OF OFFICE MANAGER
• Staffing
• Leadership
• Training
• Co-ordination
• Work measurement
• Motivation
• Discipline
• Accounting
• Stationery Control
• Costing
• Organizer
• Supervisior
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
UNIT – II
OFFICE ENVIRONMENT
• Environment is the surrounding in which human resources or
brought up or working.
the employees
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
OFFICE LAYOUT
• Meaning
• Office layout means the systematic arrangement of office equipment's, machines and
furniture and providing adequate space to office personnel for regular performance of
work with efficiency.
Definition
According to Little Field, Office layout is the arrangement of equipment with the
available floor space.
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
OBJECTIVES OF OFFICE LAYOUT
• Effective utilization of available floor space
• Both power & Telephone service is made
• Office supervision is more easy
• Providing good working condition
• Reception room is near to the entrance gate so that visitors feel easy
• Employees will be satisfied
• A sense of belonging & loyalty should be made in the minds of employees
• Free flow of communication
• Avoiding noise and disturbing
• Office layout interlinking of each sections
• Provides privacy
• Sufficient natural or artificial light
• Provides safety
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
OPEN OFFICE
• Open office is a place where the staff and equipment's of all departments are
accommodated in a single room
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
OPEN OFFICE
Advantages Disadvantages
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
PRIVATE OFFICE
• Private office is small rooms or cabinets which are separated from open office by
partitions. Ex.Top executives like Managing Director, Secretary, HOD
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
PRIVATE OFFICE
Advantages Disadvantages
Privacy o Uneconomical
Personal Atmosphere o Costly Supervision
Concentration o Poor natural lightening & ventilation
Clean Appearance o Affects free flow of work
Healthy Atmosphere o Poor communication
o Inflexible
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
PHYSICAL CONDITIONS TO THE
OFFICE
• Lightning
• Ventilation & Temperature
• Interior decoration
• Office furniture and fittings
• Freedom from noise & dust
• Cleanliness
• Safety
• Security
• Secrecy
• Physical hazards
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
OFFICE LIGHTNING
• The primary component of office environment is lightning. Adequate lightning
system must be provided in the office
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
LIGHTNING
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
CLEANLINESS
• Dust should not be allowed to cover the lamps, bulbs, tubes, reflectors, walls,
ceilings, windows, lamp shades etc.
• Emergency lighting to be provided to avoid work stoppage
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
• Wall hangings
• Furniture
• Noise and Dust
• Furnishings
• Furnishings include • Safety
• Curtains • Security
• Chairs • Fire precautions
• Tables • Regulating entry
• Sofa covers • Security arrangements
• Foot Matters etc. • Safeguarding premises
• ID Cards
• Types of noise
• Internal Noise
• External Noise
• White noise
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
• INWARD MAIL PROCEDURE • OUTWARD MAIL PROCEDURE
• Receiving the mail • Production of letters
• Sorting the mail • Collection of letters
• Opening the mail • Entering mail in outward mail register
• Scrutiny of Contents • Folding the letters
• date – stamping of the mail • Preparing the envelope
• Recording the Mail • Sealing and stamping
• Distributing the mail • Posting or delivery of mail
• Follow up
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
UNIT – III (MAIL HANDLING)
• Mail may be described as any written communication which passes through the
messenger, courier or the post office.
• Inter-departmental mail
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
CENTRALIZED MAIL HANDLING
• An individual maybe required to handle the entire mail service if the size of
business organization is small or the volume of mail is very small.
• The main object of centralized mail service is to handle the mail efficiently and
economically.
• Advantages
• Mailing dept is responsible for handling of mail ie., inward, outward
• Systematic handling
• Functional departments are relieved from the work
• It reduces the duplication of work
• Efficient, accurate and speed in mail service is available through the specialization
• Qualified supervisor can appointed
• Better coordination
• Savings in time and money
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
FILING
• Filing is a form of record keeping. Documents are filed in such away that they
maybe available whenever required. This is the main purpose of record keeping.
• Advantages of Filing
• Efficiency
• Ready reference
• Protection
• Planning
• Better control
• Quality Decision
• Evidence
• Legal Compliance
• Follow up
• Objectives of Filing
• Proper arrangement of records
• Proper sorting and storing of records
• Easy availability of records
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
METHODS OF FILING
Metal holders
Bound Books
Concertina File
Box Files
Pigeonhole File
• Indexing means an arranged system through which the required documents and
papers are easily located for the speedy disposal of urgent or ordinary matters.
• Objects of Index
• Filed documents located easily and quickly
• Increase the efficiency of the filing
• Improve the efficiency of the office operation
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
TYPES OF INDEX
Book Index
Vowel Index
Bound Book Index
Loose Leaf Index
Card Index or Vertical Card Index
Visible Card Index
Strip Index
Wheal Index
Frames
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
BOOK INDEX
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
BOUND BOOK INDEX
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
LOOSE LEAF INDEX
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
CARD INDEX
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
VISIBLE CARD INDEX
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
STRIP INDEX
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
FRAME INDEX
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
OFFICE FORMS
• A form is printed or cyclostyled piece of paper containing some information with
blanks spaces left for the entry of required information briefly by the persons using
it.
• Types of Forms
• Purchase forms
• Sales forms
• Accounting forms
• Correspondence forms
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
OFFICE FORMS
• Objectives • Advantages
• Simplify the office procedures
Required info is alone received • Time save
No information misrepresented • Reduce chances of mistakes
More clerical work saved • Preservation of records
Information supplied quickly • Fixation of responsibility
Collection of information is easy • Aid to planning
Increasing clerical efficiency • Better human relations
Quick & Clear understanding • Reduce cost of office operation
• Systematic recording of info
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
FACTORS IN SELECTING OFFICE MACHINES
Office Requirements
Cost of machine
Savings of Time and energy
Life of Machine
Simple in Operation
Quality
Flexibility
Operating cost
Portability
Service
Impact on Staff
Fullest use
Style and design
Suppliers
Standardization
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
TYPES OF OFFICE MACHINES
• Telephone
Tabulating Machines
• Dictaphone Machines
Billing Machines
• Stenographic Machines Cash Register
• Duplicating machines Coin handling Machines
• Ipsophone Time recording machines
• Photocopying machines Cheque writing machine
Electronic computer
• Accounting machines
Fax
• Calculating machines Binding Machine
• Type Writers
• Standard Typewriter
• Portable Type writer
• Noiseless Typewriter
• Electric Typewriter
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,
V.Gopalakrishnan.,M.Com.,MBA.,M.Phil.,PGDMM.,SET.,