6/28/2019

Session 1

o Introduction to Office Management

o Common Office Productivity Drains
o Modern Office Management concepts
o Office Automation, Communication and Advanced
Computing
o Practices for modern office
o management
o 5S and Kaizen implementation
o Time Management
o Knowledge Management
o Strategy and issues in implementing Modern Office
Management Tools

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Introduction to Office Management

Introduction to
Office Management

Office Management

•Planning and setting objectives

•Organizing resources
•Controlling and communication
•Guide and oversee the performance
•Accounting, auditing and budgeting
•Management of data and records

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Meaning of Office
A place where business activities are planned for the growth 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 And Purpose of Office

 To provide proper and sufficient information

To facilitate the functioning of other departments
 To facilitate decision making
To preserve the records of office
To plan the activities and implement them
To set-up coordination between various
department of the organization
 To handle the various factors of business
environment

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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

Office is an integral part of a business unit

which cannot be neglected. It contributes
in management of data and records,
planning and setting objectives and also in
controlling & rectifying errors.

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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

• 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, mailing etc. Thus we can say
that office work mainly consists of handling of
information and records.

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Common office-productivity drains

Outdated technology

Computers, printers, software and other technology that have outlived their
usefulness can quickly eat into productivity.

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Poorly designed workspace

Inefficient filing systems

Disorganized files make it harder to find the

information you need when you need it, which can
double the amount of time spent on a paper chase.

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UNTAMED INFORMATION FLOW

BADLY RUN MEETINGS

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DISTRACTIONS

CLUTTER

When you look at the desks of many successful executives, one

thing stands out — they are free of clutter.
o Disorder often breeds disruption and eats into efficiency.

• a box in the middle of an aisle that stands in the way of a

file drawer
• a broken equipment that takes up valuable desktop real
estate
• Move unused items out of sight, and dispose of things
you no longer use.

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Office Automation & Communication

tools for Office Management

OFFICE AUTOMATION

Past 25 years have revolutionized the way office’s

worked
Productivity in the office work has caught up with
productivity on shop floor
Office automation technologies
• Hard ware
• Software technologies

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“Computers are incredibly fast,

accurate and stupid;
humans are incredibly slow,
inaccurate and brilliant.
Together they are powerful
beyond imagination.”
Albert Einstein

COMMUNICATION

Collecting Info

Application of IT
LAN
Web
Mobile App
Radio frequency
Sensors
Bio-sensors
Distributing info Proximity sensors

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Computing Organizing and

Processing Info

 Advanced Computing
 Machine Learning
 Python
 Big Data/Business Analysts
 Data mining
 Data warehousing
Retaining Info

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
 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.

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Practices for modern office management

5S and Kaizen implementation Time Management
Knowledge Management

5s

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5s in office

5s in office

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Challenges faced

Reduction in paper work

Complying with requirements of the government
rules
Reduction in cost of office work
Meeting the needs and requirements to
mechanize the office
Employment of well qualified personnel in office
for future

Time Management

The relationship between input and output is not

balanced:
 20% of a person's effort generates 80% of the
person's results
 80% of your success comes from 20% of your
efforts
 It is vital to focus 80% of your time on the 20% of
your work that REALLY counts

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Internal Time Wasters

Lack of discipline
Indecisiveness
Personal Disorganization
Procrastination
Inability to say ―NO
Poor Delegation Skills
Day Dreaming
Worrying too much

External Time Wasters

 Interruptions, especially mail and e-mail

 Office socializing
 Too many meetings
 Unscheduled visitors
 Poor work environment
 Unclear goals
 Trying to get other’s cooperation
 Bureaucra c ―red tape‖
 Others you can think of???

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Time Management Matrix

Knowledge Management

―Knowledge is informa on in ac on
– Carla O’Dell, C. Jackson Grayson and Nilly O’Dell Essaides

EXPLICIT KNOWLEDGE
Can be expressed in words and numbers and easily communicated and
shared
Examples: books, documents, manuals, procedures, images,
rules & regulations, patents, database etc.

TACIT KNOWLEDGE
Found in minds of employees (Skills, experience, expertise, thoughts etc.)
Difficult to document, communicate and share with others
In order to share or transfer tacit knowledge, it has to be made explicit

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What is knowledge Management

KM is an integrated approach of creating,

sharing, and applying knowledge to
enhance organizational productivity,
profitability, and growth

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

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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 centralization 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

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

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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
 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.

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