Office

Management
Methods
Presentation
Presented By:- Rishabh
Jain
Course:- omsp
Section:- B
Roll No. :- 72
 TOPIC:
MEANING, OBJECTIVE AND
IMPORTANCE OF OFFICE
MECHANIZATION, STATE YOUR
OPINION ON THE STANDARDIZATION
OF OFFICE EQUIPMENTS AS AN
OFFICE MANAGER
OFFICE MECHANIZATION
Office Mechanization means use of machines and
equipment in the office. It is defined as replacement of
manual labor by machine operations. It also means
replacement of normal operations wherever possible and
where useful.

Mechanization of office is preffered mainly to improve the

efficiency of work, save time, reduce clerical cost, ensure
accuracy and to provide a safeguard against fraud. Work
done by machines is neat and clear, and results in
greater output. Machines are installed not only to
facilitate quick handling of work but also to improve
Objectives Of Office
Mechanization
The major objectives of introducing machines and equipment in the office are
as follows:

1) To increase efficiency: Machines speed up office work and save time

which can be utilized for some other operations in the office. Thus,
efficiency of office work is increased.

2) To save labour time: Machines are installed to save labour time and clerical
costs. To arrive at such decision, the cost of a machine should be
compared with the estimated savings in labour costs over the life of that
machine. However economy in labour cost is not always the deciding
criterion. Sometimes, machines are introduced to get a better quality of
work and also to minimize mistakes and fraud.
3) To achieve accuracy: Mistakes are quite common when office operations
are performed manually. Mechanization helps in promoting accuracy and
minimizing mistakes. Many offices use calculating and accounting machines
to provide a check over manual work because benefits obtained from
accurate work are far more valuable than the cost of such machines.

4) To minimize chances of fraud: Office machines may be installed to

reduce the chances of fraud in the organization. For instance, a cheque
writing machine may be introduced to minimize chances of fraud even
though the number of cheques to be issued everyday may be small.

5) To increase employee morale: Ofice activities which are repititive and

monotous in nature, if carried out manually, will amount to drudgery. Use of
machines in such cases eliminates monotony of work. This improves the
morale of employees because machine operations provide considerable
relief to them ny eliminating manual efforts in repetitive jobs.
 IMPORTANCE OF OFFICE
MECHANIZATION
The benefits that prove the importance of mechanization in an office are:

1) Higher Efficiency: As the speed of work is greatly increased with the use of office
machines, higher efficiency in work done can be achieved resulting in saving of a lot of
time.

2) Better Quality of Work: The work performed with the help of machines is standardized,
uniform, neat and clean as compared to manually performed jobs.

3) Greater Accuracy: Mechanization ensures greater accuracy of work produced.

Clerical errors and frauds can be reduced considerably when Accounting Machines
are used.

4) Reduced operating costs: Office machines are labour and time saving devices. They
save manual efforts and increase productivity and thus lead to overall reduction in
operating costs.
5) Relives Monotony: The monotony of repetitive office work is reduced with the
use of office machines.

6) Better service and goodwill: The use of office equipment results in improvement
of office services. This help in giving better services to customers and public,
which enhances the prestige of an organisation. For example, customers’
database can be stored in computer and used whenever required.

7) Effective Control: Mechanization enables management to exercise effective

control over various office operations.

8) Effect on Personnel: Office machines help to motivate employees of the

organization and they finish their work on time.

9) Specialization and Modernization: Introduction of office machines is an

indicator of modernization in office. When office employees work on same
machines for a long period of time, they develop specialized skills which is quite
helpful in performing office work.
 OFFICE EQUIPMENTS
STANDARDISATION
Standardisation is generally used to denote bringing about
uniformity in the definition and description of work and concepts.
In relation to office work, the term refers to defining policies,
procedures and methods to be followed and personnel,
equipments and materials to be used in performing office work.
With regard to any activity, setting standards means “determining
levels of accomplishment after analysing all factors which affect
accomplishment”. Standards relate to performance or output. The
office manager has to fix standards of performance for each
activity. Eqipment standardization can be defined as when an
organization or a firm uses same kind of equipments or technology
or software.
 MY OPINION ON OFFICE EQUIPMENT STANDARDISATION
(AS AN OFFICE MANAGER)

In my opinion as an office manager the standardistaion of office equipments is very important

for the organization as:-

It will help reduce wastage in the firm

It will help save time
It will reduce the cost of operations
it will help the organization to earn greater profits
It will bring uniformity in actions

But it has its negetives also as technology is also meant for constant change which is costly and
the change sometimes is very difficult to adapt so the employees would require time to adapt
to those changes which will sometimes lead to inefficiency.
THANK YOU