UNIT 1 – Office Management and IT

 Role of Computer in Modern Business and in Various functional

areas of Business and its applications.
 Introduction to Office Organization and Management.
 Forms and Types of Organization
 Objective and Principles of Office Management
 Function of Office Manager
 Concepts of paperless office.
 Filing and Indexing- It’s meaning and Importance, various types of
Indexing, essential of good filing, Centralized Vs Decentralized
filing. Method of filing
 Digitalization and retrieval of records. Managing old records
Role of Computer in Modern Business and in
Various functional areas of Business and its
applications.
 Role of Computers in Marketing

MARKETING INFORMATION SYSTEM : Marketing Information System

provides Information Technologies to support major components of marketing
function like :

• Interactive marketing – This is enabled by various internet technologies

including chat and discussion groups, web forms and questionnaires, instant
messaging and email correspondence. Finally the expected outcome of
interactive marketing are a rich mixture of vital marketing data, new product
idea, volume sales analysis and strong customer relationships.
• Market segmentation and Targeted marketing – The 5 major components of
targeted marketing for electronic commerce they are demographic, geographic,
psychographic, online behavior, content and context for consumer target
marketing.
• Sales Force Automation – Web based Sales Force Automation package supports
sales lead management of qualified prospects and management of current
customer’s account.

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 Role of Computers in Manufacturing

MANUFACTURING INFORMATION SYSTEM :

Manufacturing Information System supports the
production/operations functions that includes all activities
concerned with planning and control of the process producing
goods or services.

COMPUTER INTEGRATED MANUFACTURING : A variety of

manufacturing information systems, many of them web
enabled, are used to support many manufacturing systems like
 Computer Integrated Manufacturing ( CIM ) System
 Computer- Aided Manufacturing ( CAM ) System
 Manufacturing Execution System ( MES )
 Process Control System
 Machine Control System etc.

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 Role of Computers in HR

HUMAN RESOURCE SYSTEM : The goal of Human Resource Management is

the effective and efficient use of the human resources of a company. Human
Resource Information System ( HRIS ) are designed to support :
 Planning to meet the personal support of the business
 Development of employees to their full potential
 Control of all personal policies and program.

Originally business used computer based Information System to produce

paychecks and payroll reports, maintain personal records and analyze the use of
personnel in business operations. Many firms have gone beyond this traditional
personnel management function and have developed Human Resource
Information System.

HRM AND THE INTERNET : The internet has become a major force for change
in Human Resource Management. For example- Online HRM system may involve
recruiting for employees through recruitment sections of corporate websites.
Companies are also using commercial recruiting services and databases on the
WWW, posting messages in selected internet web groups and communicating
with job applicants via emails.
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HRM AND CORPORATE INTRANETS : Intranet
technologies allow companies to process most common
HRM application over their corporate intranets.
Intranets allow the HRM department to provide round-
the-clock services to their customers and employees.
They can also disseminate valuable information faster
than through previous company channels. Intranets can
collect information online from employees for input to
their HRM files and they can enable managers and
other employees to perform HRM tasks with little
intervention by the HRM department.

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 Role of Computers in Finance & Accounting

FINANCE & ACCOUNTING SYSTEMS :

 Accounting Information Systems are the oldest and most
widely used Information systems in business. They record and
report business transactions and other economic events.
Computer based accounting system record and report the flow
of funds through an organization on a historical basis and
produce important financial statements such as balance
sheets and income statements.
 Such systems are also produce forecast of future conditions
such as projected financial statements and financial budgets.
Typically these systems include transaction processing system
such as order processing, inventory control, accounts
receivable, accounts payable, payrolls and general ledger
system. Management accounting system focus on the
planning and control of business operations.
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Introduction to Organization
and Office Management.
 Introduction to Organization
 Organization refers to a collection of people, who are
involved in pursuing defined objectives. It can be
understood as a social system which comprises all formal
human relationships. The organization encompasses
division of work among employees and alignment of tasks
towards the ultimate goal of the company.
 Organization is a goal oriented process, which aims at
achieving them, through proper planning and coordination
between activities. It relies on the principle of division of
work and set up authority-responsibility relationship among
the members of the organization.
 Types of Organization

An organization is a collection of people who work together to

attain specified objectives. There are two types of organization
structure, that can be formal organization and informal
organization.
An organisation is said to be formal organisation when the two or
more than two persons come together to accomplish a common
objective, and they follow a formal relationship, rules, and
policies are established for compliance, and there exists a system
of authority. It is created by management, to attain the objectives
of the company.
On the other end, there is an informal organisation which is
formed under the formal organisation as a system of social
relationship, which comes into existence when people in an
organisation, meet, interact and associate with each other
 Types of Organization Structure

Line Organization: Line organization is the oldest and simplest

pattern of organization, wherein the supervisor has outright
supervision over the subordinate. The flow of authority is from
the top level executive to the person at the lowest level of the
organization’s echelon.
Functional Organization: As the name suggests, functional
organization structure is one in which the thorough task of
managing and directing the employees, is grouped as per the
functions or type of work involved.
Line and Staff Organization: This type of organization
structure is an improvement over the traditional line
organization. In line and staff organization primary and
supportive activities are related to the line of supervision by
appointing supervisor and specialist, who are linked to line
authority.
Projectized Organization
A projectized organization structure is designed or set up in a
way that the project manager is on the top of the hierarchy
and has the full power in any decision that is involved in
the project. The team members directly report to him or her
and all the tasks are concentrated towards the project.

Matrix Organization:
Matrix organization is the emerging structure of the
organization, which is a combination of functional organization
and project organization. In such an organization, the
functional departments such as production, accounting,
marketing, human resource, etc. constitute a vertical chain of
command, while project division constitute horizontal line of
authority.
 Introduction to Office Management

Office management involves the planning, design,

implementation of work in an organization and its offices. This
includes creating a focused work environment, and guiding and
coordinating the activities of office personnel to achieve
business goals. These activities are evaluated and adjusted to
improve and maintain efficiency, effectiveness, and productivity.
Types of Office Management Jobs
There are a variety of office management jobs, however, the
basic duties of these managers are quite similar. Besides
supervising the smooth running of a company's administration,
making sure that needed supplies are provided and that office
equipment is in working order, office managers can sometimes
hire, fire, train, and promote employees.
 Corporate Office Management
 Medical Office Management
 Legal Office Management
 Virtual Office Management
Rather than work for one business at a time as a full-time
employee, virtual office managers often work for several smaller
companies part-time. This is due to the tendency of small
businesses to contract out virtual office management jobs. It's
no surprise that remote jobs of all caliber are on the rise,
therefore virtual office managers are an attractive option for
steadily growing small businesses that don't yet require an on-
site office manager.
 Objective & Principles of Office Management:
Purpose & Objective :
Office management refers to the process of managing the
activities, finances, workforce and everything within an
organisation to enhance its efficiency as well as productivity.
In an organisation, management must operate with the
purpose of effective coordination and avoid work duplicity or
unnecessary time consumption. Effective coordination allows
organisation to achieve its aimed objectives.
Principles of Office Management:
Office Management works on some defined principles as listed
below:
Division of Work or Specialisation
In different departments, the entire work must be divided into
smaller tasks. It should then be assigned to the person who
best fits in that position. This leads to enhanced efficiency.
Efficiency
Assigning tasks according to a subordinate’s efficiency and skill
is important for enhanced efficiency.
Unity of Command
For the smooth functioning of an organisation, a subordinate
must report to only one superior. Division of loyalty and dual
command leads to duplication as well as delay in the work.
Scalar Chain
Proper flow of communication is possible in an organisation
only if there is a chain of authority ranging from the top to the
bottom level of management.
Personal Ability
An organisation must be able to achieve its objectives in a
definite time period. In this process, it should also enhance its
employees’ skills.
Flexible
The business environment is dynamic. So, an organisation must
be flexible enough to adapt itself with the changing
environment for its sustained growth and success.
Coordination
In addition to planning, organizing, controlling and directing,
coordination also plays a key role in office management. At
times, many big organisations fail to achieve their objectives
due to the lack of coordination among its departments and
employees.
Delegation of Authority
It includes assigning the superior’s authority as well as the
responsibility to the subordinates. It leads to motivation as well
as the possibility of quick decision-making by the subordinates.
Principle of Span of Control
Every supervisor should have a limited number of subordinates
assigned under him. This principle is concerned with the
productivity of supervisors. If there are limited subordinates, the
supervisor can easily assess their performance and communicate
with them.
Continuity
A business organisation must be able to continue its existence in
the long-run if it wants to expand further.
Leadership Facilitation
This principle states that every department at every level of
management is able to achieve its objectives because of the
leadership qualities of superiors.
 Important Functions or Role of an Office Manager

Since the office work is basically a service function which is being

performed by an Office Manager. The main functions of an
office manager are explained below:
Staffing
An office manager is requested to recruit and select the office staff by
the top management. For this purpose, he determines the number of
staff required, their qualification and experience if any, decide
the sources of recruitment, receiving applications, conduct the
interviews and tests and finally select the right personnel.
Leadership
He has complete control over the work done in an office. An office
manager is necessary for smooth, efficient and performance of
office work economically in an organization. Being a leader of office,
he is in charge of public relations and helps other departments to
achieve their goals set forth.
Training
The need of training has been decided by office manager.
Besides, the training programme are also devised and imparted
to the new recruits as well as existing staff. Orientation training
programme has been provided to new staff and refresher course
programme is provided to existing staff.
Coordination
The various activities of office staff are coordinate by the office
manager. He has to bring coordination between the top
management and the workers. He must please both the parties.
Work Measurement
An office manager devices methods of work measurement in
terms of the output of the staff. It is a difficult task. The reason is
that the office work cannot be measured in physical terms.
Hence, it is the duty of office manager to decide the accepted
norms of work measurement.
Motivation
The efficiency of staff is increased by providing proper motivation.
The type of motivation can be decided by the office manager. The
right type of motivation ensures effective and economical
performance of work and lead to the promotion of staff.
Discipline
The implementation of rules and regulation of office is in the
hands of office manager. There should not be personal bias while
implementing rules and regulations. He also attends to the
grievances of office staff. In this way discipline is maintained.
Organizer
The office work has been assessed and assigned to office staff
according to their knowledge, ability, experience, qualification and
the like by the office manager.
Supervisor
An office manager is head of office. Hence, it is the duty of office
manager to supervise the office correspondences, procedures,
policy implementation, records maintenance, filing, indexing etc.
Quality required by an Office Manager:
A great office manager will maintain their positive
disposition, modelling their responsibility and productive
behavior. They must fulfill their role, supervising and
motivating you to carry the same positive mindset in every
aspect of their work, below are some important characteristics
or Quality required by an office manager:
 Optimism
 Good Communication skills
 Flexibility
 Creativity & Innovative.
 Emotional intelligence.
 Leadership
 Techno-savy
 Good interpersonal skills.
 Dedicated & Honest
 Records Management

How do you maintain office records?

There are primary steps to follow to establish and maintain a
records management program for your office.
STEP 1. Determine Who will be responsible and what resources
will be needed
STEP 2. Identify Records Needed to document the activities and
functions of your Office
STEP 3. Establish your procedures (Recordkeeping
Requirements)
STEP 4. Prepare A “File Plan”
STEP 5. Clean Out records which are beyond the approved
retention periods.
STEP 6. Organize your records
STEP 7. Maintain your records on an on-going basis
STEP 8. Train, Train, Train
 Documents Filing & Indexing

Many companies that have made the switch from paper to

computer-based filing systems have learned that digital files can
be as messy and disorganized as analog ones. Though digitizing
documents saves huge amounts of time and effort in the long run,
it only works if it’s done right. That’s where document indexing
comes in.
Document indexing is a great way to help your company get your
digital files organized—and keep future files organized—and it
applies to files involved in processes across your organization,
from accounts payable and accounts receivable to procure-to-pay
and more.
“Index is anything that “points out” or indicates”.
Document indexing is the process that tags documents with
certain attributes or labels that can later be efficiently searched
through and retrieved. For instance, a company might index
documents by client name, customer number, date, employee
name, or other key traits that could be relevant later. It’s a critical
part of the foundation upon which enterprise documents
management system are built.
Purpose & Objectives of Indexing
The objects of indexing are presented below.
1. To assist filing so that the filed documents are located easily
and quickly whenever they are needed.
2. To increase the efficiency of the filing method.
3. To improve the efficiency of the office operation.
4.To state the key information regarding any subject in a
condensed form.
Therefore, the right system of indexing must be chosen in order
to achieve the objectives of indexing. Indexing is not required if
files are arranged in an alphabetical order.
Why Is Document Indexing Important?
Document indexing helps with more than just speedy document
retrieval. There are many benefits to document indexing,
including:
 Systematic arrangement of files
 Prompt location of files
 Save time & efforts
 Develop efficiency
 Reduce expenses
 Maintain secrecy
Essentials of Good filing / Qualities of good filing
An efficient filing system should have the following essentials:
Simplicity:
It must be simple in operations, so that every staff of the office can easily
understand the filing system. The filing system should not be over elaborated
or complicated. But it should not be sacrificed for sake of simplicity.
Suitability:
The filing system should be completely applicable to the firm concerned, and
suit the nature and requirements of the business for which it is introduced.
Adaptability:
The system must be adaptable to the changes that occur in business. For
example, a book dealer, in course of time, starts publishing books. In such a
case the original filing system cannot be overthrown to adopt a new system.
The existing system must have room for expansion in its newer form;
otherwise it will be a waste.
Economy:
Cheap system of filing is to be adopted. The cost incurred by the system must
be proportionate to the results obtained. The desired result must be obtained
by using minimum finance, time, clerks, etc.
Protection (Safety):
The filed documents must be available to the person, who needs them. They
are easily available when they are filed properly and securely. Documents
should not be damaged by dust, insects, thefts, mishandling, fire, rain etc.
Certain documents have to be kept for a longer time or for the life-time of the
concern. They must be housed in suitable equipment.
Less Space:
Economy of space is of great importance in all concerns, because of high rent.
So it is necessary to see that the system requires minimum floor space. For
this, dead papers can be removed; older files which are not at all needed
should also be removed. A regular removal of such documents and files can
save space.
Accessibility
The files should be so arranged that the required letter or document for
reference be picked up without loss of time. Of course it is possible through a
good index system
Cross Reference:
When the same letter is to be kept in more than one file, a cross reference
should be filed in other file. It enables the filing clerk to know that the cross
reference letter is in a certain file. That is the most relevant file housing the
letter and a cross reference in sheet or card is placed in the appropriate place
in others files (unimportant files).
 Types of Indexing
Indexing means an arranged system through which the required
documents and papers are easily located for the speedy disposal
of urgent and/or ordinary matters. The various files are maintained
for different departments on various topics.
Indexing may be classified into the following main categories, namely:
(a) Page Index; (b) Card Index and (c) Visible Index.
Page or Book Index: This system is also known as alphabetical indexing as
classification is based on the letters of the alphabet. One page or leaf is
allotted for each letter of alphabet, fitted with a tab showing the letter and
quoting the relevant page numbers. The pages may be held in a loose form or
in a bound book form. Each page consists of a list of all the correspondents
whose names begin with the letter to which that page or sheet is allotted. For
example, all names beginning with the letter ‘A’ like Anuradha, Anandhi,
Akila will be written on the page allocated to the letter ‘A’. The folder number
of correspondents relating to a particular person will appear against his/ her
name. Page Index may take the form of either (1) Bound Book Index (2) Loose
Leaf Book Index and (3) Vowel Index. These are described below:
Bound Book Index: It is in the form of bound book or register which is divide
into alphabetical sections where in the names of persons are entered.
Loose leaf Book Index (or) Vertical Card Index: Loose sheets are used
for indexing and the fastened are metal rings or hinges or some other device
which allows the pages to be taken out and also helps in insertion of additional
pages.
Vowel Indexing: In case where the number of correspondents is very large the
alphabetical indexing is further classified. The names of the correspondents
are entered on one page or the other according to the letter with which his
name begins and first vowel in his name. This sort of indexing is known as
“Vowel Indexing”. E.g. AShika the first vowel in the name is “I”. It will be
classified under “Ai”
Card Index: Under this method references are entered on the cards of uniform
size. These cards bear the names, number of the files and other particulars to
be indexed. Cards are arranged in either alphabetical or numerical order and
are place in drawers or boxes which may have a rod running from one ending to
the other end for holding cards in their places. These drawers are divided into
alphabetical sections by means of guide cards.
Visible Indexing.
The major defect of card indexing is that a large number of cards
cannot be seen at one glance. This defect is overcome by visible
indexing under which a large number of cards are visible at one
glance. Visible card index, strip index and wheel index are the
systems of visible indexing.
 Visible Card Index:
 Strip Index:
 Wheel Index:
Thanks and Best of
Luck !!!!