Office Management in the School System

Nwabueze, Akachukwu I. Ph.D.

Introduction
An office could be seen as a unit allocated to staff based on their functions in the
organisation they find themselves. It is normally a particular room in a building for the
purpose of performing various clerical transactions which may range from financial,
personnel, legal, medical, record keeping to information and data processing. It is a
room or building in an organization which is set aside for performing specific
organizational tasks geared towards the development of such organization.
Management is the systematic coordination of resources (human and material)
for the achievement of organizational set goals and objectives. It is a distinct process
consisting of activities such as planning, organizing, actuating and controlling aimed
at actualising organizational goals. It is a process demanding the performance of
specific functions
Office management therefore, could be seen as the rational use of
organizational resources (human and material) for the purpose of achieving practical
results. It is a profession involving the design, implementation, evaluation, and
maintenance of the process of work within an office or organization, in order to
maintain and improve efficiency and productivity. This chapter looks at office
management in the school system. It will focus on the concept of office management,
functions of office, office management, importance of office management, office
management tools, office machines, basic principles of office management, office
automation system, functions of office management (clerical and secretarial services),
and management of staff working conditions.
Conceptual Meaning of an Office
An office can be seen as a room or building or other specific area
where administrative work is done, but may also denote a position within
an organization with specific duties attached to it. It is a room in an organisation set
aside for clerical activities (Ehiametalor, Osu, Makeri & Oladunjoye, 1992). Adams
(2002) sees an office as an architectural design whether it is a small or large outlet,

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where white-collar workers are employed. For Stephenson (2010), office is that part of
business enterprise, which is devoted to the direction and co-ordination of its various
activities. However, office is a room, set of rooms, or building where the business of a
commercial or industrial organization takes place. The office is the centre of all
clerical activities of the organisation. Office can equally be seen as a location, usually
a building or portion of a building where an organisation conducts its activity with the
sole aim of achieving their set goals and objectives.
An office can also be seen as a place where business projects, clerical,
secretarial and professional activities are conducted for organizational growth. Amos
(2005) defines office as any place either a building or a room in which clerical
activities are carried out. In a similar vein, Follet (1981) also posits that, an office is a
place where the functions relating to receiving, recording, arranging and giving out
information are carried out vis-à-vis a place for safekeeping the properties of
organizations. It could equally be seen as a place from where an institution may plan,
organize, co-ordinate and control various activities geared towards the achievement of
institutional goals and objectives.
According to Rohit, Ladhe, Rai, Bhatkar and Ravi (2015), the purposes of an
office in the school system include:
1. Providing service of information and communication;
2. Keeping of the academic records;
3. Writing academic letters and receiving letters on academic matters for the
purpose of correspondence in the interest of the school;
4. Tying and filling important documents;
5. Receiving and collecting information on academic and administrative matters;
6. Communicating these information to staff at proper places;
7. Making, preserving and using the records for school development;
8. Selection and purchase of office furniture and equipments; and
9. Placement, promotion and remuneration of office personnel.
Functions of the Office
According to Ehiametalor, Osu, Makeri and Oladunjoye (1992), the six basic
functions of an office include:

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 a) Information giving;
b) Information receiving;
c) Recording of information;
d) Arranging information;
e) Processing of information; and
f) Storing of information.
Information Giving: In an educational institution, the administrative office gives out
information to people. School administrators call a Parent Teachers’ meeting through
his office by sending a letter to every parent, putting the notice of such meeting on the
notice board, and advertising such information in newspapers.
Information Receiving: Through the administrative office, useful and series of
information are received and these may come in through letters, telephone, telegram,
e-mails, telex, or social networks. The office receives information on the processes
involved in the school system for school development and students’ productivity.
Recording of Information: The information given or received in the office is vital
for smooth running of the school system. However, the office performs the function of
recording such information for present and future needs. This is very necessary in
order to have accurate record of information either sent out or received. On this note,
the office can make reference to this from time to time. Students of higher institutions
writing a project and need to know the number of students or staff in a school would
get this at the management office where such record or information is kept.
Arranging Information: The needed information in the school system are arranged
in an orderly manner in the office by adding related matters together for work
processes and institutional development. All the information concerning the students
and staff can be arranged in one place so that when needed, it can be easily assessed.
Processing of Information: The information received in the school system are sorted
out in administrative office before sending to various sections of the institution for
concrete action. For example, letters concerning fees or accounts are sent to the
bursar’s office, while students’ results are sent to exams and records’ office.
Storing of Information: Storing of information involves the safe-keeping of records
that are important to the institution’s existence. Such information is stored in cabinets

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or computers. Equally, records of sales or purchases in the institution and schools’
assets are either stored in cabinets or computers.
Equally, the functions performed in a modern office can be divided into two
main categories, which include:
Basic or Routine Functions: The basic functions include: to receive or collect
information, prepare a record of such information, process and arrange such
information, and supply readymade information to the authorities when asked for.
Administrative Management or Ancillary Functions: The administrative and
management functions of an office are: management functions, development of office
system and procedures, form designing and control, selection and purchase of office
appliances, personnel functions, controlling office cost, maintenance of records,
planning schemes and policies, safeguarding the assets, and public relations (Amos,
2005; Lerner, 1982)
Rohit, Ladhe, Rai, Bhatkar and Ravi (2015) equally classified the functions of
a modern office under basic and administrative management functions. The basic
functions include: receiving, recording, arranging and supplying information. While,
administrative management functions include: safeguarding and protecting of the
assets, instituting office systems and routines, stationary and supply, forms designing
and control, selection and purchase of office appliances, personnel function, as well as
effective public relations.
However, office work has to be properly planned, and then organized and
executed according to the plan. An office is a place for the maintenance of good
relationships within and the outside world. Maintaining good relationships among
staff in an organisation increases the reputation and good will of the organisation.
Office Management
Office management can be seen as the systematic process of managing logistics and
staff and sometimes, involves analyzing income and expenses. Many office managers
are also responsible for developing tactics and strategies for the future practice in the
organization. It is the technique of planning, organizing, coordinating and controlling
office activities with a view to achieve business objectives and is concerned with
efficient and effective performance of the office work. This can also be defined as ‘a

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task of planning, coordination, motivation of staff efforts towards the specific
objectives in the office’.
William and Edwin (2008) see office management as a function, branch of the
art and science of management, which is concerned with efficient performance of
office work whenever and wherever that work is to be done. It is the manipulation and
control of men, methods, machine and material to achieve the best possible results
(results of highest possible quality with the expenditure of least possible effect and
expense) in the shortest practicable time, and in a manner acceptable to the top
management of an institution (Harry, 2009). This definition stresses the need for
proper utilization of educational resources and methods to achieve the objectives and
results in a best and acceptable way and in a minimum possible time.
Mills and Standinford (2003) see office management as an art of guiding the
personnel in the office to make appropriate use of office tools in the school
environment to achieve its specified purpose. This definition explains a proper
understanding of the objectives necessary for organizational development so that all
efforts and activities are channelled towards school improvement. The success of a
school business depends upon the efficiency of its office, organization of principles
and services. Due to industrialization at this global competitiveness in schools,
population increase in terms of students’ enrolment, quality assurance and control in
the school system, the volume of paper work in offices has greatly increased the job
performance of staff in different perspectives. This in job related activities of staff can
be achieved through concrete efficiency and effectiveness. Efficiency and
effectiveness could be seen as the key words in educational management functions,
which can be achieved through proper planning and control of activities, as well as
reduction of office costs and coordination of all educational activities in schools.
However, office management is an art of guiding and directing people related
activities in the organization on various ways of using office machines/equipment,
office forms, manual, methods, and office platforms. It is a distinct process of
planning, organizing, staffing, directing, coordinating and controlling office in order
to facilitate achievement of objectives of any business enterprise such as the school.

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 This stresses on the development human beings in managing various offices in a
business organization.
Office management is generally described as a systematic process of
organizing and administering the auxiliary, day-to-day chores of the front office-
chores that are often the responsibility of an office manager (Preston, 2008). Possible
duties of an office manager include: ordering and purchase approval of office supplies
and services, hiring and supervision of front office workers, handling customer
service, managing accounting functions, and analyzing sales. Good office
management and office managers are the grease that keeps the wheels of business
rolling smoothly for the actualization of set goals and objectives. The diagram below
indicates the various elements or functions in the process of office management.

Office Management

Office Work

Management Objectives

Planning Organizing Staffing Directing Coordinating Controlling

Staff Duties/Functions

Achievement of Organizational
Goals

Figure One: Elements/functions in the process of office management

However, office management prepares plans for an office of a business enterprise in

order to achieve pre-determined objectives by using the efforts of personnel,

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appropriate machines equipments, the vest method of office work and by providing
most suitable environment. According to Rohit, Ladhe, Rai, Bhatkar and Ravi (2015),
efficient office management comprises a number of vital functions, including time
management, organizing school paperwork and workspace, managing multiple
projects simultaneously, and being in control of all job responsibilities. This implies
that the functions of office manager include: planning of the office activities,
organization of the office activities, control on the office activities, and proper aid to
managerial decision making.
Importance of Office Management
The following points are the importance of office management as stated by Venkatesh
(2009).
(i) Helps in Achievement of Targets: Targets or goals are results in quantitative
terms which are to be achieved in an organization in a given time. Management makes
people realize the goals and direct their efforts towards the achievement of these
goals.
(ii) Optimum Use of Resources: Management helps in the utilization of resources
effectively. Scarce resources are put to use optimistically by managers in every
organization. Managers bring about coordination and integration of various resources
in an institution (human and material). However, it is management that guides the
personnel in office in the use of resources.
(iii) Minimization of Costs: Office costs can only be reduced under the guidance and
control of efficient management. Office Management is concerned with doing the
office activities in a best and cheapest way. Cost reduction is one of the objects of
management, which can be achieved through work simplification and mechanization.
Through better planning, sound organization and effective control, management
enables a concern to reduce costs and prepares the institution for global
competitiveness.
(iv) Smooth Flow of Work: Uninterrupted flow of work is only possible when there
is proper planning and control. Management ensures efficient and smooth flow of
work in an organization.

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(v) Helps in Maintaining Office Efficiency: Management helps in maintaining
efficiency in an office. A manager performs and produces results in the most efficient
manner so as to contribute towards profit generation and institutional goal
achievement.
(vi) Managing Survival and Growth: Management has to play an important role in
keeping the institution working as well as achieve its goals and objectives. Change in
technology and methods must be anticipated and adapted for survival and growth. It is
only management which can do so and moulds the institution in such a changing
environment.
(vii) Provides Innovation: Innovation is finding new, different and better method of
doing existing work. Management has to play an important role in planning and
managing innovations and change in the system.
(viii) Helps in Retaining Talent and Inculcating Sense of Loyalty in Office Staff:
Efficient management helps in retaining talented and hard working staff by providing
them with comfortable work environment. Manager must motivate his staff by
recognizing and appreciating their talents.
(ix) Provides Good Leadership: Management provides leadership by influencing and
guiding office personnel. Managers influence their subordinates to work willingly for
the achievement of organizational goals.
(x) Managing Change: Importance of office management is that, it helps in planning
the change and introducing it at the right time and in the right manner. Due to change
in technology methods, work procedures have to be changed for efficiency and
smooth running of the economy. People resist change due to lack of understanding
about the reasons for change and lack of training in new methods. Management helps
in minimizing resistance of people and acts as a change-agent.
(xi) Maintaining Public Relations: Office management helps in improving public
relations and increasing goodwill of an enterprise by dealing with grievances of
consumers and general public.
(xii) Social Benefits: Management provides and maintains link with various types of
suppliers, schools, banks, insurance companies, government departments, and general
public. It benefits individuals and society in general by providing its services.

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(xiii) Facilitates Coordination and Control of Various Office Functions: Office
management helps in harmonizing all the office activities. It facilitates control by
influencing behaviour of events to ensure their conformity to plan.
Rohit, Ladhe, Rai, Bhatkar and Ravi (2015) state that the Importance of an
Office includes:
1. Office as an information centre;
2. Office as an intermediary;
3. Office as a coordinator;
4. Office as a service center;
5. Office as an administrative nerve centre;
6. Office as control centre; and
7. Office as a channel of communication.
Office Management Tools
Office management tools needed for school development include: client
management tool, employee management tool, project management tool, document
management tool, time management tool, and communication management tool.
Client Management Tool: Every institution needs clients and these clients can be
parents/stakeholders and corporate organizations. They come into participation with
schools to assist in the development of the school through provision of facilities,
grants for staff and students as well as scholarship for students. It is the duties of the
school managers to manage and utilize the proffered rightly. Also, it is the duty of
school management to provide receipts for every payment made within and outside
the school to properly manage the clients.
Staff Management Tool: Great office starts with great employees/staff. And because
everyone in the system is busy, all the critical information must be available in one
place or point of direction. Employee profiles and directory, school structure, request
and approval workflows, knowledge management, employee polling, school
newsletters and alerts and Intranet facilities should be the responsibilities of school
management
Task and Project Management Tool: From simple daily to-do-list to complex
project management, there is every need for task and project planning as well as

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management. The task and project management tool focuses on staff workgroups for a
Project, external users, to-do-lists, tasks and subtasks, repeating tasks and task
templates, and checklists.
Document Management Tool: Every office works with files and documents. Lots of
them offer so many secure ways to store, edit, share and process documents. This can
be done through online storage, private Dropbox, online editing, file sharing,
download links, file access rights, and document approvals.
Planning and Time Management Tool: Time is money and it is very important in
every application in the school system. It is important to setup mandatory work hours,
if necessary, equip each employee with personal calendar and process annual leave
and time off requests easily. To manage the activities of a school effectively, there is
need for clock-in /clock-out, school calendars, absence chart, as well as eave and time
off requests, and finally, workload planning and work reports.
Communication and Collaboration Tool: Staff in organizations need
communication and collaboration tools that work in office and on the road. There is
need for private social network, instant messaging/group chat, videoconferencing,
Email server, call center, and mobile messaging in the school system to maintain good
communication among staff, students, parents and other stakeholders. It equally
enhances maximum collaboration among staff within and outside the school to share
knowledge and ideas channelled towards the development of educational institutions.
Eneche and Audu (2014) state that, the office is responsible for receiving and
communicating information both internally and externally, office correspondence
thus, takes the form of business letters, official letters, memo, circular, minutes,
telegrams, cable grams, telex, Email etc. These enhance school improvement.
Office Machines
Office machines and equipments (often referred to as time and labour saving devices)
are integral parts of modern office. There are a large number of machines and
appliances which may be used for different operations in the office. There are various
machines and appliances which increase speed and accuracy of the operations, and
reduce work tensions. Office machines also, effect saving in the cost of office
operations by increasing the output of the work; they make it possible for the

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management to keep the employees contented by relieving them of much of the
pressure and monotony of work.
There are many types of machines available to a modern office in the school
system. These various machines are as follows: typewriters, duplicating machines,
photocopying machine, dictating machines, accounting and tabulating machines,
punched card machines, addressing and mailing machines, electronic computers,
desktop publishing systems, and other miscellaneous machines (Nwabueze, 2011).
(1) Type Writers: The typewriter was the most commonly used and best known of
office machine. It was used for not only clean and neat letters and reports but also for
the fact that number of copies can be made with the use of carbon stencils. Type
writers are available in different sizes and shapes and have different technological
sophistications. They include: standard typewriters, portable typewriters, noiseless
typewriters, electric typewriters, automatic typewriters, variable type machines,
typewriter with additional attachments, special-purpose typewriters, and electronic
typewriters with spell check.
(2) Stenographic Machines: These machines are also referred as shorthand or steno-
typing machine. These are machines to which matters can be dictated phonetically on
a moving paper tape. The typist then transcribes the tape on an ordinary typewriter.
The machine is portable, and skilled operators can maintain its operation at very high
speeds. These are mainly suited for reports meetings and the tapes can be passed on to
typists from time to time during the course of the meeting, and the typing can be done
almost simultaneously with the meeting.
(3) Dictating Machine: Dictation to a stenographer writing in shorthand or typing on
a stenographic machine in which the presence of both dictator and stenographer is
needed. This may not be possible always, the stenographer might be busy taking
dictation from other executive, or doing some other important work.
4) Duplicator or the duplicating machines: When it happens that more than one
copy of a letter or a document is required for processing, the simplest method is to
make the copies at the same time as the original. This is usually done by the use of
carbons, carbon-backing or carbonless copy paper, each of which will provide a small
number of legible copies. But when copies are required in large quantities or cannot

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be made in the first instance, duplicating or copying processes are employed. The term
copying is therefore, used when one or more copies are taken direct from the original.
And the term duplicating is used when a sustainable number of copies are prepared
from the master copy.
(5) Photocopying machines: Photocopying is a term which covers a number of
processes. The essence of the photocopying of any document is to exact photographic
copy of the original, which is obtained by the use of a special machine, not requiring
the assistance of typists. Although the processes differ in many respects, the
equipment consists basically of two parts; the exposure unit, in which the original and
copy paper are exposed to a suitable source of light, and the processing unit, in which
the copy paper is developed and fixed. The process unit is usually built into the same
casing as the exposure unit.
(6) Accounting and Tabulating Machines: Modern organizations including school
and government offices have to cope with a large volume of figure work. Not only
accuracy but also speed is essential in doing the figure work. Accounting machines
help in computing and analyzing various types of figures with the utmost accuracy
and at fantastic speed.
(7) Addressing and Mailing Machines:
Addressing Machine: Addressing came from the function for which the machine
was first designed, which is reproduction of names and addresses on newspaper
wrappers. The machine is in reality an office duplicating machine. These machines are
used mainly in newspaper offices, banks, insurance companies. Addressing machines
are of different types such as: Metal Plate Machine, Film Stencil Machine, and Spirit
Master Process.
Mailing Machine: Various types of mailing machine are used to handle inward and
outward mail. These machines are called mailing machines and they include: letter
opening machines; paper folding machines; inserting machines and an envelope-
sealing machine. This machine dampens and sticks the flaps of the envelopes and
works at a very high speed.
(8) Punched Card Machines: These machines are used for variety of purposes for
invoicing, sales and purchase accounting, calculation of wages, stock control, cost

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accounting, budgeting, etc. These machines perform clerical operations as well as
writing, copying, sorting, and comparing. An average punched card operation involves
the following processes:
(i) Preparation of punching documents.
(ii) Punching of the cards.
(iii) Verification of the punched cards.
(iv) Sorting.
(v) Tabulating.
(9) Office Computers: Electronic computers are the latest additions to the long list of
office machines. A computer is replica of a human brain and performs all types of
clerical operations quickly and accurately, it is used to solve the business problems
through the application of a variety of logical, mathematical, logical and decision
making techniques. A big computer is capable of carrying out concurrently, several
completely disassociated jobs or systems in accordance with pre-determined priorities.
The basic types of computers are the analog, the digital and digital-analog.
(10) Desktop publishing system: It is one of the most promising and exciting
application of personal computer technology today. It is called “Desktop Publishing”
because most of the tools it requires can fit on top of a desktop. Desktop publishing
means literally, running a publishing company from the desktop.
(11) Other Miscellaneous Machines
In addition with the above office machines, the following are the some other machines
and equipments that are used in modern office.
(a) Time recording clocks: These machines are used to record the correct time of
arrival and departure of the office and the factor employees. The time is printed on the
cards.
(b) Payroll machines: These machines are also called as steel paymasters; they
perform many tasks that are related to payments of wages. They can make calculation
of wages, counting the exact money for the employee (by making up the denomination
of the notes).

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(c) Cheque writing machines: Also known as protectographs, these machines are
used to write particulars on a cheque. And crossing it the usage of these machines
eliminates the possibility of frauds and alterations of the content of the cheque.
(d) Cheque signing machines: This machine imprints the specimen signature of the
drawer on a large number of cheques. The use of this machine provides protection
against the forging of a signature.
(e) Numbering machines: These machines are used to imprint the serial numbers on
the office forms, reports and other papers. They are fitted with a self inking device and
change the number automatically it is pressed against a paper.
(f) Impression stamps: Different types of rubber stamps are used in an office to
imprint date, numbers, time or words like paid, received, cancelled, registered and
book post etc.
(g) Laminators: It is a machine to protect office documents. It is ideal for laminating
engineering drawing, sales literature, legal documents, identity cards, important
contracts etc.
In modern offices, the factors in selecting office machines as stated by Eneche
and Audu (2014, p.7) include:
(1) Ease of Operation: Faster operation, less fatigue, and fewer errors go with ease of
operations. Here are some contributory factors: indexing the amounts, operating the
control keys, etc.
(2) Flexibility: Unless there is enough work to keep a highly specialized machine
busy, it is better to select one which can be used for different types of work. In
absence of the flexibility the purchase of the machine is not at all justified.
(3) Durability: A machine is used by different people under varying conditions.
Unless, therefore, it is strong and durable, it would be a poor investment.
(4)Portability: A machine is frequently moved from user to user or from one place to
another place in the same work area. Compactness and ease of handling saves time
and energy as well as increases the use of the machine. Modern machines have been
reduced in size and weight without the sacrifice of the quality.
(5) Adaptability: If a machine can be used without disrupting an existing system, it
would be better to do so than go in for one which necessitates a considerable

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rearrangement of the forms and records involved, of extensive recopying of
information, and of adjustments in procedures.
(6) Service: Reliable and continuous performance demands quick repairs and proper
maintenance. The machine which can be serviced promptly has advantage over one
which cannot be so serviced.
(7) Operating Cost: This includes such things as supplies, the space ccupied, the
special equipment and forms required, repairs, etc.
(8) Reputation of the Supplier: Few people have the expertise to judge the
mechanical qualities of a machine; one has therefore, to depend upon the integrity of
the manufacturer and dealer to furnish a good machine and to backup claims and
guarantees.
(9) Styling: Modern office requires machines which are pleasing in design and colour.
Other design functions, such as are satisfactory from the point of view of touch and
sound, should also be considered. These includes a convenient keyboards, simple
motor bars, proper control keys, uniform action of all keys and levers; quiet operation,
and neat, legible printing.
(10) Cost: Cost is a major factor in buying a machine. Frequently, a machine whose
purchase price is higher than that of another is a better buy in the long run. If two
machines are comparable in terms of savings in labour and time, maintenance costs,
supplies and durability, the net purchase price should then be the deciding factor. The
net prices include the trading allowances for present equipment and the expected
residual values after depreciation.
Basic Principles of Office Management
Office, which is a layout, may be thought of as the arrangement of equipment within
available floor space; and office space management is seen as the provision of space,
which is expected to yield maximum productivity and effectiveness at a minimum cost
(Amadin, 2004). The objectives of office layout in an educational setting include the
following:
1) Effective work flow;
2) Space that is ample and well utilized;
3) Employee comfort and satisfaction;

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4) Ease of supervision;
5) Favourable impression on customers and visitors
6) Ample flexibility for varied needs;
7) Balanced capacity of equipment and personnel at each stage of the work.
It is the responsibility of those at the management level of education to see
which of these objectives would be most effective for their type of operations.
However, the basic principles of office management as stated by Inegbedion,
Ekpenyong and Agbonifor (2008) include:
1. Work should flow continuously forward, as nearly as possible in a straight line;
2. Departments and divisions which have similar and related functions should be
placed near each other, to reduce workload;
3. Central service groups, such as file rooms and data processing units should be
conveniently located near the department and employees who use them;
4. Furniture and equipment should be arranged in straight line symmetry,
with angular placement of desks and chairs reserved for supervisory personnel;
5. Space allowance should be adequate for work needs and employees’ comfort;
6. Furniture and equipment of uniform size make for greater flexibility and more
uniform appearance;
7. Entrance doors should be wide enough so that persons walking will not brush
against the desk and employees. There should be clear access to exit and fire
escape should be provided;
8. Employees ordinarily should face in the same direction, with supervisors
placed to the rear of work groups.
9. Desks should be arranged so that no employee is compelled to face an
objectionable light.
10. Units which utilize noisy equipment such as data processing machines may
need to be partitioned off to avoid disrupting other units.
11. Employees whose work requires close concentration may justify partial or full-
length partitions.

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 12. Units which have much contact with the public should be so located in a way
that they can be easily accessible to the public without disturbing other
departments.
13. Keep from public view departments in which work is unnecessarily untidy.
14. Provide suitable light and air-conditioning for all employees.
15. Locate necessary private offices where they interfere least.
16. Consider personnel and equipment needs both for the present and future (p.52
& 53).
According to Rohit, Ladhe, Rai, Bhatkar and Ravi (2015), the following are the
main principle of the office management.
Stating the Problem and Defining the Purpose: The first principle of the office
management is stating the problem. The problems of an organization may be seen as:
problems relating to the employees; problems relating to the office such as building,
furniture, equipments and machines; and stating and explaining the aim of the
organisation.
Analysis of the Problem: After stating the problem, the second principle is to analyse
them. However, when a manager of the office intends to have to work more and more
dependent on automatic system, it then means that technical know-how is essential,
extra capital is required, changes in the building of the office be required, and problem
of unemployment and the policy of the government needs careful analysis.
Finding the Facts of the Case: The third principle is finding the facts of the case.
After analyzing the problem, a scientific analysis of all the collected facts will be
made. This can be done through making the enquiries from others or from your own
way of examination of the facts, and then the facts are classified and clarified.
Finding the Right Method: After having full knowledge of the problem and the
facts, finding of the right method to achieve the aim of the organization is the
requirement.
Selection and Training of Right Person: After getting a justified solution to the
problem, the implementation, selection of qualified, experienced and intelligent
person is the first function.

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To Get Co-Operation: The success of a scientific management depends on the
attitude of the workers in an organization. It depends upon the interests and
qualification of the workers to get co-operation.
Planning of Activities: Planning is the process under which it is decided in advance:
What is to be done? How it is to be done? When it is to be done? Following points
shall also be taken into consideration under the principles of office management by
dealing with the subordinates with just and kind manner, discipline, fair remuneration,
team work, and economy/efficiency.
Office Automation System
Office automation refers to all tools and methods that are applied to office
activities, which make it possible to process written, visual, and sound data in a
computer-aided manner. Office automation is intended to provide elements which
make it possible to simplify, improve, and automate the organisation of the activities
of an institution or a group of people (management of administrative data,
synchronisation of meetings, etc.). Considering that organizations require increased
communication today, office automation is no longer limited to simply capturing
handwritten notes. In particular, it also includes the following activities:
1. Exchange of information;
2. Management of administrative documents;
3. Handling of numerical data;
4. Meeting planning and management of work schedules; and
5. Office suite tools
Functions of Office Management (Clerical and secretarial services)
Clerical Service:
Clerical service refers to a variety of office and administrative support duties.
Clerical work generally involves day-to-day office tasks, such as answering phones
and entering data into spreadsheets. These tasks may be performed by secretaries,
office clerks and administrative assistants. Other duties traditionally associated with
clerical work include: word processing and typing, sorting and filing, photocopying
and collating, record keeping, appointment scheduling and minor bookkeeping

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The major responsibilities and target accomplishments expected of the position
including the typical problems encountered in carrying out the responsibilities include:
1. Providing office support services in order to ensure efficiency and effectiveness
within the office. Main activities include: receive, direct and relay telephone
messages and fax messages, pick up and deliver mails, open and date stamp all
general correspondence, maintain the general filing system and file all
correspondence, assist in the planning and preparation of meetings/conferences
and conference telephone calls, make preparations for Council and committee
meetings, maintain an adequate inventory of office supplies, respond to public
inquiries, and provide word-processing and secretarial support
2. Perform clerical duties in order to maintain office administration. Main
activities include: developing and maintaining a current and accurate filing
system, monitoring the use of supplies and equipment, and coordinating the
repair and maintenance of office equipment
3. Perform receptionist functions. Main activities include: answering all incoming
calls and handling caller’s inquiries whenever possible; re-directing calls as
appropriate and take adequate messages when required; as well as
greeting/assisting and/or directing students, visitors and the general public.
4. Support the executive director and other staff. Main activities include: assisting
the Executive Director and other staff as requested, as well as providing
administrative services for the Executive Director.
5. Perform other related duties as required
The knowledge, skills and attitudes required for satisfactory job performance
include: having proficient knowledge in the areas of office administration,
understanding of relevant legislation, policies and procedures. The incumbent must
demonstrate the following skills: team building, analytical and problem solving skills,
decision making skills, effective verbal and listening communications skills. The
incumbent must equally demonstrate the following personal attributes: be honest and
trustworthy, be respectful, possess cultural awareness and sensitivity, be flexible,
demonstrate sound work ethics, computer skills including the ability to process
spreadsheet and word-processing programs at a highly proficient level, developing

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stress management skills, as well as time management skills (Uche, Nwabueze &
Ememe, 2009). The clerk would normally attain the required knowledge, skills and
attitudes through completion of an office procedures course combined with related
experience.
Secretarial Service:
Secretaries perform many administrative tasks in an office setting. Their job includes:
planning meetings, updating databases and managing information flow to staff and
clients. Secretaries store, retrieve and disperse electronic and paper information,
including memos, e-mails and other documents. A secretary's duties may include
drafting correspondence, reports and other documents.

Secretaries are responsible for the effective flow of information and

communication in an organization. They answer telephones, take messages for staff
members and handle client requests. They use computers for many aspects of the job,
including correspondence, desktop publishing and Internet research. Secretaries use
spreadsheets and databases to efficiently store and present data. They monitor
stockroom supplies and replace items as necessary. Secretaries are sometimes
responsible for training new office staff, planning company events and making travel
arrangements for senior staff. Operating fax machines, copiers, scanners and
videoconferencing equipment is part of a secretary's job. In addition, secretaries
bargain with vendors and monitor office equipment use and maintenance.

This secretarial position is an administrative nature, involving responsibility for

general departmental management. Employees in this class perform a variety of
complex secretarial/clerical and administrative duties requiring comprehensive
knowledge of the departmental programme. The administrative secretary exercises
independent judgment and action, including making frequent decisions in accordance
with delegated responsibilities from assigned supervisor.

The essential job functions of a secretary include:

1. Performs experience level secretarial tasks of a confidential nature including
but not limited to producing letters, reports, memorandums, etc. via the
computer; makes photocopies, files, distributes mail, etc.

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 2. Communicates in a positive and effective manner with staff, students, co-
workers, parents and/or visitors
3. Answers telephone communications and record messages
4. Composes letters, memorandum, develops charts, graphs, and diagrams
5. Answers telephone, takes messages and answers inquiries within assigned
scope of responsibility
6. Schedules appointments, maintains calendar, allocates supervisor’s time
7. Schedule meetings and reserve rooms for meetings
8. Distributes mail
9. Prepares materials for workshops, conferences, meetings, duplicates/collates
10. Maintains files and financial records
11. Transcribes dictation
12. Prepares and expedites purchase orders and direct payments, etc.
13. Maintains attendance reports, leave records, trip records and logs
14. Proofreads and edits
15. Prepares reports
16. Maintains and processes forms
17. Assists with the preparation, calculation, and execution of the budget
18. Orders, distributes, and keeps an inventory of supplies
19. Performs other duties assigned.
Required knowledge, abilities, and skills needed include:
1. Maintain a high level of confidentiality
2. Manage an office, supervise and train other office personnel
3. Communicate clearly and concisely in both written and oral form
4. Perform clerical and administrative tasks quickly and accurately
5. Coordinate daily activities and/or schedule
6. Work independently and organize complex clerical tasks
7. Ability to be flexible and adaptable in a variety of situations
8. Excellent copy editing and proofreading skills

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9. Remain calm under trying circumstances and work with frequent interruptions
10. Maintain various organizational systems needed at the school or department
11. Maintain efficient office procedures and a system for keeping track of requested
actions and reports
12. Type from rough draft and keyboard at an efficient rate of speed
13. Meet strict timelines and perform multiple tasks
14. Work harmoniously with individuals and groups of employees
15. Maintain financial records and make basic math computations quickly and
accurately
16. Skill and knowledge in the operation, use and care of office equipment
17. Knowledge of business English, spelling, punctuation and grammar
18. Knowledge and proficiency in the use of technology (i.e. computers, word
processing, database spreadsheet programs and power point)
19. Accomplish work responsibilities with minimum supervision
20. Knowledge and ability of record keeping methods, keyboarding and preparation of
correspondence
21. Knowledge of the functions of the various parts of the assigned department
22. Knowledge of alphanumeric filing systems, inventory control methods and
methods commonly used in the training for acquiring clerical skills.
Management of Staff Working Conditions

According to Maduagwu and Nwogu (2008), the following variables are

service conditions needed for workers effectiveness in school organizations:
challenging jobs, freedom, use of training and experience supervision, management
policies, relationship with fellow workers, job security, salary payment, working
hours, clean provision of working materials, equitable work load, retirement benefits,
health care provisions, leaves, collective bargaining activities, loans and advances etc.
(p.12). Black (2002) reports that working condition is associated with issues such as:
permitted breaks, state of heating, lighting and ventilation of work place, the safety
and comfort of machinery, vehicles and other equipment, normal manning levelling
and disciplinary procedures. Adesina (1994) equally states that working condition of

22
workers bother on job security, recognition of status, electricity, good wages, housing
loan and promotion as at when due.
In broad terms, workers’ service conditions include: work climate, work time,
work load, fringe benefits, work incentive, good pay, job security, modern and
adequate facilities (Ukaigwe & Nwabueze, 2015). Specifically, good service condition
for the school staff include: adequate funding, conducive office room with good
ventilation, adequate facilities and equipments such as computer, office accessories
like comfortable chairs, modern office table, stationeries for administrative work, an
official car and competent office assistants.
Ukaigwe and Nwabueze (2015) state that, the influence of staff service
conditions on their administrative effectiveness include: enhancement of staff morale
for effective work delivery, work-life balances positively enhance administrative
effectiveness, regular payment of salaries motivates staff to carry out their duties
effectively, regular promotion/job enrichment positively equip them to take active
parts in administrative effectiveness, effective job security helps them to carry out
their duties effectively, and adequate payment of allowances/work leave positively
increase their interest to work effectively. Ukusowa (2014) opines that the provision
of good service conditions is a strategy for managing burnout among principals of
public secondary schools. He suggests that good working environment, number of
workers available, quality and quantity of school facilities available are some elements
of staff conditions of service.
There are also some challenges associated with poor service conditions of
principals on their administrative effectiveness. They include; lack of motivation, lack
of job satisfaction, lack of commitment, negative attitude to work, negligence of
administrative duty, moonlighting in order to increase personal income, lack of
professional development and lack of quality assurance and quality control
(Nwabueze & Onyenandu, 2015).
Conclusion
This chapter critically examined the need for office management in the school system.
The study focused on the concept of office management, functions of office, office
management, importance of office management, office management tools, office

23
machines, basic principles of office management, office automation system, functions
of office management (clerical and secretarial services), and management of staff
working conditions. However, office management is the rational application and use
of organizational/educational resources (human and material) for the purpose of
achieving practical results. It has been seen as a profession involving the design,
implementation, evaluation, and maintenance of the process of work within an office
or organization, in order to maintain and improve efficiency and productivity.

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