OFFICE MANAGEMENT

AND ORGANIZATION

PETER KIARIE
Kiariep@yahoo.com

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 What is an Office?
 A Place - location
 Building – leased or owned
 A Room
 A Nerve Centre where many clerical activities of a
business are carried out so as to provide control,
direction and management of the enterprise.
 Office Management – Process of planning,
organizing, staffing, coordinating and controlling
of resources to achieve organizational goals.

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 Does an organization need an
office?
 Information center or data bank
 Channel of communication
 Aiding coordination – hosting activities, helping
departments link and circulate information.
 Aiding managerial controls – measurement of
performance, enhancement of clerical work,
correction of errors, timely sharing of information.
 Workers – salaries and benefits processing,
complaints lodged, requests received and acted
upon..
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Does an organization need an
office?
 Creditors and shareholders – links them with the
organization, venue for discussing and sealing
deals, contracts, effecting share transfers and
dividends.
 Customers – links business with customers as
enquiries, orders and complaints registered
through the office.
 Government and general public – creates
organizational image, builds a healthy social life
for the public.

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 FUNCTIONS OF AN OFFICE
 Receiving and Transmitting Information
 Recording Information.
 Arranging Arithmetical Processes
 Processing Information
 Classifying Information
 Routine Administration
 Storage of Information
 Controlling Organization’s Assets and other
resources.
 Abiding by the laws of the country
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 The Office Manager
(the man (PERSON) in the middle)

 Every office function revolves around him/her.

 Office Organization - Planning how to achieve
objectives and allocating resources, systems and
procedures of the office.
 Designing the method by which objectives can be
achieved - determining the personnel, machines,
equipment, supplies required.

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 The Office Manager
(the man in the middle)
 Determining the number, level and type of
qualifications, personal qualities and duties of
the people required by ensuring that they
perform their duties satisfactorily.
 Office Environment – Physical factors that
affect the morale and performance of the
personnel; HLVAC, office layout, furniture,
restrooms etc.

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 DUTIES OF THE OFFICE
MANAGER

Those performed in relation to top management;

 Supporting and implementing policies of top

management.
 Allocating duties and responsibilities to office
staff.
 Report to management anything which needs
reporting – difficulties, work problems etc which
he cannot solve alone.

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 DUTIES OF THE OFFICE
MANAGER
Those performed in relation to management
duties

 Giving instructions to the staff to do the job

 Controlling the staff to see that it is done
 Training clerks to do their job
 Maintaining good human relations in the
office.

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 DUTIES OF THE OFFICE
MANAGER
Those performed in relation to the work itself
 Plan the work of the section
 See that the work is done in time
 Secure accuracy at work by ensuring best
methods are used, operating effective control
methods.
 Distribute work fairly among the staff and
exercise continuous supervision.
 Develop new methods of doing the work by re-
assessing the extent to which the aims of the
office are fulfilled.
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 DUTIES OF THE OFFICE
MANAGER
Those done in relation to subordinates
 Train subordinate staff in their different
fields of operation.
 Delegate responsibility
 Settle personal frictions/conflicts at work
 Motivate staff
 Maintain discipline among staff.

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 DUTIES OF THE OFFICE
MANAGER
Those done in relation to subordinates
 Ensure punctuality
 Control the use of office stationery and
other supplies.
 Office environment – clean, tidy and well
organized.

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 QUALITIES OF AN OFFICE
MANAGER
 Education, training and experience appropriate to
the specialist nature of his job.
 Highest level of integrity – honest and ethical in
dealing with everybody
 Able to stand aside from “politics” and handle
situations diplomatically.
 Professionalism, tact, kindness, firmness, fairness,
initiative, logical and objective thought process,
loyalty, communicator.
 Leader – ability to inspire, guide and encourage.

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THE ORGANIZATION OF AN
OFFICE
 Organization is the arrangement of work by which the
activities are divided among people or groups to
whom responsibilities, duties and authority are
allocated. The division of activities results in the
creation of departments and sections which may be
specialized I.e. carrying out one particular type of
activity.
 Responsibilities mean the area of work for which a
person or group of people is accountable e.g. a
departmental manager is responsible for coordinating
the activities of the various sections in his department.

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THE ORGANIZATION OF AN
OFFICE
 Duties are the work requirements arising
from the responsibilities e.g. duties of a
typing pool supervisor is to check the work
of junior typists since he/she is responsible
for the accuracy of the work.
 Authority means the right to make decisions
and to take action e.g. a secretary may be
given authority to sign orders up to a
maximum amount of money.

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ORGANIZATION CHARTS

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 TYPES OF
ORGANIZATIONAL CHARTS
A) VERTICAL ORGANIZATIONAL
CHART
B) HORIZONTAL ORGANIZATIONAL
CHART
C) SPHERICAL/CIRCULAR/CONCENTRI
C ORGANIZATIONAL CHART

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 VERTICAL
ORGANIZATIONAL CHART
 Positions are arranged hierarchically from top to bottom
by using vertical flow charts in the form of rectangles or
boxes
 The highest position is placed on top followed by the next
highest, downwards until the lowest position.
 Principal/main units are arranged in levels and these are
connected by various lines showing different types of
authority.
 Solid black lines represent lines of command while broken
lines represent staff or functional relationships.
 Each unit or sub unit and position is shown by a
rectangular box.

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 T y p e n a m e h e re
T y p e t it le h e re

T y p e n a m e h e re T y p e n a m e h e re T y p e n a m e h e re
T y p e t it le h e re T y p e t it le h e re T y p e t it le h e re

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 HORIZONTAL
ORGANIZATIONAL CHART
 Positions are arranged hierarchically from left to
right.
 The highest position in an organization is shown at
the extreme left followed by the next highest
position rightwards until the lowest position is
shown at the extreme right.
 Boxes or rectangles are used to show units, subunits
and various positions.
 Each box or rectangle briefly indicates the duties
and responsibilities of the person occupying the
position.

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SPHERICAL/CIRCULAR/CON
CENTRIC ORGANIZATION
CHART
 Various positions, units, subunits and sections are
represented by circles or spheres.
 The highest position is either shown by the
outermost circle/sphere or alternatively by the
innermost circle or sphere.
 The succeeding positions then follow accordingly
until the lowest position is either shown by the
innermost circle/sphere or by the outermost circle.

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SPHERICAL/CIRCULAR/CON
CENTRIC ORGANIZATION
CHART
 Boxes can be used together with spheres or circles
to indicate various titles as well as names of
individuals occupying the major positions.
 The positions are numbered.
 The number may be given in whole as well as in
decimal.
 Each function is represented by a whole number
while its subdivisions are represented by decimals
or the whole number.

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FUNCTIONS/PURPOSES OF
ORGANIZATIONAL CHARTS
 It depicts the formal/official picture/structure of an
organization.
 It identifies various positions of an organization by
their titles.
 It graphically/diagrammatically show the
formal/official relationships which exist among
various positions of the organization.
 It reveals the number of subordinate employees
reporting to a superior or manager.
 It shows the various departments, sections, units and
even branches of an organization.

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FUNCTIONS/PURPOSES OF
ORGANIZATIONAL CHARTS
 Indicates the relationship between a superior and a
subordinate and shows clearly which subordinate or
subordinates report to a particular superior.
 Indicates the downward flow of authority and
responsibilities in an organization.
 Shows official lines of communication.
 It depicts lines or levels of promotion.
 Enables one to see the span of control or management of
supervision of each manager or supervisor.
 Enables every worker in an organization to become aware
of how various departments and positions are interrelated
as well as how they function.

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 ADVANTAGES OF
ORGANIZATIONAL CHARTS
 It presents the formal structure of an organization.
 Provides useful information to management when
undertaking their various managerial functions.
 A useful tool to employees in understanding their
official interrelationships.
 Can be used to inform new employees about the
hierarchical relationships of various positions and
staff.
 Useful in studying the operations of an
organization.

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ADVANTAGES OF
ORGANIZATIONAL CHARTS
 Used by management in identifying strengths and
weaknesses of the current or ganizational structure.
 Provides a quick way of understanding the structural
arrangement of an organization.
 Enables interested parties such as customers, suppliers
etc to know whom to deal with or consult on a particular
official issue.
 Enables one to identify the major or basic functions as
well as secondary functions and sub functions of an
organization.
 Enables one to identify the name and even the type of
organization.

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 DISADVANTAGES OF
ORGANIZATIONAL CHARTS
 They have a tendency to imply organizational status
(it emphasizes on status of various positions). This
results to a feeling of inferiority and superiority
among workers hence dilute team spirit.
 An organizational chart must be frequently updated
in order for it to reflect the realities or changes
taking place in an organization.
 Human relationships cannot be shown on paper.
 Preparing, studying and storing organizational
charts tend to be costly.

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DISADVANTAGES OF
ORGANIZATIONAL CHARTS
 It only presents a limited picture of an
organization since it shows only the officially
prescribed relationships/formal relationships. It
ignores informal relationships among workers.
 It shows only official authority relationships.
 It doesn’t show the exact extent of authority in any
position.
 It doesn’t show the exact quantity of
responsibility of any position.

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 OFFICE ENVIRONMENT

 Physical, social and psychological

conditions within which office workers
operate.
 Focuses on office as a place.

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 CHOOSING & PLANNING
OFFICE ENVIRONMENT
Location
 Closeness to business or persons with whom the
organization has to deal with.
 Proximity to transport, banks etc
 Convenience – for staff and customers eg. Parking,
accessibility etc.
 Environment – industrial, professional, commercial or
prestige
 Pollution and hazards – chemicals, fuel etc
 Site – size of office building in contrary to space available
 Opportunity cost -Town vs. suburb/outskirt location
 Leasehold or freehold
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LEASEHOLD VS FREEHOLD
ADVANTAGES OF LEASING
 No capital cost required
 No dealing with tenants
 Ease of relocation decision
 No maintenance responsibility
 No critical loss in the event of disasters eg.
Fire or terrorism

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LEASEHOLD VS FREEHOLD
DISADVANTAGES OF LEASING
 Expansion decisions becomes difficult
 Landlord may terminate tenancy at crucial
time of business.
 High rents
 Lack of permanence
 Cannot be used as a security against a loan

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 LEASEHOLD VS FREEHOLD
ADVANTAGES OF FREEHOLD
 Can provide room for future expansion
 Lends prestige to the organization
 Good investment decision
 Building can be planned
 Lends permanence
 Alterations to suit own requirements

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LEASEHOLD VS FREEHOLD
DISADVANTAGES OF FREEHOLD
 Heavy capital cost
 Relocation decision may be difficult
 Dealing with tenant problems
 Cost of maintenance
 Critical loss in the event of disasters e.g..
Fire or terrorism.

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OFFICE ACCOMMODATION
 System of planning the utilization of total
office space to accommodate/house office
workers, machines, office equipment, office
stationery,
 Space to accommodate reception,customer
care desk, lifts, staircases, fire exits,
convenience facilities.
 Focuses on office as a building

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 CONSIDERATIONS
 Size of the building
 Suitability of floor space for present and
future use.
 Heavy office machinery – ground floor
 Weight carrying capacity of the various
floors of the office
 Projected/planned office layout ie open
plan, enclosed or landscaped

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 CONSIDERATIONS
 Space for corridors, reception, lifts, fire exits and
restrooms.
 Departments with close working ties should be
contiguous – closely located.
 Departments with constant flow of visitors should
be located near the reception.
 Office that need tranquility/calmness e.g.
executive suite, boardrooms, conference rooms
located in quiet zone
 Accounts/cash office – maximum security

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 OFFICE LAYOUT
 System of determining space requirements
to accommodate:
 office workers
 office machines and equipment
 office furniture and
 office stationery in order to provide best
working conditions.
 Focuses on office as a room

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 ADVANTAGES OF GOOD
LAYOUT
 Enhances workers productivity
 Promotes economy – maximum utilization of office
space
 Promotes efficiency
 Effective supervision
 Optimum use of machines and equipment
 Speeds up intercommunication
 Lesser cost of lighting and cooling
 Better morale
 Better goodwill/public image

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CONSIDERATIONS IN
PLANNING OFFICE LAYOUT
 Regulate flow of office work in a straight
line.
 Floor space should be as free from
obstructions as possible.
 Furniture arrangement should facilitate easy
supervision.
 Work stations – 4.6m2
 Provide adequate gangways (1 metre wide)

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CONSIDERATIONS IN
PLANNING OFFICE LAYOUT
 Provide adequate HLVAC
 Noisy machines – segregated
 Security for expensive office machines e.g.
photocopiers, computers etc
 Evacuation in case of disasters or security
problem e.g. fire outbreak, burglary or
emergency.

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CONSIDERATIONS IN
PLANNING OFFICE LAYOUT
 Cleaning should be easy – by arranging
machines, equipment and furniture
appropriately.
 Office design and arrangement should be
balanced and attractive to portray a positive
corporate image of the organization.
 Reception, customer care office should be
situated at the main entrance of the office
building or floor.

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OPEN OFFICE PLAN

 A Large room shared by many workers of

the same or different sections/departments.

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 ADVANTAGES OF OPEN
OFFICE PLAN
 Smooth and effective work flow
 Workers can locate and contact one another easily
 Easier and more effective staff supervision.
 Saving in office expenses and overheads
 Maximizes space utilization
 Cheaper and easier to maintain and clean
 Easy to landscape
 Easy to convert to suit organization’s requirements
 Easier intercommunication
 Minimal building, running and maintenance cost.
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DISADVANTAGES OF OPEN
OFFICE PLAN
 Not prestigious – lacks status symbol
 Lower workers morale since its too open
 Noisy – interferes with workers concentration
 Distractions/interruptions
 Crowded
 Unsuitable for confidential work
 Does not provide privacy for workers.
 Contagious diseases e.g. typhoid, common cold,
conjunctivas etc. spread fast
 Difficult to provide HLVAC to suit each workers
needs.
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LANDSCAPED/PANORAMIC
VIEW OFFICES
 An open plan office which is highly improved.
Provision of:
 Wall to wall carpeting – to reduce noise
 Indoor plants
 Soundproof/acoustic ceiling, tiles and screens
 Floodlit ceiling
 Effective air conditioning
 Curtained windows
 Attractive furnishings
 Clustered arrangement of work stations

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CELLULAR/CLOSED OFFICE
PLAN
 Office used by one person or shared by two
or three workers.
 Meant for managers, supervisors and senior
categories of staff.
 Doors leading to offices bear designation of
the occupants (titles) and sometimes names
of the officers occupying them.

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ADVANTAGES
 Enhances prestige/status symbol
 Privacy to workers
 Suitable for confidential work
 Less interruptions
 Adequately furnished to enhance staff morale
 Worker can provide ventilation to suit own
requirements.
 Less noisy than open plan office
 Spacious – not crowded

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 DISADVANTAGES OF CLOSED
OFFICE PLAN
 Uneconomical use of floor space
 Increases office expenses e.g. lighting, rent
 Workers find it difficult to locate and
contact one another
 Difficult to share office machines and
equipment.
 Costly to maintain
 Difficult to landscape

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Landscaped/Panoramic View
Office
It refers to an open plan office which has been highly
improved by providing certain/additional facilities
such as:
 wall to wall carpeting,
 installing indoor plants,
 installing acoustic/soundproof ceiling, tiles and
screens,
 flood-lit ceiling, furnishing, machines and
equipment and
 symmetrical arrangement of work stations i.e.
working desks and chairs are arranged in clusters
each facing a different direction. 52
 Advantages
 It has a high standard of furnishing and equipment which are
arranged in such a way that they enhance the morale of
workers.
 Noise is highly reduced by acoustic screens and ceiling tiles,
wall to wall carpeting etc.
 Workers are provided with spacious working conditions.
 Within each working station/area, a worker can arrange his
work station to suit his own taste.
 Office landscaping creates a pleasant and conducive work
atmosphere which enhances a worker’s productivity,
effectiveness (success, usefulness, value) and efficiency
(competence, good organization).
 Such office portrays a positive/good corporate image of an
organization hence it is used as a marketing tool.

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 Disadvantages
 It is expensive in terms of furnishings and
provision of other required facilities.
 It is costly to maintain.
 It is costly in terms of space utilization.
 It is also costly in terms of payment or rent.

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