Note on Concept and Importance of Office Management

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Concept of Office Management

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Source: www.slideshare.net

Office management is part of management which is concerned with the systematic management of office work in order to achieve the objective of office. It is the process of planning, organizing, leading, directing and controlling of official activities. Office management aim is to achieve the objective office.

Every business is established with the objective of achieving the desired purpose. As the office is a center of the whole organization. Office management is very much important for the achievement of organizational goal. Office management helps to bring smoothness in the performance of business activities. It provides a regular flow of communication between each department and level of people.

According to George R.Terry, “Office Management can be defined as the task of planning coordination, motivating the efforts of other towards the specific objective in the office.”

In conclusion, Office Management is the process of planning, organizing, supervising, directing and controlling the activities of office in order to achieve the objective of office successfully. It is the part of n=management which is concerned with the systematic management of office activities. It is the indispensable part of management.

Importance of Office Management

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Source: slideplayer.com

The office is the center of the whole organization. It is like the brain of a human body. The systematic management of office is the key to the success of any successful achievement of business activities. The importance of office management can be explained with following points:

1. Smooth flow of work:

Office management helps to maintain a close relationship between the different department and people. It regularly supplies order, command, and instruction to different people. It performs various functions like planning, organizing, controlling, staffing, supervising, motivating and effective leadership. Therefore, office management brings smoothness in work.

2. Optimum use of resource:

Office uses human and non-human resource for the achievement of the business objective. In the systematically managed office, the manager develops system and procedure to make effective use of the resource. It helps to reduce wastage of time, resource, and misuse of the resource. It helps for maximum utilization of the resource.

3. Maintain co-ordination:

The office works as a co-ordinate of different unit of business and people. It regularly supplies updated information to required people and department. The regular communication avoids conflict, misunderstanding. Therefore, office management promotes co-ordination

4. Meet competition:

Today’s business environment is frequently changing. It is the fact that that business which cannot adopt changes cannot survive as well. Office management collects information regarding changes in the environment and trains its employee to work in a changing environment. This is helpful to build competitive ability of organization.

5. Maintain office efficiency:

In the systematically managed office, the manager will provide continuous support guidance and direction for employee successfully accomplish their work. When an employee is guided properly the wastage of resource and excessive time consumption in the job will be reduced. As because of this, the efficiency of an employee will be improved.

6. Dynamic approach:

Today’s business environment is continuously changing. Office management is a well dynamic concept. It will collect the information regarding changes in the environment and suggest to apply them in business. Systematic office management promotes research and development to address changes in the market.

7. Provide innovation:

The systematic office is always adopting new changes. It has appropriate facilities for research. It encourages and motivates the employee to work in new environment adopt change. It helps for expansion and diversification.

8. Promote Leadership:

Leadership is the ability to change the behavior of other. A good office management provides appropriate authority responsibility to staff on the basic of his/her ability. It promotes systematic mechanism to develop one as a leader of business for future. It provides training and development programmed to promote leadership.


References:

Khanal, Soma Raj, Surendra Thapa Aslami and Sitaram Dhakal.Business Studies.Kathmandu: Taleju Prakashan, 2067.

Pant, Prem R., et al.Business Studies.Kathmandu: Buddha Academic Publishers and Distributors Pvt. Ltd., 2010.

  1. The office is the channel of communication between different peoples and department of business.
  2. Office management is part of management which is concerned with the systematic management of office work in order to achieve the objective of office. 
  3. The systematic management of office is the key to the success of any successful achievement of business activities.
  4. The office works as a co-ordinate of different unit of business and people.
.

Very Short Questions

An office is the brain of an organisation. An office  facilitates the organisation to run the business operations smoothly and efficiently. The activities of department and people in an office as well regulated and control from office. The importance of office can be explained with the help of the following point:

  1. Information center:
    An office is an information center which provides information regarding the business transactions. Such information is very useful such as administrative staff, management, directors and chairman. External users such as debtors, creditors, investors, government and the public at large.  Office collect information and protect them in safe mode on the basis of their importance.

  2. Proof of existence:
    The office is the evidence for existence and survival for business. The relate parties like suppliers, consumers, consultants distributors an many other visit the office to get their work done, If the office is regular then we can say business is running.

  3. Channel of communication:
    Office not only keeps a record  of information but also play the  role of the reliable channel of communicating the information. There are a various level of staffs in business who are communicated with each other through means of office. Different department such as marketing and production are communicated with the help of office.

  4. Co-ordination of work:
    Business success highly depends on the proper coordination of people and activities of the organisation. The office will work as a coordinator to maintain the relationship between departments. It keeps relations with all departments and  deals with important necessary for efficiency coordination.

  5. Center for formulation of plan and policies:
    A business is established with the objective of attaining the certain result. To achieve this result top level manager formulate plans and policies from office. These plan and policies are communicated to related person through the office. Therefore, the office is a center for the formulation of plans and policies.

  6. Managerial control:
    Managerial control is the method of measuring performance. It is the  process of developing performance standard and comparing with actual performance is called controlling. The office helps in controlling the activities of different people and department of business.

  7. Memory center
    Office protects important information of past in a safe manner. It provides information storage facilities in files and devices on the basic of their importance for future. The department and people who need information are available from the office. Therefore, the office is memory center.

  8. Service center:
    The office works as a service center for different units and department of business. It provides clerical services like mailing, filing, typing, printing, supplying resource etc. to concern department. It provides assistant facility to all people as well as units in business. Business cannot operate successfully without better service system an office fulfills its requirement. 

Office management is part of management which is concerned with the systematic management of office work in order to achieve the objective of office. It is the process of planning, organizing, leading, directing and controlling of official activities. Office management aim is to achieve the objective office.

An office facilitates the management to perform its basic functions such as planning, organizing, directing, coordinating, suoervising, communicating, and controlling. If the resources are not rightly and appropriately directed, combined and coordinated with the help of management, they will remain unproductive.

Every business is established with the objective of achieving the desired purpose. As the office is a center of the whole organization. Office management is very much important for the achievement of organizational goal. Office management helps to bring smoothness in the performance of business activities. It provides a regular flow of communication between each department and level of people.

Office management is like  the brain of the body. It is comprised of two words: "Office" and "Management"  Office management is the process of planning, organizing, directing, coordinating, communicating, and controlling the administrative functions of an office in order to achieve the specific objectives of an organisation.

According to George R.Terry, “Office Management can be defined as the task of planning coordination, motivating the efforts of other towards the specific objective in the office.”

In conclusion, Office Management is the process of planning, organizing, supervising, directing and controlling the activities of office in order to achieve the objective of office successfully. It is the indispensable part of management.

 

Office management has a great role in planning, organizing, and controlling,  the administrative of organisation. . It is like the brain of a human body. The systematic management of office is the key to the success of any successful achievement of business activities. The importance of office management can be explained with following points:

  • Smooth flow of work
    Office management helps in efficient and effective office work. It performs various functions like planning, organizing, controlling, staffing, supervising, motivating and effective leadership. Therefore, office management brings smoothness in work.

  • Optimum use of resource:
    Office uses human and non-human resource for the achievement of the business objective. In the systematically managed office, the manager develops system and procedure to make effective use of the resource. It helps to reduce wastage of time, resource, and misuse of the resource.

  • Maintain coordination:
    The office works as a co-ordinate of different unit of business and people. It regularly supplies updated information to required people and department. Therefore, office management promotes co-ordination.

  • Meet competition:
    It is the fact that that business which cannot adopt changes cannot survive as well. Office management collects information regarding changes in the environment and trains its employee to work in a changing environment. This is helpful to build competitive ability of organization.

  • Maintain office efficiency:
    In the systematically managed office, the manager will provide continuous support guidance and direction for employee successfully accomplish their work. When an employee is guided properly the wastage of resource and excessive time consumption in the job will be reduced. As because of this, the efficiency of an employee will be improved.

  • Dynamic approach:
    Today’s business environment is continuously changing. Office management is a well dynamic concept. Systematic office management promotes research and development to address changes in the market.

  • Provide innovation:
    The systematic office is always adopting new changes. In an office, to achieve goals,  many challenges should be faced. It helps in improving the research an information system. It helps for expansion and diversification. 

  • Promote leadership:
     Leadership is the ability to change the behavior of other. A good office management provides appropriate authority responsibility to staff on the basic of his/her ability. It promotes systematic mechanism to develop one as a leader of business for future. It provides training and development programmed to promote leadership.

0%
  • The basic functions of an office are also known as____________.

    Human resources functions
    Routine functions
    Safeguarding functions
    Purchase functions
  • Basic functions are related to ____________________.

    Recording
    All
    Receiving
    Arranging
  • In office,Information may be received in the form of___________________.

    Bills
    Notices
    letters
    All
  • _______are the basic functions of an office.

    All
    Recording the information
    Receiving and collecting the information
    Processing the information
  • _________are the managerial functions of an office.

    Human resource function
    All
    Managerial function
    Safeguarding function
  • __________are the importance of office.

    All
    Information Centre
    Communication Centre
    Memory Centre
  • According to________," Office management is the task of planning,coordinating,motivating the efforts of others towards the specific objective in the office,"

    Keith Davis
    George R.Terry
    James Stephenson
    J.C Denyer
  • You scored /7


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