What is an office?
>> In order to achieve the specified objectives of an organization, the place from which the daily and future activities are conducted, is called the office.
The office is the place where a particular business or administrative work is performed, where various types of information and data are collected, classified, analyzed, and preserved to operate and coordinate the office.
The entire planning and organization process of collecting, processing, storing and supplying the information required to make decisions to the higher officials of the office is called office management. Office management is also the management of information.
The Office is responsible for mobilizing the necessary resources (human, physical and financial) to achieve the pre-determined goals and objectives of the office, coordinating them, operating them in a systematic manner, and planning, controlling, and directing the work.
This is important in the office as the office management helps in making the office more accountable, practical, profitable, economical, and simple by making maximum use of the available resources.
Office management is a profession involving the design, implementation, evaluation, and maintenance of the process of work within an office or other organization, in order to sustain and improve efficiency and productivity.
Office management is thus a part of the overall administration of business and since the elements of management are forecasting and planning, organising, command, control and coordination, the office is a part of the total management function.
Office management is the technique of planning, organizing, coordinating and controlling office activities with a view to achieve business objectives and is concerned with the efficient and effective performance of the office work. The success of a business depends upon the efficiency of its office. The volume of paper work in offices has increased manifold in these days due to industrialization, population explosion, government control and application of various tax and labour laws to any business enterprise. Efficiency and effectiveness which are key words in management are achieved only through proper planning and control of activities, reduction of office costs and coordination of all activities of business.
“Office management can be defined as a task of planning, coordination, motivating the efforts of others towards the specific objectives in the office.”
“Office management, as a function, is that 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.” — William If. Leffingwell and Edwin M. Rot.
“Office management is 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.”— Harry H. Wylie.
This definition stresses the utilization of resources of business like material, methods etc. to achieve the objectives and results in a best and cheapest way and in a minimum possible time.
Office management is the art of guiding the personnel of the office in the use of means appropriate to its environment in order to achieve its specified purpose.”— Mills and Standinhford.
According to this definition, a proper understanding of the objective purpose is necessary so that all efforts and activities are directed in its achievement Environment where office work is to be performed is provided by management after proper planning. Environment means surroundings where employees of an enterprise operate. It includes physical factors like location, layout, lighting temperature, ventilation, cleanliness etc. Various business laws, customs practices etc. must also be made known to employees.
In this definition, author has treated office management as an art of guiding and directing personal or employees in the organization in the use of various means such as machines equipment, office forms, manual, methods etc.
The definition stresses the development of persons in the office and not direction of things. Office management must understand the behaviour and needs of his employee so as to motivate him to work by influencing him and by providing incentives so that objective of the organization is achieved.
In simple words, office management can be defined as “a distinct process of planning, organizing, staffing, directing, coordinating and controlling office in order to facilitate achievement of objectives of any business enterprise’ the definition shows managerial functions of an administrative manager. The following diagram indicates various elements or functions in the process of office management.
The additional importance of office management is as follows: -
To achieve the goal of the office in a frugal manner
To provide effective communication services
To collect, classify and analyze the information and make it available in the decision-making process
To bring uniformity in office activities
To motivate the employees with high morale
To enhance the efficiency & effectiveness of the office
To effectively mobilize the available resources of the office
To make the administrative work of the office timely, etc.
The objectives of office management are as follows:
To provide information and records to all the departments and employees of the organization
To assist in the decision-making process
To direct and coordinate between different departments and employees
To formulate business policy and implement it effectively
Protect all business-related records and accounts by filing. Etc.
The importance of computer in office management is as follows:
Provides information and statistics.
Reduces human error.
Through this, quantity, results can be made available quickly.
A lot can be done in a short time.
Simplifies office activities.
Reliability is maintained while working.
Reduces the hassle of lengthy paperwork.
Complex offices can be edited quickly, efficiently and reliably.
A lot of work can be done with less manpower.
Makes the storage process easier. Etc.
Central Office
2. On the basis of Organizational Structure
Front Office
Middle Office
Back office
3. On the basis of Presence
Virtual Office
Real Office
4. On the basis of Ownership
Public / Government Office
Private Office
Office Management
Office management is the process of performing regular and contingent tasks of the office by making maximum use of available human and material resources to achieve the set objectives. It manages and controls Men, Methods, Money, and Material (4M) in the organization. This is a managerial task related to the role of leadership.
Office management is the art of guiding, directing, coordinating, and controlling the office staff to achieve organizational goals in a timely manner. This concept has been developed to make the work of the office fast, quick, simple, economical, effective, and transparent. Proper office management enhances the productivity of any organization and it balances the office operations by making the office work regular and systematic.
Office management is one of the managerial activities of an organization. So its functions are also based on the general principles of management. These principles are followed in both public and private organizations. Everything from registration to policy-making is done in Nepal's public offices.
Elements of Office Management
The elements of office management are the pillars of the organization. Only when the pillars are strong will the organization be strong. Which are as follows:
1. Personnel
2. Means / Tools
3. Environment
4. Purpose
Importance of Office Management
The organization is a social element. Its activities directly or indirectly affect various aspects of society. Proper management of subordinate functions by any organization is beneficial to the organization as well as society. That is, the importance of office management is multidimensional. Which are as follows:
- To help achieve the set goals in a timely manner,
- To make maximum use of available resources,
- To reduce the cost and time of service,
- To prevent any interruption in the performance of the office,
- To achieve office efficiency,
- To maintain the existence of the organization,
- To identify the internal and external environment of the organization,
- To promote innovation,
- To develop leadership skills,
- To move the work forward in a coordinated manner,
- To make the decision-making process simple, easy, and reliable,
- To make records management effective,
- To increase the reputation of the organization (Goodwill).
(i) Helps in Achievement of Targets
Targets or goals are results in quantitative terms which are to be achieved in a given time. Management makes people realize the goals and directs 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. Managers bring about coordination and integration of various resources. It is management that guides the personnel in the 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 object 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 prepare an enterprise to face cut throat competition.
(iv) Smooth Flow of Work
Uninterrupted flow of work is only possible if there is proper planning and control. Management ensures efficient and smooth flow of work.
(v) Helps in Maintaining Office Efficiency
Management helps in maintaining efficiency in an office. A manager not only performs and produces results, but also does it in the most efficient manner so as to contribute towards profit generation.
(vi) Managing Survival and Growth
Management has to play an important role in keeping the organization alive. 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 enterprise in such a changing environment.
(vii) Provides Innovation
Innovation is finding new, different and better method of doing existing work. To plan and manage innovation, management has to play an important role. Suggestions from customers, information from salesmen, close watch on competitor’s activities provide source of innovation.
(viii) Helps in Retaining Talent and Inculcating Sense of Loyalty in Office Staff
Efficient management helps in retaining talented and hard-working employees by providing them comfortable work environment. Manager must motivate his employees by recognizing and appreciating their talents.
(ix) Provides Leadership
Management provides leadership by influencing and guiding office personnel. Managers influence his subordinates to work willingly for achieving 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 etc. have to be changed for efficiency and economy. People resist change due to lack of understanding 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 is beneficial not only to the business enterprises but to the various segments of society also. It provides and maintains link with various types of suppliers, banks, insurance companies, government departments, and the general public. It benefits society as a whole by providing its services.
Problems in Office Management in Nepal.
Along with the development of public administration in Nepal, commissions have been formed at different times to make efforts for governance reform. Although Nepal's post-1990 policy of open and liberal economy has led to an increase in the structural activities of the private sector and modernization in the management of banking and financial sector offices, the public has not yet experienced anything new in terms of public offices. That is, the problems seen in the management of public sector offices can be pointed out as follows
- The administrative building of most of the locals formed after the promulgation of the constitution of Nepal could not be constructed,
- Lack of integrated laws related to office management,
- Lack of adequate study of layout and design of public offices,
- Inability to use Management Information System (MIS) effectively in the office,
- The concept of e-governance still does not apply to all offices,
- Maintaining the traditional working style in records management,
- Do not link office management with the performance of the head of the office,
- Not encouraging innovation in office management,
- The decision-making process is complex and time-consuming.
- Not setting clear annual targets for each office,
- Not assimilating good skills of the private sector in public offices,
- Failure to create an optimal work environment in the workplace,
- Not paying enough attention to increase the morale and motivation of the employees, etc.
New Trends in Office Management.
With the emergence of multinational companies and their expansion into every corner of the globe, technology-friendly new trends in office management have emerged in recent decades. Some of these trends can be easily adopted in Nepal's public offices to bring public service delivery to the level of developed countries.
- Automated process (service flow and decision making through the use of various electronic devices including Robo-boat)
- Computer-Aided Facility Management (CAFM) soft.
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