III B.Com. SEMESTER V By B. V. Manohar Babu OFFICE MANAGEMENT III B.Com. SEMESTER V By B. V. Manohar Babu

features of modern office Open work spaces Space should be utilized perfectly A welcoming reception area is a must Private rooms for meetings Adding items for a positive attitude

factors affecting office layout Getting the Required Space The Factor of Taxes Effects of Localization The Status Quo of Surroundings Availability of Various Facilities of Services Availability of Transport

importance of office layout It Ensures Proper Utilisation of Floor Space To Ensure a Smooth Flow of Work To Facilitate the Supervision To Create an Impact on the Visitor and Customer To Facilitate the Communication To Ensure Comforts and Promote Morale of Workers

principles of office layout Good Ventilation Work: Lighting Movement and Observation Furniture Arrangement Supervision Placement of Equipment Flexibility Cost Principle of Balance

advantages of good office layout Better Goodwill Economic Stabilization Better Morale Promotes Efficiency Reduction of Cost in Office Maintenance Enhances the Quality of Supervision Speeding of Inter-department Communication Optimum Uses of Machines and Equipment

MERITS AND DEMERITS OF WORK SIMPLIFICATION Jobs are made more simple therefore no need to have training and development expenses. This method focuses on job specialization so that the productivity can be improved. Less supervision can be sufficient to supervision employees. Demerits of Work Simplification: There will be a high chance of over specialization of skills. Repetitive job creates boredom in workers. Monotony at work may increase absenteeism, turnover, and accidents.

methods of purchasing office stationery Tender System Quotations Fixed Supplier Traveling Salesman

advantages of office system Liberation of Management Avoidance of Delay and Bottle-neck Elimination of Error Better Speed Training to the Staff Better Control Better Co-ordination Economy

limitations of office system Limitation of Integration Limitation of Planning Limitation of Cost Limitation of Repetitive Use Limitation of Strict Adherence

planning and designing office systems Establishing Objectives and Policies Defining the Limitation of the Systems Collection of Data Establishing System Premises Implementing the System

planning for improving office procedures Identify processes that need immediate attention Dedicate time to identifying and examining each step in every process your office uses.  Create a process flow diagram for detailed processes Can the process be measured- if so how The employee accountable for the process should be responsible for documenting how the process currently works, recommend changes, and provide input on where the handoffs should occur Create a group of employees (preferably from different departments- operations, client service, advisors, etc) to develop improved processes

common charts of office work simplification Office layout chart Flow process charts Management type flow chart

office reproduction services Copying by hand Copying press . Carbon paper Rotary machine Photostat copying Gelatin Duplicator Stencil Duplicator or Mimeograph Electronic Stencil Duplicator Multi-graph or Typeset Duplicator Offset Lithography Machine

Need for record retention To facilitate future references To comply with legal or statutory requirements To prevent frauds and maintain internal control To serve as a piece of evidence in the court of law To serve as basis of decision making and planning To facilitate comparison and evaluation of past performances

filing systems TRADITIONAL METHODS Wire or spike filing Pigeon hole filling Card Board Filing Box Filing Press copy book method

filing systems MODERN FILING SYSTEMS Horizontal filing Flat files Arch level files Vertical Filing system  Suspension filing

THANK YOU