Rajasthan Board RBSE Class 11 Business Studies Notes Chapter 7 Office Management
Office Management
- Using basic principles and practical dimensions of management in office administration is office management.
- Origanised activities are conceived, planned and co-ordinated by the respective office of the business, which helps in accomplishing goals.
- Through office management, office targets can be achieved, including minimum cost and maximum results in minimum time.
Extensiveness of Office Management
- Firstly, determination of place in the establishment of office, division according to appropriate facilities, management structure, etc.
- After office configuration, the structure of this organisation is built. It also includes departmentalisation of the office staff.
- Furniture and equipment are set up in accordance with the requirements of office.
- An office is a centre of the contract with other offices and workers working in that area, consumers, vendors, etc.
- All the records related to the sale, purchase, employees, finance, production, etc. associated with the office are maintained and managed.
- It is a place from where administration, management and supervision of employees is done.
- The techniques of control in office management are used to achieve the desired procedures in other processes.
Steps of Effective Office Management
- Setting of office objectives.
- Analysis of various formats and procedures suitable for the office.
- Selection of appropriate alternative options of the office.
- Implementation of the appropriate option.
- To collect the feedback and inquiry.
- Techniques are used to reduce the difference between the real and desirable in control.
Reception
- Anybody who comes to an office, is first made to enter the reception area.
- From there, he gets information about the desired office activity, of a person, place, etc.
- There is a receptionist available at such place.
- The reception area has facilities like ventilation, sitting space and other facilities so that every visitor experiences a pleasant atmosphere.
Distribution of Mail
- One or more employees are appointed to receive/dispatch and sort and forward mail to the concerned departments/parties.
- A separate register is maintained for incoming and outgoing mail, in which date, details of mail and record of incoming and outgoing mails is maintained.
Office Manager
- Office manager serves as a link between the top management and lower-level employees.
- His job is to convery the hopes and expectations of the top management to lower level employees and play the role of coordinator and controller.
- The office manager, by advising, guiding, leading, motivating and coordinating, takes the dignity and efficiency of office to the highest level.
Qualities of an Office Manager
- An office manager must have the basic qualities of leadership.
- He should be an efficient decision maker. Confusion, procrastination and incompetence in decision-making can cause harm to the company.
- He should have sharp intelligence that would help him to give quick response.
- An office manager should have enough experience.
- An office manager should be self organising, including his/her punctuality, discipline and ethical conduct.
Function and Duties of an Office Manager
- To implement the top management’s policies, make efforts to fulfil the business goals of the institution.
- To complete the work within the prescribed time period and to maintain various equipment.
- To develop a sense of engagement and a better environment.
- Motivating the subordinates, guiding them, solving their problems, providing them better working conditions, etc.
Record Maintenance
- There are various types of records in a business office, such as letters, reports, challan, voucher, etc.
- All the reocrds are systematically maintained and classified.
- All the business objectives are laid out.
- Maintenance and use of records at low cost and in less time.
- Credibility of the institute increases with effective record management.
- According to various laws or regulations, it is mandatory for any type of organisation to maintain its records for a certain duration of time (3 years to 8 years).
Steps of Record Maintenance
- Creating a list.
- Classification by time.
- Selection of the necessary storage space.
- Building a maintenance department.
- Composition of desired activities.
- Appointment and training of employees.
- Recording, classification and conservation.
- Investigation and control.
Office Equipment
- Various types of traditional and modern equipment, machines, etc. are used for the execution of various tasks in the office.
- It reduces the possibility of mistakes.
- Their contribution is prominent in terms of saving time and resources.
- These tools generally meet their objectives and do not make mistakes.
- Different office equipment like computer, typewriters, printer, photocopy machine, scanner, fax machine, telephone, modem, etc. are used.
Office Management Class 11 RBSE Notes Important Terms
• Office Management — Proper operation of those desired activities, through which the targets can be achieved is called office management.
• Office Layout — It provides the employees with the space and tools they need to complete assigned tasks.
• Office Organisation — The department and employee structure, such as staff, line, project, etc. After office configuration, the structure of the organization is built.
• Record Management — All the records related to sale, purchase, employees, finance, production, etc. related to the office are maintained and managed.
• Office Control — Control means the process of bridging the difference between the desired and executed.
• Reception Room — Anybody who comes to an office, is made to enter the reception area. From there, he gets information about the desired data, a person, place, etc.
• Mail received Register — In every office, there is a section which takes care of the incoming mails. A separate register is maintained for incoming mails, in which details of mails and records are recorded.
• Mail Despatch Register – A register which includes the record of all the mails which are despatched from the office.
• Office Manager — The office manager serves as a link between the top management and low level employees. The office manager takes the dignity and efficiency of office to the highest level.
• Record Maintenance — There are various typs of records in a business office, such as letters, reports, vouchers, various bills etc. These are systematically maintained and clarified, so that any of these records can be accessed immediately if and when required.