• Start with the name of Allah

the most gracious and the

most merciful1

Managerial Process

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What is Office

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What is office ?

The definition of 'office' is rich and includes a place of business, clerical

or professional activity, the personnel working in such a place, a

position of authority or trust and (mainly historically) the support

functions of a major household. We are mainly interested in the office

as a place of business, clerical or professional activity.

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OFFICE WORK

Office Work differs from enterprise to enterprise. But

there are work that are same in all the offices such

as:-

• Handling calls and mails

• Planning, administration, communication etc.

• Accounting, auditing and budgeting.

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What is office Management ?

•Problem identification

•Ideal office activities

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What is office Management ?

• A simple solution to centralize the management of an organization.

• Sound Management improves collaboration, by updating colleagues immediately through words or mails.

• Improve system security because designated users can manage the office settings accordingly.

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OFFICEMANAGEMENT

• IMPORTANCE OF OFFICE CORRESPONDENCE

• Business letters

• Faxes

• Email 8

What Characteristics shoud be in Ideal Office

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Characteristics of Modern Office

• An Indispensable Unit

• Management of Information

• An Important Service Function

• Memory and Control Centres

• Specialization and Decentralization

• Office is a “work” not a “place”

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Role of Modern Office

• Assist in Decision Making

• Medium of Communication

• For Coordination

• A memory Centre

• Control Centre

• Nerve Centre

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Functions of Modern Office

1. Primary Functions

2. Secondary Functions

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Primary Functions

Collecting Info

•Organizing and Processing Info

•Retaining Info

•Distributing info

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Secondary Functions• Internal and External Communication

• Evolving an Efficient & Responsive work system

• Managing Stationery & Equipments

• Keeping Assets safe and protective

• Human Resource Management

• Organizing, Planning, Directing and Controlling

• Coordinating the Activities

• Facing day-to-day Challenges

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Day-To-Day Challenges

• Correspondence & Communication

• Safety of records & reports

• Tests/Results/ Marking

• Complains

• Maintenance & Replacement of office assets

• Heaves/ HL/SL/CL

• Working Environment

• Attendance

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Day-To-Day Challenges

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• Standardization of Office work

• Managing Office Cost

• Mechanisation of office work

• Updating Office Manuals

• Organizing, recruiting, training, controlling and motivating

• Setting Right Track

• Responsive to Changes

What are the Future Challenges?

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Future Challenges

• Mechanisation

• Computerisation

• Large Sizes of Businesses

• Legal Challenges

• Managerial Challenges

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How can improve efficiency Office?

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Organize Your Office Efficiently

• Develop a Filing System.

• Set Up an Electronic Rolodex or Smart Phone

• Organize Your Computer Documents

• Schedule Weekly Office Cleaning

• Update Files Regularly.

• Encourage paperless office ( Scan,)

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What is Paperless Office?

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Paperless Office• 1. Internal Documents.

• Google drive

• Microsoft office 365

• Basecamp

• 2. Paperless statements and bill paying.

• Email receipts

• Apps

• 3. Storage and file sharing

• Dropbox

• youSendIt22

Paperless Office

4.Meetings and Printouts

• Google Doc.

• Doodle

• surveyMonkey

• whenisgood.net

• TeamViewer

5. Scanning and Faxing

• Turboscan

• eFax.com 23

OFFICE POLITICS learn to deal with the

politicians.What & Why Office Politics.

• WHAT : Use of one's individual or assigned power within an organization for the purpose of obtaining advantages beyond one's legitimate authority

• WHY : People engage in office politics to reap financial, emotional, and even physical rewards.

• It's the behavior and motif of people that makes office politics good or bad

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Ways to Manage Office Politics

Understanding the human ritual of politicking is essential for everyone in business. Practicing these eight tips will help, navigate way through tricky political waters:

•Play nice. Show Courtesy, respect, politeness, and office etiquette. Show your concern towards the coworkers.

• Fight fair. When game becomes nasty, be too professional & follow the company decorum. Handle confrontations privately, fairly, and without judgment.

• Keep cool.

• Forgive but NEVER forget25

Manage Office Politics

• Keep it zipped. When people approach you with juicy details about coworkers, politely put a stop to the conversation and exit.

• Hire intelligently. While hiring capacity, screen potentials carefully.

• Acquiesce. Accept the fact that office politics happen in every workplace

• Some degree of complacency (self satisfaction) will keep you sane.

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5S

THE SECRET TO JAPANESE SUCCESS

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WHAT PROBLEMS DO U COMMONLY ENCOUNTER AT YOUR WORKPLACE

• HIGH ABSENTEEISM

• HIGH TURNOVER

• DEMOTIVATED EMPLOYEES

• DISORDERED/ CLUTTERED ENVIRONMENT

• MISTAKES/ERRORS28

THE SOLUTION TO ALL THESEPROBLEMS IS

5s29

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Seiri : Sort

• Keep the necessary things in work area.

• Dispose or keep in a distant storage area

• less frequently used items.

• Discard unnecessary items.

• The idea is to ensure that everything

• left at the workplace is related to work.

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Seiton : Set in Order

Seiton: Set in Order

Systematic arrangement for the mostefficient and effective retrieval. Thisstep is all about putting things to itsassigned place so that it can beaccessed easily and quickly.

Seiton Saying will be :

“A place for everything and everything on its place.” 34

Seiso : Shine

Seiso : Shine/CleaningAfter the first thorough cleaning when implementing 5S, daily follow-up cleaning is necessary in order to sustain this improvement.

Seiso is all about shining the workplace and viewing it through the eyes of a visitor.

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Seiketsu : Standardize

Seiketsu: Standardize• Generate a maintenance system for the first three.

• Develop procedures, schedules, practices.

• Continue to assess the use and disposal of items

• Regularly audit using checklists and measures of

housekeeping.

Real challenge is to keep it clean. 36

Shitsuke : Sustain

• Shitsuke : Sustain

• Develop an attitude to maintain the other 4S alive.

• Create a discipline in whatever you are doing.

• Driving force behind all 5S

• Make it a way of life

• Part of health and safety

• Involve the whole workforce.

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RED TAG TECHNIQUE

• Give staff red labels.

• Ask staff to go through every item in the work

place

• Ask if needed & those that are needed , in what

quantity.

• Not needed red tag it.

• Store it in red tag area.38

Some 5S Examples

Before 5S

After 5S - Cleaned, organized and

drawers labeled (less time and

frustration hunting)39

Successful implementations of

5s

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ADVANTAGES OF 5S•Operators spend less time looking for items,

which leads to higher workstation efficiency, a fundamental goal in mass production.

•A clean and tidy workplace leads to greater well

being and increased motivation.

•Company image improves.

•Health and Safety is ensured.41

ADVANTAGES OF 5S• Time saving.

• Accidents and mistakes minimized.

• Increases space.

• Creates workplace ownership.

• Machine maintenance.

• Continuous quality improvement.42

Start

5S

NOW

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