The mwalimu nyerere memorial academy

The Mwalimu Nyerere Memorial Academy

Office organization and Record management

(sst 05111)

By, Mr. Sanchawa, DH

9/24/2014 1SANCHAWA, DH

Office : Defined

• According to J.C Denyer, an office is a place where clerical works are carried out.

• In other words, office means and includes a place where the clerical work is done.

• But today the word office is used in a broader sense. That is to say; It refers to the functions performed by a certain group of persons.


Office: defined

• Important thing to remember in the above definition is that, the term office has reference to the set of activities performed, and there fore a place is not necessary.


Definition

• Therefore, an office may be defined as a place where all the activities concerned with collecting, processing, storing and distributing information for efficient and effective management of an organization are carried out.


Types of office

• 1. modern office and

• 2. traditional office


Traditional and modern office

• Traditional office is very different from modern office because it traditional is just a normal office, that in the office the materials that can be used is typewriter. otherwise in the modern office most of the time like today we are now in the modern technology so we used computer


Functions of an office

• In this lecture, the functions of an office can be categorized into two categories namely:-

a) Basic functions

b) Administrative functions


a) Basic functions of an office

i. Receiving and collecting information

Information can be received and collected from both internal and external sources related to organization activities. Information may be in the form of letters, orders, invoices etc.


ii. Recording information

The information received and collected has to be converted into some form of written records.

iii. Processing information computation and statistical work

Information , facts and data collected have to be arranged, processed and organized in a suitable form before these can be supplied to the management .


Basic functions (ctd)

IV. Supplying information

It is the duty of the office to supply (give) information to the organizational members whenever it is required.

V. Coordination and public relations

Link between and among departments and outsiders. Public relation functions.

It is significance for the office to maintain cordial relations not only with other departments of the organization but also with the outsiders such as Customers, suppliers, other organization and government departments


b) Administrative functions of an office

i. Organizing the office

This involves performing management functions such as planning, organizing, directing and controlling.

ii. Development of office systems and procedures.

-since all the jobs in the office are interdependent and interrelated, there should be proper sequencing or routine for each type of work to ensure its continuous flow


Administrative functions

• iii. Procurement of office furniture, equipments and machines.

- The office management has to select and purchase the right type of furniture, equipments and machines according to the requirements of the office. These has to be used by the staff to perform their jobs.



• Iv. Control of office stationery and supplies

-since office work primarily constitutes the records of the enterprises, it is essential to select and purchase right type of stationeries which are necessary for collection, compiling and arranging records.



V. Safeguarding of assets

- The assets must be safeguarded against loss or damage by fire, theft or any other means.

Vi. Provision of services

- The office provides services such as typing, handling of incoming mails and outgoing mails, provision of forms and etc to the department of the organization. Also arranges meetings and conferences of various executives



• VII. Performance of personnel functions

-recruit and select the personnel and places them on the various jobs of the office

-proper training and development


Office management

• Management : According to Terry, management is a distinct function consisting of planning, organizing, directing and controlling the performed functions to determine and accomplish stated objectives by the use of human resources and other resources


Office management

• According to Jain and Chhabra, 2006. Office management is concerned with the application of principles of management for getting office work done through the office personnel.

- It means planning, organizing, coordinate and controlling the activities of an office which are done by the persons working in the office by using the materials , methods, machines and necessary to do the work.


Elements of office management

i. Personnel

-suitable people must be selected , trained and motivated. Means: Materials, methods , machines and equipments required for the performance of work by the office employees.

ii. Environment

-provides for congenial office environment which have an important bearing on the efficiency of office personnel


Element of office management

• iii. Purpose

- Determination of purpose of the office will provide direction to the office activities and it will make it easier to evaluate the performance of different individuals.


Office Manager

• Management of the office is entrusted to an executive known as Office Manager

-He/she is the officer who is responsible for planning, organizing and controlling of the office operations and direction of office personnel for the achievement of purpose of the office


Role of the office manager

i) office organization

-providing efficient clerical services to top management and other department

ii) Staff management

- Selection , training , placement and remuneration of office staff. The office managers supervises the performance of the office employee and motivate them for better performance .


Role of office manager

IV. Provision of office services

-This helps other achieve their objectives by providing them the necessary services

V. Advise to other top management

- Some work is performed in all the departments so the office manager provides advise in organizing



• VI. Public relations

- Keeps continuous liason with the general public and government agencies . Example, conveys to the public the objectives , policies and programmes of the business.



• Vii. Mouth –piece of the top management

- Communicates the top management policies and decisions through the organization

- Collect various reports and submits them to the top management for decision making


Qualities of office manager

• a) sound education

- he/she should have specific required level of education and specialization

b) Knowledge of the office procedures

- He should have practical knowledge of office routines and methods to distribute office in a better way



c) Specialized knowledge and training

- He should have specialized knowledge and training in the area of his responsibilities ( e.g finance and personnel) in order to perform his duties effectively

d) Personal qualities

- He must have strong moral character ( trust, justice and honesty)



e) Leadership qualities

-influencing rather than the commanding

- Build team work

- Delegate authority


Office organisation : Introduction

• Any collective activity by a person or groups of persons must be organized in order to achieve the desired end.

• Through organisation individual efforts can be coordinated and given a commonness of purpose

• Therefore , the efforts of the individual workers must be organized in such a manner that the office functions may be performed with minimum cost.

9/24/2014 SANCHAWA, DH 28

Definition of organisation

• Louis. A Allen(management and organisation) defines organisation as the process of identifying and grouping the work to be performed, defining and delegating responsibility and establishing relationship for the purpose of enabling people to work most effectively together in accomplishing objectives.


Definition of organisation

• Organization is a social unit or human grouping deliberately constructed to pursue specific goals.

• Koontz and O’Donnell view organisation as the creation and maintenance of an internal structure of role. It denotes the structure of duties and activities necessary for the conduct of a business without which a business cannot achieve its common objectives.


Definition of office organization

• Thukaram (2009) defines office organisation as the process by which a framework of positions is welded together in the office for the pursuit of the goals or objectives.


Definition of Office organisation

• Is the arrangement of work such that the activities of an enterprise are divided among it personnel and duties and responsibilities are allocated

• It comprises the formal interrelationship among the personnel by virtue of their duties and responsibilities


Definition of Office organization

• It requires creation of department and sections

• The different departments provide information, planning and financial services

• To organize an office is to arrange its parts so that the whole works can be done efficiently as one integrated body in order for the enterprise to achieve its objectives


Steps in office organisation

• In order to organize the office activities, the following steps must be followed:-

a) division of the office into functional departments

b) Selection of suitable workers, supervisors and executives for each department and proper allocation of duties and delegation of authority to them according to their ability.


Steps in office organisation

C) provision of necessary facilities such as forms, equipments, machines and suitable working condition to the workers to enable them to perform their duties efficiently and economically.


Principles of office organisation

• That the task of the office manger in planning office organisation and evolving the type of organisation most likely to attain optimum results would be easier if he takes into considerations the following basic principles of the organization for proper management o the office (Koontz and O'Donnell, 1969),Dr. V Balachandran(2009)


1. Principle of unit of objective

• The entire organisation, at all levels of the organisation structure must be so geared as to produce the optimum co-ordination of common objectives


2. Principle of efficiency

• The organizational structure should be such as to ensure the most efficient performance of the planned task. The test of efficiency is the most effective and is economical attainment of the objectives.


3. Principle of division of work

• This requires specialization in organizational functions for that purpose , the total activities of the enterprise should be broken into units and sub-units so that these may be suitably grouped into departmental, sectional and individual activities.


4. Principle of span of supervision

• There is a limit to the number of subordinates that can be effectively supervised by an executive. The fact should be taken into consideration while grouping and allocating activities to departments, sections and e.t.c


5.Principle of scalar/ chain of authority

• The chain or line of authority in the organizational structure must be clearly defined so that every subordinate knows who is his immediate supervisor to whom all problems may be referred to for decision


6. Principle of authority level for decision making

• There are different levels of authority for decision making in the organizational structure. It should be seen that the decision making process moves from bottom upwards. When decision can not be made at lower level of authority, only then it should be pushed upward.


7. Principle of unit of command

• In allocating responsibility and delegating authority it should be seen that each subordinate has only one superior from whom he receives his orders.

• 8. Principle of functional definition

• The duties and responsibilities to every position and its organizational relationship with other position should be clearly defined so that there may not be any conflict


9. Principle of equality of authority and responsibility

• While allocating responsibility and delegating authority it should be seen that there is equality between authority and responsibility

• 10. Principle of flexibility

• The organizational structure should be such that it can be easily and economically adopted to changes in the nature of business as well as technical innovations


11. Principle of leadership facilitation

• The organizational structure should be conducive to the growth of leadership position of management

• 12. Principle of Continuity

• The organizational structure should be capable of ensuring the continuity of existence of the organization through; re-appraisal of objectives, re-adjustment of plans and provision of opportunity or development of future management.


Exercise

1. companies do not need an office. In fact it is believed that given the nature of this business, one is so busy that office organisation s a waste of time as it does not impact on profitability directly. As an expert in office organisation and management, you have been hired by the National Freight Forwarding Association to give advice on this subject. Outline your professional opinion on the subject and make recommendations to the association


The End

Thank you for listening!

Question?


Leadership & Management

The mwalimu nyerere memorial academy