Office Management A Look from the Inside-Out Mohammad Najjar, PhD Management Science 1

Learning Outcome At the end of this chapter you will be able to: Define the office Identify the tasks performed at the office Identify the main elements of the office Understand the importance of location Explain the elements of office design Understand E-management Identify the importance of E-management 2

Office Definition The Office is a place or a location to perform a set of task (a job), it is also an important channel of communication that enables staff members to transfer knowledge. 3

Tasks Performed at the Office Several tasks can be performed at the office: A place to performs one’s job (depending on the job responsibility) A place to receive and read mail, make phone calls, and organize work related to the company A place to communicate with end consumers (e.g. customer service, secretary, etc) A place to communicate with suppliers and customers (e.g. purchasing, marketing, sales, etc) A communication channel 4

Elements of the Office Several elements can shape the office: Suitable place: which means the office itself (structure), i.e. excellent facility that includes proper lightening, air conditioning, heating system, etc. Human element: secretary, manager, employees, etc. Equipments: desk, computers, etc Procedures and rules Data and information: e.g. files, statistics, photos, etc. 5

Entrepreneurs: Office Location and Design: Location: close to other commercial and industrial entities, end consumers and customers (depending on the main purpose of the office) Design: group several, but similar, operating employees in one place (e.g. department). In recent years, many firms started to pay intensive attention to office design to save space. This may in turn reduce energy use, supervision, while simplifying communication between staff members. 6

Design Forms Landscape design: open areas that group several employees under one area, separated partially by small borders. Advantages: save space Disadvantages: reduce privacy, noise Closed offices: a close office space associated for an employee or a small group of employees Advantages: increase privacy, specifically for managers, accountants, critical functions in the firm Disadvantages: require a lot of space specially for large corporations. 7

Design When designing the offices, make sure you pay intensive attention to the following: Specify main departments and their major duties Specify information flow and direction Specify the required equipment Specify the responsibility of each employee and their numbers Identify relationships and work hierarchy 8

Designing for Major Duties When designing offices, landscape or closed offices, make sure that each department is physically located in a way that reflects its main duties: Departments close to customers are located in the first floor, close to entrance (e.g. sales) Top management and other departments that rarely interact with customers are located in higher levels (top management, human resources, etc) 9

Designing for Information Flow When designing offices, landscape or closed offices, make sure that the tasks can pass from one employee to another (or from one department to another): Smoothly In one direction 10

Design and Office Equipments When designing offices, landscape or closed offices, make sure you add the necessary resources, equipments, and tools to perform the tasks efficiently and effectively 11

Design and Responsibilities When designing offices, landscape or closed offices, make sure you define the job responsibilities of each employee Give clear and specific job title for each employee 12

Design and Relationships When designing offices, landscape or closed offices, make sure you define the relationships between departments Identify the work hierarchy across the company that sets the lines of authority. 13

E-Management  Using electronic methods and the internet to perform various tasks and/or offer services to customers, instead of using the traditional method that is based on using papers, folders, etc. 14

E-Management -Company: -Save company’s resources (e.g. time, money, and efforts) since job can be done anywhere and anytime. -Increased Responsiveness to clients’ requirements (perform the tasks on time, and with the best quality) -Increase company’s efficiency and effectiveness -Can manage a larger number of clients, increasing sales and service levels -Clients: -Save clients’ resources ( time to visit the company, move between departments, money, efforts, etc) 15

E-Management To set up an effective E-Management System, companies should pay attention to the following: -Proper Infrastructure: communication channels, networking, database, etc -Equipments: computers, machines, servers, etc. -Internet providers: to communicate with clients and perform tasks electronically - Skilled Workforce -Legislations: that manage the relationship between the company and clients - High Security : to protect clients’ information and data - Proper Marketing Tools to reach and convince clients 16