1. Office Organization and Management

2. Overview of Office Management
The Managerial Process
The Organizing Process
The Communication Process
Office Layout
Office Environment
Office Equipment and Furniture
Selecting Office Employees
Developing Office Employees

3. Supervising Office Employees
Motivating Office Employees
Appraising Performance of Office Employees
Analyzing Jobs of Office Employees
Evaluating Jobs of Office Employees
Administering Salaries of Office Employees
Measuring Output of Office Employees
Improving Productivity of Office Employees

4. Systems Analysis
Computer Technology
Telecommunications Technology
Applications Software
Records Management and Micrographics

5. Forms Design and Control
Office Reprographics and Mail Services
Quality and Quantity Control
Budgetary and Cost Control

6. Importance of Office Office as information system
Channel of communication
Aids in coordination
Aids in managerial control
Importance from the perspective of workers
Importance from the perspective of creditors
Importance in relation to customers
Importance in relation to government and general public

7. Functions of office Receiving and collecting information
Recording information
Processing information
Communicating information
Safety of record of assets
Instituting office systems and routines
Designing and control
HR function
Effective public relation

8. Functions of Management
Planning
Organizing
Staffing
Directing
Communicating
Controlling coordinating
Motivating

9. Office organization Principles of organization
Principle of unity of objective
Principle of efficiency
Span of management principle
Principles relating to structure of organization of authority
Principles relating to structure of organization
Principles relating to process of organization

10. Delegation of authority
Importance of delegation
Distribution of work load
Influence subordinate performance
Helps expansion of the organization
Elements of delegation
The assignment of duties by an executive to his immediate subordinates
The granting of permission to make commitments, use resources and take necessary other actions to perform the duties
The creation of an obligation on the part of each subordinate to the executive for the satisfactory performance of the duties

11. Office accommodation and layout
Choice of location – urban or suburban
Centralized versus decentralized location
Securing office accommodation – ownership or lease
Size of office accommodation
Shape of office accommodation lighting and ventilating office space
Layout and facilities
Customer and staff convenience
Cost of office space
Miscellaneous consideration

12. Office environments Physical environment Office lighting
Reduction of noise
Ventilation
Cleanliness
Interior decoration
Safety precaution
Fire precautions

13. Departments of modern office
Administration Department
Accounts and Finance Department
Cash Department
Purchase Department
Production Department
Marketing Department
IT Department
Commercial Department (export and import)
Transport Department
Receipt and Dispatch Department

14. Office Supervision Supervision in action
Preparation of plan and procedure
Issuing instruction
List of the things to be supervised
Watch waste of material and time
Check compliance with the rules
Allow opinions of employees
Inform the employees about the policies
Identify the gaps
Inform the superior management

15. Record management Principles of record management
Define purpose of record management
Ensure verifiability
Classify the records
Ensure availability
Consider cost of record management
Filing (paper based or electronic) can be used

16. Other issues Management of office furniture and equipment
Management of office stationery
Development of standard forms
Office cost reduction
Office manuals and audit

17. Communication Types of communication Written or oral
Formal or informal

18. Office cost reduction
Cost reduction may imply one or more of the following
Elimination of waste
Speeding up of operations
Increasing productivity
Finding ways and methods to reduce unit cost

19. Motivation Critical employee needs for developing a passion for work
Meaningful work
Collaboration
Fairness
Autonomy
Recognition
Growth
Connectedness with leaders
Connectedness with colleagues

20. Maslow’s hierarchy of needs theory
SELF-ACTUALIZATION
ESTEEM
LOVE
SAFETY
PHYSIOLOGICAL

21. Organizational change
Change is an inevitable and constant feature. It is an inescapable part of both social and organizational life and we are all subject to continual change of one form or another.

22. Behavior modification in change management
Unfreezing – problem identification and obtaining data
Movement – problem diagnosis, action planning, implementation, follow-up and stabilization and assessment of consequences
Refreezing – learning from the process
Resistance is a common phenomenon in change management

23. HR Management: Employee wants and needs
What are the things that employees want and need from their employers?
Purpose
Care
skills and
pay

24. Employee wants and needs
Purpose
Employees seek interesting work
Work that they can take pride in accomplishing
Jobs are designed with variety
Not to be so pressurized, overworked or subject to abusiveness
Systems that enable employees to be productive and gives access to the space, equipment and information that employees need to do their work

25. Employee wants and needs
Care
Employees wish to be cared for in a variety of different ways.
They want to be treated with respect
They want to be treated fairly (regardless of gender, race or creed)
They want to work in a pleasant, safe and comfortable environment with a practical and ergonomic layout
They want to work for an organization that espouses certain humanistic values
They want to work with colleagues and bosses that they can get along with.
They want to work for an organization that has a fundamentally caring attitude towards its employees
They also want to be treated decently if they are genuinely ill, have a birth or bereavement in their immediate family, or some other sort of domestic crisis demanding time off work

26. Employee wants and needs
Skills
Employees want portable skills that they can take with them if they were to be made redundant in the future – they are their entry ticket on their curriculum vitae to other alternative jobs.
The availability and quality of the training made available by their current employer may be of considerable importance to them
Employees working in specialist areas will want to keep their skill-sets up to date on the latest trends in their field – and so access to advanced courses, seminars, journals and books will be vital to enable them to do this.
Measures of internal service quality relating to essential skills development are needed here.

27. Employee wants and needs
Pay
The compensation package can include a multitude of components
Company cars
Healthcare
Equity share options
Whole range of other benefits and taxation-defying ‘perks’
Bonus

28. Employers wants and needs
Organization requires from its employees into four short words:
Hands
Hearts
Minds
Voices

29. Employers wants and needs
Hands
Hands relates to the number of people an enterprise employs
Organizations seek to hire and retain the relevant skills in sufficient quantities
Adjust the number of staff they employ approximately in accordance with the level of demand for its products and/or services
Accept redundancy
Productivity improvements - doing more with less resources

30. Employers wants and needs
Hearts
Loyal and committed employees who know successes and failures, people, processes, products and services, customers and competitors of a company