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CONTENTS, CHAPTER - 1, MODERN OFFICE, 1. MODERN OFFICE, Nature, Functions and Importance, 1- 11, NATURE, FUNCTIONS AND IMPORTANCE, 2. OFFICE MANAGEMENT, Nature, Functions and Scope, 12 - 26, 27 - 78, INTRODUCTION, 3. OFFICE ORGANISATION, The present day world has witnessed spectacular developments and, far reaching advancement in the fields of science, technology., industrialisation, transport, communication etc. With the result, the, manufacturing techniques have undergone a rapid change. This calls, for an effective and efficient organisation and managerial support. As, observed by J.C. Denyer and J. Shaw, "an organisation inuolues five, main functions viz., finance, production, marketing, administration, and data processing ". For the efficient performance of these functions,, it is necessary to maintain proper records. These records contain valuable, information, which may guide the management in planning the future, course of action. These informations are also essential to perform the, controlling function. Therefore, the records which contain the relevant, information should be preserved safely, arranged properly so that, management can procure any information in times of need. The job of, record maintaining is an endless process and goes on forever. Particularly, in modern days, with the growth of industry and commerce, the amount, of writing work, correspondence, filing, indexing, computing, scheduling, etc. have increased to gigantic proportions. Making or preparing records,, using them and presenting them for future reference are office work. In, a sense, the office work can be called as a catalystic agent of the modern, management. Not only the office work facilitates the management in, taking prompt and correct decisions but also help other functional, departments to do their work more efficiently. Hence the need for an, office., 4. OFFICE ACCOMMODATION, Location, bullding and Lay-out, 79 - 104, 5. OFFICE ENVIRONMENT, 105 -124, 6. OFFICE FURNITURE, 125-138, 7. OFFICE MACHINES & EQUIPMENTS - I, 139 192, 8. OFFICE MACHINES & EQUIPMENTS - II, Electronic Computers and Data Processing [EDP], 193 - 224, 9. RECORDS MANAGEMENT, 225 - 282, 10. OFFICE COMMUNICATION DEVICES, 283 - 304, 11. THE OFFICE MAIL, Inward and Outward Mails, 305 -322, 12. OFFICE FORMS, Design, Management and Control, 323 - 337, 13. OFFICE STATIONERY AND SUPPLIES, 338 - 355, 14. OFFICE SYSTEMS AND PROCEDURES, 356 - 378, Today, the modern business houses do not limit the scale of their, operations to local markets. They have expanded their operations to, Scanned with CamScanner

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Scanned with CamScanner, OFFICE MANAGEMENT, 3, MODERN OFFICE, "It is mistake to regard an office as a specific place instead we are, forced to conclude that an office exists anywhere, that certain kinds, of work are performed"., equipped and different office to co-ordinate its affairs, Thus, it is clear that modern approach to the study of the term, office is to view it as a function rather than a particular place. Now we, are in a position to attempt our own definition highlighting the basic, characteristics of an office., "Office denotes any place where information or paper coverages, and information is documented, preserved and used for current and, future operations of business"., In the most of the organisations, the office activity is concentrated at, a particular centre or place. In organisations where the offices are, distributed over different sections or departments or factory sites, the, term office may be used as a collective name for all the paper processing, and preservation centres in the organisations., it has in our modern business set up., MEANING AND DEFINITION OF AN OFFICE, In popular usage, the term office is used in a loose sense and a, general manner to any place or area where one has to work at a desk in, discharging one's professional or job responsibilities. Thus to a common, man, office means "a central place where some sort of paper work is, performed and where all kinds of papers are dealt with". This common, man's definition has also got the acceptance of the dictionary of the, English language and also the legal sanction., According to Random House Dictionary, the term office means "a, place where business is transacted or professional services are, available"., FUNCTIONS OF AN OFFICE, The office of any organisation performs several functions, which, can be classified into two broad categories. They are as follows:, 1. Basic functions, and, 2. Administrative functions., Some authors classify them into-, The Office, Shops and Railways Premises Act, 1963 of, England defines an office as "a building or a part of building the sole, or principal use of which is an office or for office purpose"., 1. Primary functions, and, 2. Secondary functions., We shall now detail each of these functions as below., These definitions, of course, are partially correct but they fail to, furnish a complete picture. Modern authorities view that an office should, not be looked upon only as a place or a room in a building and this, approach is too narrow. What is more important is the work performed, and not the place where it is performed. It may be a factory shed, a, godown or a small room. In this connection, Leffingwell and Robinson, observed as follows:, 1. Basic or Routine Functions, George R. Terry explains the basic functions of an office as "the, acts of collecting, processing, storing and distributing information"., These basic functions are the essential features of any office and have to, be performed by every office. The Companies Act also provides that, every company should maintain certain registers and books as a part of, fulfilment of the legal requirements. Thus, these basic functions, in a, sense, are the legal requirements to certain forms of organisation., However, for other forms of organisation also these primary functions, are essential for the successful conduct of their business. Besides, they, must be done in time., "The essential feature of the office is the work itself and not who, does it or where it is done. It is office or clerical work in one place,, is office or clerical work everywhere regardless of where the work 15, done or who does it., Views of Edward Roche: Edward Roche, another well-known, scholar, expressed his views about an office in clear terms. It runs as, follows:, The basic function is classified by A. Mills and O. Standingford, into five sub-functions. They are as follows:

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Scanned with CamScanner, OFFICE MANAGEMENT, 1. Receiving Information., 2. Recording Information., 3. Arranging Information., 4. Giving Information., 5. Safeguarding the Assets., MODERN OFFICE, such information comes in a raw form. Such information can be, compared to the raw materials, which are to be further processed; fed in, to the machine to convert it in to finished products. Likewise, the facts, and figures collected from various sources should be arranged and, organised in a form, which will be of direct use to the management., This will naturally call for the employment of trained staff. Examples of, arranging and organising information are preparing invoices, costing, and statistical statements, financial statements, reports etc., and also various levels of management. The external sources include, isitors, dealers or distributors, customers etc. Information is normallu, received in the form of letters, telephone calls, orders, invoices and reports, on the various activities of the business. Thus it is clear that much of the, nformation is ina routine form and comes on paper. Though information, can be received through oral message, it should be converted into a, written message for referring the matter to the person concerned., While receiving the information it should be seen that the information, is complete in all respects. A. Mills and O. Standingford in this, connection say that "In addition to receiving such information as may, come into the business, the office has the duty of obtaining any further, information which the management may require"., 4. Giving Information: The ultimate object of preserving and, arranging information is to supply them to the management in times of, need. Some of the information given out is of a routine nature; some of, a special nature and it may be given verbally or in writing. Likewise, the, office should communicate the policy decisions and instructions issued, by the management to different departments and subordinate managers, in the organisations. The office also supplies the necessary information, to the outsiders in the form of letters, circulars, orders etc., The information should also be supplied promptly. The efficiency, of an office, like the efficiency of the human mind, shall be judged on the, promptness with which right information is made available at the right, time to the right person., 2. Recording Information: After receiving the information, the, office has to take steps to record such information and preserve it for, future reference. Maintenance of records, in fact, is the most basic, function of any office. The object of keeping records is to enable, information to be made readily available to the management whenever, required. These records are essential for the management in planning, and controlling the business affairs. Besides these, the provisions of law, require the keeping of some records., 5. Safeguarding Assets: The office has to safeguard the assets, of the organisation which may be fixed assets like building, plant and, machinery, office equipment, fixtures etc. as well as movable assets like, furniture, typewriters, accounting machines etc. Vital records such as, title deeds, major contracts, agreements with third parties etc. should be, properly protected against damage, dust and insects. Cash should be, held either in the safe or deposited into the bank., This function of an office may be compared to the function of human, memory. Records help the organisation and the management in the, following ways:, 2. Administrative or Management Functions, 1. The records are very useful for future reference and in taking, policy decision., 2. They are very helpful as a proof in case of disputes with outsiders, or other organisations on certain matters., 3. The records serve as the history of the organisation on which, future decisions can be based., While keeping the records, the office should also observe the affairs, of the business as reflected in the records and if any deficiency is found, out, it should give out an alarm signal to the management. This will, enable the management to initiate corrective measures in time. As stated, by A. Mills and O. Standingford, "the office must look to the meaning, of records and draw prompt attention to anything on which, management should act"., Some authors call this function as maintenance function. Some, authors consider this as an administrative function., Thus, the records serve as a reference library for future use., 3. Arranging Information: The information received from various, snrres dnes not senue anu useful purpose in their original form, because, It is not enough for any office to carry on its basic functions only. In, addition to these basic functions, the office has to perform several auxiliary, functions of vital importance. The auxiliary functions are more important

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Scanned with CamScanner, OFFICE MANAGEMENT, MODERN OFFICE, 7, 6., ensure, relation is to make the enterprise look good to all actions. According to, M. C. Shukla, the functions of public relation are:, 1. To keep the managers at all levels well informed about the current, status and changes in the opinions of the various public both, internal and external. Internal publics include the key policy, makers, supervisory personnel, employees and the shareholders., 2. To warn about the unfavourable reaction of others to the action, of the company and to suggest a suitable modification in the, company's action to avoid such unfavourable reaction., 3. To communicate the company's policies and actions to the pulic, by all established media., help in the performance of the basic functions of an office, proper, planned, organised and then executed according to the plan, must be effectively co-ordinated., Every organisation has to deal with a number of external publics., Therefore, every organisation has to make proper arrangements for the, reception of visitors and to attend them promptly and courteously. Usually,, the task of receiving the visitors is entrusted to the office personnel. The, warm reception given to the visitor and a fair deal to him shall directly, contribute to the building up of the image of the company., sequencing or routine for each type of work. This is possible onlu wben, proper systems etc. are laid down., 3. Form Designing and Control: A form is a standardised record, which is used to accumulate and transact information for reference, purposes. These forms serve as a storehouse of information. Since the, office work is largely paper work, the forms used should be properly, designed so as to furnish the required information in an appropriate, manner. It is the duty of the office management to design the forms that, can be used in various departments., In most established organisations, one receptionist is usually employed, in the office. Even when there is no receptionist, the office must make, sure that the visitors are attended by some responsible person. In this, connection, a learned scholar rightly remarked as follows., "The office is not merely the eyes and ears of the business. It is, also the hand that makes friends for the company by extending warmth, and the cordiality to outsider"., 4. Procurement and Supply of Stationery: It is stated already, that office work is mostly paper work. To carry on the office work,, stationery of suitable quality should be supplied to the clerical staff and, others in required quantities. The office should arrange for the, procurement of the necessary stationery and issue them to all departments, on the basis of their need., 7. Personnel Functions: We know that the office work can be, performed only by trained and experienced office personnel. To procure, suitable personnel, an office performs certain personnel functions also., it recruits, selects and trains the clerical personnel and places them on, various jobs in the office., Some times, particularly in large undertakings this work is delegated, to the Personnel Department. But the office manager must assist the, Personnel Officer in the matter of selection. The office manager should, also provide them proper working environment in the office and motivate, them for peak performance., 5. Selection and Purchase of Office Appliances and, Equipment: In every office, the management should provide sultable, furniture to its staff so that they can perform their work conveniently., Besides, modern devices like telephone, calculators, typewriters, dicta, phones etc. are extensively used now-a-days. Labour saving devices, have become popular in all modern offices. The office manager should, procure the right type of equipment and also maintain them in good, working conditions. Since modern equipment is very costly, proper, care is needed for preserving them., 6. Public Relations Functions: Public understanding and, acceptance are essential for any growing organisation. This calls for, constant touch with the public i.e. public relations. The purpose of pube, 8. Controlling Office Cost: Clerical expenditure on office cost, is yet another factor, which needs control. By adopting scientific methods, like machanisation of the office, adopting labour saving devices, using, proper forms and periodically analysing and reviewing the existing systems, and procedures, the office cost can be controlled effectively and reduced, substantiallu, than It is only the which, the very and purpose of an These in fact,

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Scanned with CamScanner, NAGEMENT, MODERN OFFICE, organisation, be it a, Government, IMPORTANCE OF AN OFFICE, activities are co-ordinated, the business firm cannot achieve its cherished, objectives. The office provides this co-ordination. It keeps continuous, contact with all the departments of the organisation and provides, necessary information and knowledge for the co-ordination of the various, activities of the enterprise. In fact, the task of co-ordination is impossible, without an office., The very existence of an, 5. Office as an Administrative Nerve Centre: The office helps, the management in taking policy decisions in various areas such as product, design and development, channel selection, sales forecasting etc. It, procures the necessary data, process them into a condensed form so as, to make it useful to the management. By this process the office acts as, an Administrative Nerve Centre., 6. Office as a Control Centre: Mere taking decisions is not, enough for any management to attain its objectives. The plans may be, formulated to attain its objectives. Again such plans must be executed in, time and controlled effectively. If any deficiency occurs, it should be, identified and corrective measures should be taken. The office helps the, management in controlling the activities of the business firm. Thus, the, office by collecting feed back information for the management acts as, the control centre., factors:, services to all organisations. As such frequently it is referred to ant, Thus L. R. Dicksee, in fact, has very aptly compared the importance, of office, when he says, "the office is to a business what the main, spring is to a watch"., individually and also to the business as a single unit., 2. Office as an Information Centre: Office can be an., described as the information centre or data bank of an organisation. ll, kinds of information and figures whether past or present are available in, the office. The information furnished by the office serves as the basis, for forecast, planning and control., 3. Office as a Connecting Link: An office connects different, departments internally and also with the outsiders. It acts as a two-way, communication channel and links the business firm with its suppliers,, custormers, the Governments and the general public. In short, the office, is responsible for the following three functions:, IS OFFICE WORK PRODUCTIVE?, Very often a question is asked whether the work done in an office is, productive or not? Whether, a clerk recording entries in the books or a, typist typing a letter is really doing some productive work, is a question, not easy to answer. In a sense, office work consists of mainly clerical, operations leading to the accumulation of paper and it does not lead to, the creation or addition of utility in the form of tangible goods. Whereas, the other functions of the enterprise, such as production, marketing etc., look more useful and productive because they are directly responsible, for showing concrete results. If it is viewed in this way, office function is, not certainly responsible for attainment of concrete productive goods, like production and marketing functions. But this is a wrong notion. If, their work is unproductive, then why are the clerical staff being engaged, in increasing number for doing such jobs and if it not, then the logic, which classifies clerks as non-producers is at fault. Leffingwell clarifies, this question beautifully., 1. Attending to enquiries, orders and complaints of its customers, and suppliers., 2. Creating a good image for the organisation in the minds of the, public., 3. Maintaining liaison with the Government and other institutions