Office management is concerned with organizing the office in such a manner, that the purpose of the office is achieved and best use is made of the workforce and office equipment.
Office management involves design, implementation, evaluation, and maintenance of the process of work within an office or the whole organization, in order to maintain and improve efficiency and productivity.
Defining the purpose of the office management
The first element in managing an office is to define the purpose for which the office has been established.
3M’s are used to achieve that purpose i.e Men, Machine, Methods.
Best use of workforce
The office management should have a team of trained and efficient workers and employees.
There should be incentives, bonuses, and promotions so that the staff is motivated and there should be the best use of personnel.
The office work should be so allocated among the employees so that no worker should be over and under worked.
Use of most appropriate machines and equipment’s
Modern offices are highly mechanized, so, the office manager has to pay attention to the use of machines and proper equipment.
The office manager has to choose and find which machines and equipment are available in the market and which are most suitable for the need of the organization, such as, the variety of typewriters, calculators, computers, etc.
Providing most suitable work environment
Clerical work requires more mental effort than physical work.
Clerical work requires concentration and a cool mind for which working conditions must be comfortable.
In order to provide comfort and good working conditions for employees, the office should be well maintained and there should be minimum noise.
The existence of good and sufficient lights and the comfortable temperature is also very important for high productivity from employees.
It is the duty of office manager to provide an environment which is pleasant and comfortable for the organization’s employees.