SBAA1407

SATHYABAMA INSTITUTE OF SCIENCE AND TECHNOLOGY

OFFICE MANAGEMENT – SBAA1407

UNIT I - OFFICE MANAGEMENT

1. FILING AND INDEXING

1.1 Definition of Office

• An office is defined as the administrative center of a business.

  • It provides services of communication and record keeping (Mills & Standing Ford).

1.2 Functions of Modern Office

1. Basic Functions

   • Receiving and Collecting Information: Collecting data from internal (letters, memos, etc.) and external sources (customers, suppliers).

   • Recording Information: Preserving collected data for future reference.

   • Arranging and processing Information: Converting raw data into structured reports for clarity.

   • Storing Data: Safe storage of crucial data in designated files.

   • Communication of Recorded Data: Sharing timely information for effective decision-making.

2. Administrative Functions

   • Management Functions: Planning, organizing, staffing, and controlling office activities.

   • Office Systems and Procedures: Establishing effective operational protocols.

   • Form Designing and Control: Creating efficient documents/forms for data transactions.

   • Purchasing Office Supplies: Ensuring adequate stationery for operations.

   • Public Relations: Maintaining stakeholder relationships and enhancing company image.

   • Retention of Records: Keeping comprehensive records for accountability.

   • Safeguarding Assets: Protecting organizational property.

   • Controlling Office Costs: Evaluating expenditures and implementing cost-saving measures.

1.3 Importance of Offices

• Central to the organizational structure, facilitating information collection and communication.

• Acts as a channel for formulating and communicating plans and policies.

2. TYPES OF OFFICE

• Front Office: Engages directly with clients and external contacts.

• Middle Office: Supports operational efficiency and functions alongside the front office.

• Electronic Office: Utilizes digital tools to minimize paperwork and enhance communication.

• Virtual Office: Mobile setup enabling remote working with telecommunications.

• Back Office: Handles administrative functions that do not interact with customers directly.

3. OFFICE MANAGER

3.1 Role and Responsibilities

• Responsible for organizing and controlling office activities, reporting to higher management.

• Oversees clerical duties, system implementations, and personnel management.

• Accountable for data preparation and administrative support.

3.2 Qualifications

• Education: Relevant degree and proficiency in English and possibly a foreign language.

• Experience: Prior work experience in similar environments is beneficial.

• Personal Qualities: Leadership, judgment, tact, and ability to inspire.

4. RECORDS MANAGEMENT

4.1 Definition

• Involves the systematic control of records from creation to disposal.

• Essential for compliance, decision-making, and legal purposes.

4.2 Objectives

• Maintain organized accounts of transactions and facilitate error detection.

• Adhere to legal requirements for document retention.

5. FILING SYSTEM

5.1 Definition

• The systematic organization of documents to enable easy retrieval.

5.2 Objectives and Functions

• Proper classification to safeguard against loss or damage.

• Ensure prompt availability of records for efficient decision-making.

6. INDEXING

6.1 Purpose of Indexing

• Facilitates easy location of documents and enhances record-keeping efficiency.

6.2 Essentials of a Good Indexing System

• Should be simple, flexible, efficient, and conform with the filing system.

UNIT II - MAIL AND MAILING PROCEDURE

1. MEANING AND DEFINITION

• Mail refers to written communication, either sent out (outward mail) or received (inward mail).

2. TYPES OF MAIL SERVICE

1. Incoming mail

2. Outgoing mail

3. Inter-departmental mail

3. IMPORTANCE OF MAILING SERVICE

• Ensures continuous contacts with associates and improves goodwill.

4. COMPONENTS OF MAIL SERVICE

• Adequate facilities, creation of mailing protocols, arrangement with postal services, etc.

5. HANDLING OF INCOMING MAIL

Steps:

1. Receiving

2. Sorting

3. Opening

4. Examining

5. Recording

6. Distributing

7. Follow-up Action

UNIT III - MODERN OFFICE EQUIPMENTS

1. OFFICE AUTOMATION

• Involves the use of technology to perform office tasks more efficiently.

2. OFFICE MECHANIZATION

• Reduces labor and operational costs, ensures accuracy and enhances productivity.

3. MODERN OFFICE MACHINES

• Computers: Aid in document management and processing.

• Typewriters: Essential for producing neat and systematic documents.

• Photocopy Machines: Allows for instant copying of documents.

• Scanners: Digitize printed documents for preservation.

• ATM and Money Transfer: Facilitates financial transactions outside traditional banking hours.

UNIT IV - BANKING FACILITIES AND MODE OF PAYMENTS

1. BANKING FACILITIES

• Provides financial services such as accepting deposits and providing loans.

2. TYPES OF BANK ACCOUNTS

• Current Accounts: For businesses; allows unlimited withdrawals but no interest.

• Savings Accounts: Offers interest; limited withdrawals.

• Fixed Deposits: Interest-bearing accounts where funds are locked for a period.

3. CHEQUES AND DEMAND DRAFTS

• Cheque: An instrument directing a bank to pay a specific amount to a payee.

• Demand Draft: A bank-guaranteed payment instrument valid for 6 months.

4. ELECTRONIC PAYMENT METHODS

• NEFT: National Electronic Fund Transfer for smaller transactions.

• RTGS: Real Time Gross Settlement for large transactions on a real-time basis.

• IMPS: Allows instant money transfer across banks.

UNIT V - ROLE OF SECRETARY

1. PERSONAL SECRETARY

• Integral to executive productivity; evolves with office technology enhancements.

2. APPOINTMENT OF SECRETARIES

• Determined by individual needs and organizational standards.

3. QUALIFICATIONS AND PERSONAL QUALITIES

• Require good communication skills, adaptability, and familiarity with the employer’s professional landscape and goals.