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Office Management

Basic Management Functions

Submitted by: Umar Shah

Submitted to: Sir Yasir Ahmed

Institution: Technical Training Center Quetta

Date: 05/04/2025
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Contents
Introduction to Office Management..........................................................................................................4
Elements of Office Management.......................................................................................................4
Personnel.............................................................................................................................................4
Means..................................................................................................................................................4
Environment........................................................................................................................................4
Purpose...............................................................................................................................................4
Basic Management Functions...........................................................................................................5
Planning..............................................................................................................................................5
Staffing................................................................................................................................................5
Directing..............................................................................................................................................5
Communicating...................................................................................................................................5
Controlling...........................................................................................................................................5
Motivating..........................................................................................................................................5
Qualities of Good Office Manager.....................................................................................................5
Course Benefits of Office Management.............................................................................................6
Qualification functions and drawbacks of office work.......................................................................6
Qualifications......................................................................................................................................6
Functions.............................................................................................................................................6
Drawbacks...........................................................................................................................................6
Departmentalization........................................................................................................................6
Difference between management and Administration......................................................................7
Introduction to Computer..........................................................................................................................7
Computer Software..........................................................................................................................7
System Software.................................................................................................................................7
Application Software..........................................................................................................................7
Components of Computer................................................................................................................8
Input Unit............................................................................................................................................8
Output Unit.........................................................................................................................................8
Central Processing Unit.......................................................................................................................8
Basic Applications of Computer in Office Management.....................................................................8
Word Processing.................................................................................................................................9
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Spreadsheets.......................................................................................................................................9
Email Communication.........................................................................................................................9
Presentation Software........................................................................................................................9
File Management................................................................................................................................9
Database Management......................................................................................................................9
Video Conferencing.............................................................................................................................9
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Introduction to Office Management

Office management refers to the process of planning, organizing, guiding, communicating,

directing, coordinating and controlling the activities of a group of people who are working to achieve

objectives efficiently and economically.

Elements of Office Management

Following are the essential elements of office management.

Personnel

Office personnel are actually performing the office work. Generally, the selection and placement

of office personnel is carried by the office manager in small organization. The office work is to be

performed by allocating the work to each individual according to their efficiency.

Means

Means refers to tools used to perform the office work. Means include pen, pencil, eraser, paper,

ink, office forms, typewriter, computer, printer, calculator etc.

Environment

A working environment is created and maintained for smooth performance of office work. It is

the duty of and responsibility of an office manager to bring suitable environment by adopting various

procedures and practice.

Purpose

The office personnel must be aware of the purpose for which a particular work is carried on and

the impact of such work on others’ performance.

Basic Management Functions

Planning

Planning is the first step in the process, as well as the first step in office management. It is the

creation of well-defined course for future actions. It creates methods for people to follow to ensure

consistency and improve productivity.

Staffing

Staffing is about selection, recruitment, compensation and training of staff.

Directing

It involves training as well as continued guidance to ensure that processes are understood and

followed.

Communicating

It is about building good human relations and understanding what staff need to. Clarity, integrity

and strategic use of information organization are key points in this skill.

Controlling

Controlling allow the people to do things as they find best within it. It can apply to the physical

processes, the computerized processes or even areas such as financial processes to ensure consistency.

Motivating

Keeping morale high while maintaining discipline is important. Self-motivation and external

motivation both should be used to achieve aim and goals.

Qualities of Good Office Manager

A good office manager exhibits a combination of leadership, organizational, interpersonal skills,

problem solving abilities, team work, time management, budget management, and adaptability.
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Course Benefits of Office Management

A course in office management offers several benefits including: Enhanced organizational skills,

improved communication, leadership development, problem solving abilities, and career advancement.

Qualification functions and drawbacks of office work

Qualifications

High school diploma or equivalent; however, many office jobs may require additional

qualifications such as an associate’s degree or specialized certifications in office management.

Functions

Handling day to day office operations, managing schedules, organizing meetings, and assisting

with tasks like document preparation, data entry, managing phone calls, emails, maintaining files,

documents and other records to ensure information is organized and accessible.

Drawbacks

Tasks can be repetitive and monotonous, managing multiple tasks, deadlines and high

expectations can lead to stress. Some entry level office positions may not offer clear paths for career

advancement without further qualifications or experience.

Departmentalization

Departmentalization in office management refers to the process of organizing an office into

specialized units or departments, each responsible for specific tasks, functions, or areas of work. There

several common types of departmentalization like Functional departmentalization, geographical

departmentalization, product departmentalization, process departmentalization and customer

departmentalization.
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Difference between management and Administration

Management is concerned with the day to day operations and the execution of plans. It involves

decision making, organizing resources, leading teams, and controlling activities to achieve specific

organizational goals while administration refers to the overall policy making and strategic direction of

the organization. Administrators are responsible for setting goals, formulating policies, and overseeing

the broader framework within which management operates.

Introduction to Computer

The word computer comes from the word “Compute” which means “to calculate”. Thereby a

computer is an electronic device that can perform arithmetic operations at high speed. A computer is

also called a data processor because it can store, process, and retrieve data whenever desired.

Computer Software

A computer software is a group of programming instructions designed to instruct the computer

to perform specific tasks. Typically, a computer system is useless without software.

There are two types of computer software, as mentioned below.

System Software

System software connects the user and the hardware of the computer to interact with each

other. System software provide the basic functionalities required to operate the computer system.

Example: Operating systems like Windows, Linux, Android, etc.

Application Software

Application software are customized software designed for personal use. This type of software

help users for performing basic tasks such as online research, setting alarm, designing or even playing

games. These are also called end-user programs. Example: Word processors, Multimedia software, Web

browsers, Graphics software, etc.

Components of Computer

There are three major components of computer.

Input Unit

The data and the programs are entered into the computer through this device. Example:

Keyboard, Mouse, etc.

Output Unit

Computer returns the result of processing through the output units. Example: Monitor, Printer,

etc.

Central Processing Unit

This unit contains following three subunits:

Arithmetic & Logic Unit. Actual data processing occurs in this unit, all arithmetic and

logical operations such as addition, subtraction, comparison etc. are performed here.

Control Unit. It instructs the input device to transfer data and instructions to main memory

and then the processed results are sent from ALU to storage or monitor.

Main Memory Unit. It holds all data and instructions temporarily, it is otherwise called

primary memory or internal memory.

Basic Applications of Computer in Office Management

Following are some basic applications of computer in office management.

Word Processing

Applications like Microsoft word, Google docs are used to create, edit, and format documents

such as reports, letters, memos and proposals.

Spreadsheets

Programs like Microsoft Excel, Google Sheets allow employees to organize, analyze, and manage

data. They are essential for tasks like budgeting, financial analysis, data tracking, and creating charts.

Email Communication

Email platforms like Microsoft Outlook and Gmail enable quick and efficient communication

within and outside the office. They are used for sending messages, sharing documents, and managing

appointments.

Presentation Software

Programs like Microsoft PowerPoint, Google slides are used for creating visual presentations.

These are typically used for meetings, reports, and training sessions.

File Management

Computers help organize, store, and retrieve files. Microsoft OneDrive and Google Drive are

used to store and share documents.

Database Management

Database applications like Microsoft Access are used to store, retrieve, and manage large

volumes of data, such as inventory records.

Video Conferencing

Platforms such as Zoom, Microsoft Teams, and Google Meet enable remote communication and

meetings.