Office
•
Office can described as any place
where information of paper converges & information is documented, preserved
& used for current & future operations of business. This information
may be related to any activity of business. Office gives cohesion & system
to these activities.
Office (Picture)
Office Management
•
Office management is defined as a
task of planning, coordinating & motivating the efforts of others towards
specific objectives of the office and in conformity with the overall objectives
of the organization. Office management
has become an important part of management discipline.
Information Processing Centre
An office is the Centre whose functions are to
produce or generate information, store or process it and transmit or
communicate the same for various purposes as Planning, Control &
Administration.
Office environment & Communications
•
Office Location
•
The selection of appropriate site for
the office constitutes one of the most significant Management. Decisions in
view of the following reasons:-
1.
Its immediate impact on the lives of
those working in it.
2.
Its impact on outsiders such as
customers, suppliers, etc.
3.
Its determinative impact on office
environment & operational efficiency.
4.
The irreversible nature of the
decision.
•
The significance of location may be
estimated from the fact that more that 40% of the working population spends
almost whole of their working lives in offices.
Qualities/
factors in office location:- building
•
A large number of factors are
considered in determining the actual location. Some of these factors are:-
·
The relative advantage of one
location over the other.
·
The possibility of future expansion.
·
Transportation facilities.
·
Land values.
·
Cost of financing etc.
The factors
can be divided into 4 broad categories as follows
1.
Economic factors.
2.
Function factors.
3.
Arrangement factors.
4.
Psychological factors.
5.
Other factors.
Economic
factors.
1.
Cost of land, cost of construction
& cost of finanacing. (It also depends on rural or urban)
2.
Timing of construction.
3.
Cost of ancillary facilities (service
rooms, storage rooms, parking etc.)
4.
Recurring costs such as property tax,
electricity, water etc.
5.
Overall operational cost to be
incurred in locating.
6.
Incentives for locating.
Functional
factors.
1)
Proximity to transport services.
2)
Accessibility to banks, post offices
etc.
3)
Scope of future expansion.
4)
Suitability of the neighbourhood.
5)
Proximity of office to other
departments of the firm.
6)
Size & shape of the space.
7)
Avoidance from disturbing
factors.
a)
Noise
b) Dirty
locations
c)
Dangerous locations
Arrangement
factors
i.
Light & Air-Conditioning.
ii.
Contiguity of offices.
iii.
Problem of private offices.
iv.
Placement of utilities – (Elevators,
stairs, rest rooms, wash basins, lunch rooms, toilets)
•
for example:- elevators should be :-
1.
Against a wall located at either side
or in rear of the building. Or
2.
In the central position of office
building.
Psychological
factors
•
Psychological factors consists of a
complex interaction between behavioral need of human beings & their
physical environment.
•
For example:-
a)
A abattoir /slaughterhouse should not
be near temple.
b) A
school should not be near Liquor shop/bar.
Other factors
1.
Building restrictions.
2.
Possibility of future expansion.
3.
Adaptability to proposed layout.
4.
Safety: both of records & staff
should be considered. Provision be made
for the following:-
a)
Fire proof constructions
b) Fire
escape.
1.
Building services such as cleaning
service, services of gate keeper, care taker etc.
Environment
•
Performance of real work demands not only clear brain but also proper
physical conditions. Where adverse physical condition is present, workers are
subject to lot of mental strain. As a consequence, volume of output tends to be
lowered and accuracy of worker is evenly hampered. It underscores the need to
provide an environment which is pleasant, comfortable and conducive to good
working habits.
Office Environment
•
The main purpose of an office
environment is to support its occupants in performing their jobs. Work
spaces in an office are typically used for conventional office activities
such as reading, writing and computer work.
•
The most important aspect
of having a good office environment is overall employee
morale. ... Support: Having a supportive office culture allows
bonds to grow between coworkers, making it a place your employees want to be.
Environment
•
Some of the important elements contributing to the proper working
environment have been discussed further:-
•
•
Lighting:- Features of good lighting:-
1.
Proper intensity.
2.
Proper diffusion.
3.
Avoidance of glare.
4.
Natural lighting.
5.
Artificial lighting.
6.
Best lighting.
Physical Office Environment
•
Temperature, air quality, lighting
and noise conditions in the office affect the work
concentration and productivity. Numerous studies have consistently demonstrated
that characteristics of the physical office environment can
have a significant effect on behaviour, perceptions and productivity of
employees.
•
Heat & ventilation:-
1.
Heater may be used.
2.
Windows for sunlight.
•
For ventilation:-
a)
Natural ventilation.
b) Artificial
ventilation.
i.
Electric fans.
ii.
Exhaust fans.
iii.
Air-conditioning.
•
For Humidity
·
Dehumidifiers
·
Air-conditioning.
Environment
•
For Noise
•
The term noise in this context
include both “unusual noises, but also that are constant. Noise has a direct & deleterious effect
on office work.
•
Type of Noises
a)
External Noise.
b) Internal
Noise.
•
Prevention of Noise:-
·
Sound absorbers.
·
Noise cancelling devices.
•
Furnishing & other Amenities
a)
Floor Covering.
b) Decoration.
c)
Furniture (Desks, chairs, Almirahs,
Fittings,
Other furnitures)
•
other amenities:-
1.
Cleanliness
2.
Toilets
3.
Drinking water
4.
Clock
5.
Clock rooms & rest rooms
6.
Canteen
7.
Private offices
8.
Spittons.
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