OFFICE MANAGEMENT

Presented by:-

Abdul Sattar Asghar Principal (Rtd.) Govt. College for Elementary Teachers, Bahawalpur. Email: ab.sattarasghar@gmail.com Cell No. 030142668825, 03357756421

DEFINITIONS OF MANAGEMENT

The group of individual who make decisions about how a business is run. Education modifies the behavior of a person It is a social activity which deals with human resources and material resources. To plan , to organize, to command, to coordinate and to control. The act, art or manner on handling , controlling, directing etc. skillful managing, care, tactful treatment, carrying on or using for a purpose.

DEFINATION OF MANAGEMENT

ELEMENTS OF MANAGEMENT

Planning, Organization, Directing, Controlling. We can add some more elements in the management process:-

i. Motivating ii. Coordinating iii. Staffing iv. Communicating

ELEMENTS OF MANAGEMENT

According to Luther Gullic,

Seven Functions of Management

POSDCORB

MANAGEMENT PROCESS

LEA

DIN

G

MEN

MONEY

MATERIAL

MACHINERY

PLA

NN

ING

CO

NTR

OLLIN

G

MO

TIVA

TING

STA

FFING

OR

GA

NIS

ING

END RESULT

S

OBJECTIVES

INPUTS

MARKET

METHODS

OUTPUT

ACHIEVEMENTS & OBJECTIVES

PLANNING

ORGANISING

DIRECTING

CO

OR

DIN

ATIN

G

CONTROLLING

MO

TIV

ATI

NG

STAFFING

COMMUNICATING

BUG

DET

ING

EVAL

UATI

NG

DIRECTING (LEADING) 1. Guiding, instructing people to do the work in right manner. 2. Responsibilities of managers at all level. COORDINATING

1. within office, higher and lower functionaries with public CONTROLLING 1. Establishing standards of performance 2. Measuring work in progress 3. Interpreting result delivered 4. Taking corrective action

MOTIVATINGencourage, Initiative, provision of facilities, incentives,

inspiring and encouragement COMMUNICATING

written, oral, exchange of facts, ideas, information between individual and department, guidance. REPORTING

performance of the year, profit and loss liabilities, assist, extension of programme etc. BUDGETING

Financial assistance, loans etc.

Importance of management

Get maximum benefits with minimum efforts.Optimum utilization of resources.Management facilities optimum utilization of available human and physical resources to minimize wastage of all type of elements.Competitive strength.Cordial industrial relationMotivationIntroduction new techniquesInnovation

Smooth functioning Reduce turnover and absenteeism Survival of enterprise depends on its

management. Ineffective management leads to disastrous consequences.

“Ineffective management cuts at the very roots of economy of an enterprise.” George Terry

No placement in market and un-utilizing of resources fully and properly due to lack of management skill

TOP MANAGEMENTPolicies, Objectives

Top management (Minister, Secretary, EDO)

Policy formationApproval of budget/ programmeInitiating projects Budget controlStaffCoordination/ communication

Middle Management Dy. Secretary, DEO, Dy. DEOs, Head of Colleges /SchoolsAnalyzing Directing ImplementationRoutine decisionControllingManagers On going activities- director of operations necessary to

produce the goods or services day to day results

Lower management (Section officer, Superintendent, Assistant /Clerks, School Staff)Implementation MonitoringEvaluationOperationalSupervisionLowerLower/supervisory managers plan and put into effect day

to day activity that should be carried out by the workers.

STYLE OF MANAGEMENT

COACHINGhelping showing how to improve performance

AFFILIATIVEteam work, repair broken trust

DEMOCRATICcreate a group of commitment to the resulting goals

AUTOCRATIC MANAGER AUTHORITY

TYPES OF EDUCATIONAL LEADERSHIP

1. ADMINISTRATIVE:

Focused on administration policy, bureaucracy accountability, concerned with following rules

ORDER IS ORDER

2. INSTRUCTIONAL LEADERSHIP:

Improving curriculum Monitoring student behaviors in classroom

Evaluating student result Closely with teachers to identify weak areas necessary for

school fallen behind

3. TRANSFORMATIONAL:

Build up confidence of followers Systematic change Helping style teachers/students/parents Unified vision

4. FACILITATOR:

It helps to make progress and understands the need of students, teachers and communities.

5. LAISSEZ-FAIRE:

Tolerance, non constructive supervision, no pain, no interest

6. WORK SPACE:

Physical space, layout, design, requirement of employees

7. SUPPLIES:

office requirements, stationery, furniture, computers and accessories, photo stat machine, transportation, etc

OFFICE + MANAGEMENT

SOMETHING PROVISION OF SERVICES PHYSICAL

HARDWARE SOFTWARE (in computer technology) (in computer technology)

COMPONENTS OF AN OFFICE

1. BUILDING

2. LOCATION

3. MACHINERY

4. FURNITURE & FIXTURE

5. EQUIPMENTSTAFF / WORKERS

6. RECORD

7. PUBLIC

COMPONENTS OF OFFICE MANAGEMENT1. COMMUNICATIONS

2. EXCHANGE OF INFORMATION

3. DISPOSAL OF CASES / DECISIONS TAKEN AND THEIR IMPLEMENTATION

4. DELEGATION OF POWERS

5. SUGGESTIONS TO MAKE FURTHER IMPROVEMENT

6. MONITORING

7. CHANGE MANAGEMENT

8. MOTIVATION TO WORK

MANAGEMENT RESOURCES HUMAN RESOURCES Men power, Staff, Officers, Manager, Admn Officer, Fore man, Shift In charge, Ministerial staff, Superintendent, worker Service Staff(Peon, security guard, Mali, Baildar, Driver,

PHYSICALRESOURCES/ METERIAL RESOURCES BULIDING

MACHINERY FURNITURE AND FIXTURE COMPUTER, PRINTER, RAW METERIAL BUSES, TRUCKS ETC INFRASTRUCURE

HANDLING OF OFFICIAL PAPERS

HANDLING OF OFFICIAL PAPERS It is the duty of every member of the staff to protect from rough or careless handling. Keep all official papers in good condition as Government property.

ACKNOWLEDGEMENT OF DAK

Receipts and dispatch of all official letters.

FUNCTIONS OF RECEIPT & ISSUE BRANCH

1. Receipt and distribution of all communications meant for the office

2. Acknowledgement of dak delivered by hand 3. Opening of communications4. Stamping and sorting of communications5. Distribution of communications

Treatment of Papers Received in an Office

1. Receipt of communications

2. Perusal of a communications by an Officer

3. Diarizing of communications

4. Categories of communications to be and not to be diarized

5. Receipt marked Top Secret, Secret and Confidential

6. Enclosures, Appendix and Annexes

7. Segregation of receipts according to category

8. Placing of reference in a new or existing file

Dispatch1. The normal agency for the dispatch of all

communications to departments or office By POST is the Receipt and Issue Branch

2. Distribution of dak in the same premises by Naib Qasids of branches

3. Use of Dispatch Riders4. In charge R&I would ensure dispatch of letters same

day and return of office copies of letters issued to respective branch

5. The date of issue should be actual. A letter should never bear a double date

6. Documents should be placed in cover with names and addresses

7. The dak to be issued by post should be entered in a separate register with:-

i. Reference numbersii. Particulars of addressees andiii. Amount of stamp on each letter8. After issue of letter, office copy should be stamped and

returned to the concerned branch

Duties of Dispatcher

1. Receives paper for dispatch2. Checks the enclosures, if any3. Inserts date, if the date space is blank, both in the fair copy

and in the office copy4. Separates fair copy from the office copy5. Affixes rubber stamp ‘issued’ on the office copy and puts his

dated initial under it6. Returns the office copy to the section concerned7. Places fair copies in the relevant compartment of the sorting

rack8. Clears compartment of sorting rack one by one and arrange

letters office – wise, separating communications for local dispatch from those to be dispatched by post

9. Enters communications for local dispatch in peon book

10. Passes communications and peon books to Naib Qasid for

delivery

11. Prepares covers where necessary and writes addresses on

covers, for communication to be dispatched by post

(cyclostyled addresses slips may be used where available)

12. Makes necessary entries in the register of stamps account

13. Hands over covers to Naib Qasid for posting

14. At the end of each day, he shall check the peon books and

satisfy himself that all kinds of the dak delivered to the

addressees concerned

Duties of Daftri 1. Closes covers 2. Weighs and notes value of postage stamps required 3. Affixes required postage stamps 4. Rubber stamps the cover 5. Returns covers to the Dispatcher

Treatment of Confidential Papers

1. All official papers are confidential papers and should not be discussed with unauthorized persons

2. The rule applies with greater force when marked as confidential / secret

3. Breach of this rule is an offence punishable with imprisonment or fine under the Official Secret Act, 1923

Treatment of Priority Cases and Use of Priority Labels

1. The use of priority labels should be used where necessary

2. The label should be fixed to the top binder of the file board on the left side

3. Priority references should be separated from ordinary papers and transmitted at once

i. Top Priority

ii. Assembly Business

iii. Urgent / Immediate

iv. Budget

v. Secret / Confidential

vi. Time Limit Case

vii. Meeting Notice

viii. Court Case

Action Upon Written Remarks of Officers on the PUC

1. The officer to whom communications are submitted in

dak issue directions regarding the course of action to

be taken by the office

2. If an officer intends to deal with the reference himself,

he directs the office to provide him the relevant file and

all other connected papers

3. The communications on which no special instructions

are recorded will be initialed by the officer in token of

his having seen them

ASSIGNMENTS OF AN OFFICE

a. Recruitment b. Promotionc. Leaved. Enquiries e. Transfersf. Pensions etc.

g. Promotions h. Purchases i. Implementation of department’s policies j. Redressal of complaints

PRIORITIES / LABELS:1. Top Priority - Prompt attention, even at

residence on holidays /after office hours. Disposal within 24 hours2. Assembly Business As per time limit3. Budget As per time limit4. Urgent / immediate - Disposal Within 48 hours5. Court Case - Disposal Within prescribed limit6. Time Limit Case - Disposal within fixed time limit7. Confidential - Submitted under sealed cover or by hand Officer submitting priority cases i- Should

keep a close watchii- Should remind personally iii- Should get it done at personal level

MODES OF COMMUNICATION

Ordinary Mail / Post Through Special Messenger Through UMS / Registered Post Through Courier Service Fax E-Mail

NOTING ON CASES• Definition• Importance• Notes and orders should be recorded on the note-sheet only• Noting is not required on cases where:-• The officer is himself competent to dispose of the case. • The line of action has been indicated by higher officers

A file consists two parts:-

A. Notes portion/noting portion B. Correspondence portion

Separate folder / cover being used for each portion.

PART OF A FILE

WHY NOTING/ NOTING TECHNIQUE 1. For proper examination & processing of the case2. To create proper record3. To assist and support the seniors4. To facilitate the seniors in decision making5. To appreciate the point / issue6. To criticize the point / issue USE OF 5 P’s1. What is PUC / what is current issue?2. Previous history and background of the case3. Policy and Legal position of the case4. Precedent, if any5. Proposal on the issue

DRAFT FOR APPROVAL

• Draft for approval (DFA)

• A draft is an outline in the form of rough notes

• It is rough copy of a document to be perfected

letter on by means of certain modalities.

• After drafting, it is submitted to a competent officer

for his approval.

GENERAL INSTRUCTION• Assumption – PUC would be read by higher ups

• Reproduction of the contents of PUC not appropriate • Preparation of up-to-date summary

• Notes less than half page should be legibly written • Notes exceeding half page should be typed

• One paragraph -one particular point • Wording – temperate and polite

• Devoid of personal remarks and criticism

• Special care –in making observations on notes of senior officers, ministers and summary for chief minister

• Signatures of the officer on the right side at the end of the note• When the higher officer agrees with the note, he may merely append his signatures or initials

Higher officer should initiate his own note in-case he differs with the views of junior officer• Confirmation of verbal instructions should be obtained in writing.• All Government business should be made in writing

DRAFT

A draft is put up when:-

The course of action is absolutely clear

Orders have been passed on the

communication by higher officers

Preparation of draft in all other cases

QUALITIES OF A GOOD DRAFT

• Clear and straight forward manner• Correct information• Clear idea in your mind of what you want to say.• Comprehension• Clarity• Brevity• Courtesy • Concreteness.

DIFFERENT FORMS OF DRAFTS 1. Simple Official Letter 2. Office Memorandum 3. Circular letter 4. Notification 5. Demi Official Letter 6. UO Letter 7. Office Order 8. Endorsement 9. Official Invitation Letter 10. Press Release 11. Application

SAMPLES OF SOME OFFICIAL LETTERS

ABBREVIATIONS PUC Paper under considerationDFA Draft for approvalCorr: CorrespondenceN NotingS.O. Section OfficerD.S Deputy SecretaryA.S. Additional SecretarySecy. SecretaryD.G. Director GeneralNFA No further action

ABBREVIATIONS

A.D. Administrative DepartmentC.R. Character RollDeptt. DepartmentK.W. Keep with (file)L.F. Linked fileL.P.R. Leave Preparatory to RetirementO/c Office copyO.O Office OrderP.P.O. Pension Payment OrderP.P. Previous Paper

ABBREVIATIONS

DDO Drawing and disbursing officerDAO District Accounts Officer/ Office.EDO Executive District OfficerDEO(SE) District Education Officer(Secondary Edu)DEO(EE-W) District Education Officer Ele. Edu. Women.DEO(EE-M) District Education Officer Ele. Edu. Male

ACTIVITY:

Choose the most appropriate answer of the following statements. 1. An activity which deals with human resources & material resources is called a. HRM b. Management c. Administration d. Industrial Dev.

2. Who modifies the behavior of a person a) Educationb) Environmentc) Heredityd) All above3. Management is the process and a person

who perform this process is calleda) Head teacherb) Foremanc) Administration d) Manager

4. The equipment used in an organization are called a. Physically resource b. Human resources c. Organization furniture d. None of above5.According to Luther gullic, what are the elements of management 1. Planning 2. Organization 3. Staffing 4. Direction 5. Coordinating 6. Reporting 7. Budgeting

6. In an organization money and material were used as resources. what will be achieveda)Input b)Outputc)Good willd)None of above

7. In the process of recruitment of staff, what kind of information have to provide to personnela)Minimum qualificationb)Min + Max age limitc)Experiencesd)Domicilee)All above

8. Coordination means relationsa)Within officeb)Higher functionariesc)Lower formulationd)All above

9. After elapse a period of one year , in performance of a arguments can be checked bya)Evaluation b)Auditingc)To see productsd)None of above

10.Followings are the important steps to be remember in good management1) Available human & material resources2) Competition in market3) Cordial relationship4) Facilitations5) Motivation6) Introduction to new techniques7) Innovation8) Incentives9) Maximize wastage of all types of resources10) Optimum utilization of resources

11. In effective managements meansa)Lack of management skillb)Cuts the roots of economy of an organizationc)Use the old technologyd)All above12. Write down name of 4 styles of management1)Democratic2)Autocratic3)Administration4)Coaching5)Affiliates6)laissze-faire

13. Levels of managementa)Top managementb)Middle managementc)Lower managementd)All above14. Policy formation is main duty of a)Top managementb)Middle managementc)Lower managementd)All above

15. A manager is responsible for a)Ongoing activityb)Day to day resultc)Production of goods & servicesd)None of above

16. Monitoring & supervision is the responsibilities of a)Top managementb)Middle managementc)Lower managementd)All above

17. Write the component of an office1)Building2)Location3)Machinery , furniture & fixture , equipment , records, public etc.

18. Top priority case must be cleared withina)12 hoursb)24 hoursc)2 days in per week

19. PUC meansa)Project under compilationb)Paper under considerationc)Paper urgent & care natured)Pakistan under development country

20. Urgent/immediate nature cares should dispose off withina)12 hoursb)24 hoursc)36 hoursd)48 hours

21. DFA means a. Directly Financial assistance b. District Finance Authority c. Draft for approval d. None of above

22. Time Limit Case means a. Dispose at an early date b. Dispose out today c. Dispose when it is put before officer d. Dispose within fixed period

22. Time limit cases means

a)Dispose at early dateb)Dispose out to dayc)Dispose when put before officerd)Dispose with fixed time