Office management is that branch of management, which is concerned with the services of obtaining recording and analysing information, of planning and communicating by means of which the management of a business safeguards its assets, promotes its affairs and achieves its objectives.

There should be purpose behind all types of office works. All office works are done to achieve that purpose effectively.

It does not refer to the inside office environment alone. He environment means the overall situation in which the office functions, the business of the office, its competitors, the customers and community etc., by taking into consideration all those factors, the office should create a conducive environment to work.

Means are the tools with the help of which, office activities are performed. These include premises, furniture, machinery, equipments, forms and stationery etc., as well as the methods and techniques of performing office activities. Means should be utilised at their best.

The most important aspect of office management is its staff members. They should be competent and well trained. Office should have adequate work force.

1. Communication

2. Typing and stenographic services

3. Correspondence

4. Duplicating

5. Records management(filing and indexing)

6. Submission and receiving of forms and returns

7. Reporting and collecting data
8. Personnel services(wage, leave etc.,)
9. Reception services
10. Other secretarial / clerical services.

Filing and indexing:

Filing is the process of so arranging and sorting original records or copies of them, that they can be readily located when required.

1. Proper arrangement of records.
2. Proper sorting of records and
3. Easy availability of records

1. Library function by sorting and arranging the records for future reference
2. Administrative function, by maintaining records of previous decisions and thereby helping the executive in framing business policies.
3. Information system, by maintaining, protecting and supplying the various types of information for various uses and purposes.
4. Historical function, by preserving in systematic manner the important factors bearing on the progress of the Organisation.

1. Increased efficiency
2. Ready reference
3. Protection of documents against loss or damage
4. Planning future action based on old records
5. Quick decisions
6. Better control
7. Legal compliance
8. Evidence

Essentials characteristics of a good filing system:

1. Compactness
2. Accessibility
3. Economical
4. Simplicity
5. Flexibility
6. Easy location and reference
7. Cross reference
8. Retention
9. Classification
10. Minimum misfiling
11. Safety

Indexing:

An index is anything that points out or indicates. It is a ready guide to the location of the required file or record.

Advantages of indexing:

1. Indexing helps the filing clerk to locate easily the documents and letters concerning a particular correspondence.
2. A good system of indexing ensures cross-reference and so saves time and effort.
3. Indexing improves the efficiency of records administration.

1. It should be simple to operate and use.
2. Economical in operation.
3. Flexible to allow for expansion when required.
4. Should go well with the system of filing in the Organisation.

Records management:

Records management, broadly defined, includes forms, reports, reproduction of written material, filing records, retention, microfilming and related services.

The life cycle of a record refers to the stages through which it passes, including creation, utilisation, storage, retrieval and disposition.

Purpose of records management:

1. To keep an orderly account of progress.
2. Facilitate preparation of statement of true condition.
3. To facilitate comparisons.
4. To detect errors and waste.
5. Legal formalities.

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