office system and procedure pdf

Office system and procedure pdf

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Office Procedures

Office Systems

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Office Systems and Procedures:. Business undertakings have certain well —defined objectives. These objectives can be attained only when it is approached in a systematic way. Business itself is a system comprising of several sub-systems. Marvin R. Gore remarked that business is a system that has its output goals and objectives and the business can be divided into small systems that vary according to the organization of the business.

George R. Terry says that each business has a number of sub-systems like production control system, marketing system, office system and so on.

Thus, office system itself is a sub-system of the whole business. Office systems are a continuation of several procedures integrated together in such a way as to attain the needed objectives. It is defined as a network of routines, which are designed and integrated to carry out office work. In other words Systems comprises of various interconnected routines. Every office has its own systems. The systems are not identical in all offices. They vary with the type and size of business.

However, whatever system is evolved, it should ensure maximum efficiency. Following are some of the important principles of office systems. Good flow of work without bottlenecks should be ensured.

Unnecessary duplication of work and records should be avoided. Movement of staff should be kept to a minimum. Unnecessary writing would be avoided. Best use of specialization should be made. The amount of paper work should be the absolute minimum. The principle of management by exception should be used.

Only a few exceptions to the functional procedure should be allowed. Unnecessary checking should be avoided. Possibilities to make best use of machines should be provided.

The system should be simple and easy to understand. The term procedure denotes a planned sequence of operations for handling recurring business transactions uniformly and consistently. Procedure is a routine, which has been planned in advance in order to handle recurring business operations uniformly step by step.

It is a guide to management as to who should do, what, how, and when. Some Organizations have a written record of systems and procedures; it may be in book form or loose-leaf form. According to Charles O. Zane K. Quible has given the following definitions of system, procedure and method.

System: Interrelated procedure necessary to achieve a well defined goal. Procedure: Related method necessary to complete a work process. Method: Specific clerical or mechanical operations or activities. To illustrate the system concept, a system designed for purchasing office supplies purchasing system is presented as:. Fill out quotation form. Send forms to prospective vendors. Obtain quotations from vendors.

Fill out purchase order. Send purchase order to vendor. Check order to verify quantity and acceptability. Deliver supplies to appropriate departments. Notify accounts payable. In the system concept a uniform procedure is followed for similar transaction, so it helps to reduce errors and waste motion of machine operations.

The cost of performing routine office work is reduced. Responsibility can be easily fixed. Good office system and procedure helps in smooth running of office and help to reduce delay in work. It helps for speedy despatch of work. Good system helps to maintain better Co-ordination between departments. Helps the management to train the staff. A good system will reduce the chance of error and improve the efficiency of the organization.

A good system will give instructions to employees what has to be done, when and where and gives information on the organization supporting various systems. Following are the benefits which may be obtained if suitable systems and procedure are derived in an office:. Errors in the smooth flow of office work can be easily eliminated. Uniformity can be achieved and the duplication of various routines can be avoided.

Systems and routines help in training office personnel in the efficient performance of their work without supervisors. Responsibility can be fixed for each employee. Unnecessary operations are eliminated and so wastage of any nature can be controlled. Office personnel can perform their jobs independently and with confidence.

Systems ensure better control of work. The possibility of fraud is eliminated. Work efficiency in the office increases and unnecessary forms are eliminated. It reduces the cost of office operations.

Better co-ordination is possible through the introduction of a system. An office system does not work by itself. There are some limitations to its applications:. The efficiency of the system depends on planning. If the planning is not done properly the whole systems would fail.

Strict adherence to a system makes it inflexible and it may not work smoothly. The system may not be useful when changes take place. The efficiency of the system should be evaluated and decided by making a cost-benefit analysis of it. If the cost is more we cannot use that system.

BS Developed by Therithal info, Chennai. Toggle navigation BrainKart. An office has its own system to do office work. Send forms to prospective vendors C. Fill out purchase order B. Receive Supplies: Methods: A. Check order to verify quantity and acceptability B. Related Topics Role of Computers in Office. Internet and Intranet and Basic Internet Terms. Office Systems and Procedures.

Flow of Work. Office Manuals. Secretarial Correspondence: Meaning. Kinds of Secretaries. Functions of a Secretary. General Qualification of the Secretaries. Business Letters: Meaning, Structure, Types.

Office Procedures

Office Administration pp Cite as. A task is a basic operation which, normally, cannot stand on its own and has meaning only when it is part of a series, and forms part of a procedure. An example is that of slitting envelopes in a mail inwards routine. A procedure is a series of tasks which achieves a routine that can stand alone but which is purposeless unless associated with other related procedures to achieve an objective. Taking mail inwards again, the procedure of opening the post consists of those operations involved in opening the envelopes, abstracting the contents and sorting them for despatch to departments. Stopped at this point the procedure serves no useful function. A system comprises all the procedures which go into achieving a stated goal from beginning to end.

Office Administration pp Cite as. A task is a basic operation which, normally, cannot stand on its own and has meaning only when it is part of a series, and forms part of a procedure. An example is that of slitting envelopes in a mail inwards routine. A procedure is a series of tasks which achieves a routine that can stand alone but which is purposeless unless associated with other related procedures to achieve an objective. Taking mail inwards again, the procedure of opening the post consists of those operations involved in opening the envelopes, abstracting the contents and sorting them for despatch to departments. Stopped at this point the procedure serves no useful function. A system comprises all the procedures which go into achieving a stated goal from beginning to end.

System - Interrelated procedures necessary to achieve a well defined goal. Procedure Related method necessary to complete work process Method Specific clerical or mechanical operations or activities. Objectives of System and Procedures 1. To bring efficiency in the utilization of the organization resources. To control operating costs. To improve operating efficiency. To help achieve the objectives of the organization.

Office Systems

An office has its own system to do office work. The reason is that volume of work of an office differ from another. System means a preplanned approach to do the day to day work to achieve the desired objectives of an organization. Three factors are involved in doing office work. They are persons, forms and equipment.

BASIC OFFICE SYSTEMS & PROCEDURES (25) Regional 2012

Office Systems and Procedures:.

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System - Interrelated procedures necessary to achieve a well defined goal. Procedure Related method necessary to complete work process Method Specific clerical or mechanical operations or activities. Objectives of System and Procedures 1. To bring efficiency in the utilization of the organization resources.

Read this article to learn about the need, characteristics, importance, planning, advantages and disadvantages of office system. Every office is set to achieve some objective. To achieve it a series of tasks has to be performed at every step. This makes a great demand on the management because as the enterprise expands it faces a tough competition.

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Office management is a profession involving the design, implementation, evaluation, and maintenance of the process of work within an office or other organization, in order to sustain and improve efficiency and productivity. Office management is thus a part of the overall administration of business and since the elements of management are forecasting and planning, organising, command, control and coordination, the office is a part of the total management function. Office management is the technique of planning, organizing, coordinating and controlling office activities with a view to achieve business objectives and is concerned with efficient and effective performance of the office work. The success of a business depends upon the efficiency of its office. The volume of paper work in offices has increased manifold in these days due to industrialization, population explosion, government control and application of various tax and labour laws to any business enterprise. Efficiency and effectiveness which are key words in management are achieved only through proper planning and control of activities, reduction of office costs and coordination of all activities of business.

Office System | Meaning | Need and Importance | Principles

Production Portion Job 1 Letter pts.

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