Concept of an office

THE BUSINESS OFFICE An office is a place, a room or a building where clerical activities of the business are carried out so as to provide control, direction and management of an enterprise. IMPORTANCE OF THE BUSINESS OFFICE FOR MODERN COMMERCE

1. Office is the concrete proof of the instance of a commercial enterprise. Commercial office and its branches are identified with the business they transact. In case of banking and insurance enterprises, office is the only visible embodiment of the business which is carried on”.
2. It is a place where plans for the business are prepared and policies are formed. A trading concern has to plan ahead its purchases, sales campaigns, financial resources, etc keeping in mind the trends and tendencies in the markets. Specialized personnel are appointed to work out the plans they prepare appropriate plans for the guidance of executive authorities in the office. On the basis of plans, the policies are framed by the administrative heads of the office. These activities of the office are fundamental to the prosperity of the business.
3. It is through office that the administrative policies of the business are executed. Different departments are se up to put into effect the policies decided earlier office is constituted by the operative group of executive personnel whose function is to implement the business plans and policies laid down by the higher administrative authorities. Progress and prosperity of a business enterprise is preconditioned by effective managerial control. This managerial control is exercised through office organization.
4. Correspondence which is a constructive force in modern business is one of the main functions of business office. Incoming letters are handled through the medium of office. Incoming letters are forwarded to the concerned departments for prompt and suitable replies. Business office act like the clearing house of correspondence.
5. Business office is storehouse of record. Incoming letters are filed for future reference. Similarly copies of outgoing letters are for the purpose of records. Trading returns, financial materials are also filed for ready reference. Business office thus preserves records intact and makes them available as and when required. Thus a modern office is the fountain- head of planning, control , co-ordination, communication and records.

BASIC FUNCTIONS OF AN OFFICE The following are the basic functions of an office

1. It receives information from internal and external sources. The office information's are obtained by ways of letters, telephone orders invoices and reports of various activities of the firm from various sources.
2. Recording information. The office keeps information in relevant records eg files, registers books and references required by law. Required information is essential for management to make decisions when required.
3. Preparing and arranging information. Preparing such information as invoices, statistical statements, balance sheet, reports and visual and aids like graphs, pie chart etc. Information is arranged in such a way it is useful to the management.
4. Protecting records. The office through different departments should keep and protecting its records for benefit of the firm or an organization. Information is secured for confidential purposes eg from competitors.
5. Communication. The information received or prepared in the office is communicated to the relevant parties concerned verbally or in writing to such matters as orders for materials to suppliers, estimates to customers and instructions to departments issued on behalf of the management.

ADMINISTRATIVE FUNCTIONS

1. Management functions Like planning, Organizing, staffing, directing, communicating etc.
2. Personal functions The office assists personnel department in personnel related matters.
3. Safeguarding the assets. To take care the assets of the business.
4. Public relations To keep good relations with the general public.
5. Planning schemes and policies The office assists in planning schemes and policies through collecting and processing information.

FACTORS CONTRIBUTING TO THE GROWTH OF OFFICE WORKDue to the expansion of economic activities the work has been increased manifold. The following factors have contributed to the growth of office work

1. The management needs proper and timely information on all aspects of business operations in order to arrive at intelligent decision- making.
2. When the business grows office work also grows proportionately.
3. The work concerned either the preparation of returns to government, financial statements, dealing with employees, etc increase office work.
4. With increase of service activities such as accounting, banking, advertising, marketing, insurance damages, etc. the proper work has increased tremendously ( very great).
5. The importance of office in relation to customers is of great significance. Office act as the channel that links the business organization with its customers.

ACTIVITIES OF MODERN OFFICEOffice work differs from enterprises to enterprise. However, there are certain activities, which are performed by all offices. Some of these activities are listed below:-

1. Handling incoming and outgoing mail.
2. Developing office systems, procedures and methods.
3. Maintenance of records ( filling and indexing).
4. Designing and procuring at office forms stationery etc.
5. Recruiting and training of office staff.
6. Maintenance of furniture, machines, appliances.
7. Preparation of statements, reports etc.
8. Maintaining of accounts and other financial records.
9. Preparing up to date information for the whole firm.
10. Handling telephone calls and inquires.
11. Arranging the data in a quickly accessible form for use.
12. Safeguarding the assets.
13. Keeping a prompt and accurate handling of inquiries, orders.
14. Maintaining efficient flow of work in the office.

RELATION OF OFFICE WITH OTHER DEPARTMENTSLarge organizations are divided into various departments such as office, production, purchase, sales, finance, personnel etc. It is the office which is concerned with receiving, recording, arranging, analyzing and giving of information. All the departments depend upon the office for various information needs. The office serves as the co-coordinating link in any organization. For coordinating the activities of different departments in an organization, office has to keep relations with each and every department E.g. orders for raw materials, sales complaints, appointments e.t.c are passed through office only office needs information of many kinds from different functional departments for framing general policies office supplies information needed in performing the functions of production, sales, personnel etc and collects information from these departments for general policy framing and co-ordination. The two way relationship of office with other departments is related as follows Office and production Department. Office work provides the necessary information for planning and control of production work. It renders clerical services like typing, duplicating. An office maintains records of inventory work in progress, cost of production. Office and marketing/sales department. An office maintains contacts with the customers.

1. It supplies information about the current fashion and competition to the marketing department . customers make enquiries and place orders through the office.
2. It provide clerical work like typing duplicating and maintaining sales records on behalf of the marketing department.

Orders are executed by the sales department and the bills is sent through office. Complaints from the customers are received by the office and conveys them to sales department. When sales go down, the office helps in market research to find out the reasons for low sales. The reasons are known to departmental heads, who take step to overcome the situations.

1. Office and purchase Department. Materials, stores, plant, machineries etc needed for purchase department is arranged by the office. Office assists the purchase department in inviting quotations or tenders in sending orders, receiving invoices, making payments. It also gives general services to purchase department and maintains. Purchase Journals, ledger

2. Office and Accounts/finance Department The accounts department maintains all the records of all business transactions with the help of an office. The office prepares various financial statements and reports for the top management. Correspondence on behalf of accounts department is conducted by the office. It renders assistance to maintain the books of accounts, budgets, salaries and books of accounts, budgets, salaries and wage bills, invoices, collection of debt.

3. Office and personnel management The personnel department depends highly upon the office for performing its work. he office gives advertisement for job vacancies, receives applications, sends interview and appointment letters etc on behalf of the personnel department.

4. It maintains the personnel files of employees.

   The personnel (HR) department relies on the office for administrative tasks such as: Advertising job vacancies, receiving applications, and issuing interview or appointment letters. Maintaining personnel files and employee records. Providing support in all clerical and communication tasks related to recruitment and employee management

IMPORTANCE OF AN OFFICE No business concern can exist without an office. An office can be described as the never Centre of the whole concern. The importance of the office is as follows

1. Office renders valuable services to all other departments. The important services provided by the office include clerical and other services to other department, divisions, sections, etc of the organization and they can not operate without an office.
2. Office as an information Centre or memory Centre. Office is the information Centre of a business is an organization, office is as important as the brain in the human body. As such office is the brain of the organization it collects useful pieces of information, from different sources, i.e internal and external, and records them. It arranges and analyses them and makes them available to the management whenever needed. Thus office acts as an information Centre or store house or memory Centre. All kinds of information, past or present are available in the office.
3. Office as an intermediary. It connects outsiders with different departments and vice versa. All the sales orders are received through the office. It connects the organization with the customers, suppliers, government and general public office act as channel that link the business organization and its customers. Their enquiries, orders complaints etc are taken care by an office
4. Office as an administrative nerve Centre an office is the heart of all business activities from here information on purchase, sales, finance and communication entrusted to it.
5. Office as a control Centre. It is the medium for translating the policies into action. Then management makes but plans and policies and directs business activities in profitable ways and each department office is responsible for the function entrusted to it.
6. Office as a co-ordinator. Office aids management to bring about co-ordination. A central office co-ordinator the activities of departmental offices the office provides the necessary data. The management brings about co-ordination.

QUESTIONS

1. What is an office? What are the functions of an office?
2. What is an office? Bring out its importance.
3. “Office work is unproductive clerical work” explain.
4. The office is a co- ordinating factor. Explain
5. The office is the nerve centre of an organization. Explain
6. What are the functions of modern office? Explain its organization and Management.
7. An office may be regarded as a place where the central mechanism for an organization is located comment on this statement and explain the importance of modern office.
8. No organization worth the name can exist without an efficient office” comment on this statement and bring out clearly the functions of modern office.
9. The office is to a business, what the mainspring is to a watch explain.
10. What is the relationship of office with other departments in the business firm?
11. Office does not produce any article for sale therefore, office work is relatively unimportant” do you agree? Give reasons for your answer.
12. “Office work is concerned with records and statistics with computing with planning and scheduling”. In the light of this statement, discuss the administrative management functions of an office.
13. The essential feature of the office is the work itself, not who does it or where it is done” .Discuss.

OFFICE ACCOMMODATION AND LAYOUT Introduction Office manager aims at getting the work done in the office at the lowest possible cost through proper selection and training cost through proper selection and raining of staff. Office staff work efficiently if they are properly accommodated. Employees have to spend long hours in the office. Bad and insufficient accommodation can course boredom, monotony and frustration among them which will affect their efficiency among them which will affect their efficiency adversely. Suitable accommodation, modern adversely. Suitable accommodation, modern equipment and proper working conditions are important factors in improving efficiency and reducing costs. The office people can work well when there is a good and pleasing atmosphere in the office, because the clerks who are engaged in the office, use their mind and brain in the work. Concentration of mind is an essential point. Therefore the important factor of office management is to provide proper and adequate office facilities to the staff so as to get maximum results. The office manager has to play the major role in determining the arrangement of office. The following points are to be considered;-

1. the site or location of office building
2. Size and shape of office
3. Layout of office
4. Light
5. Health
6. Noise
7. Sanitation
8. Safety
9. Open office or private office
10. Convenience to staff and visitors
11. Physical conditions of office
12. Ventilation and air condition

The site/location of the office building Factors to consider in providing the right type of office accommodation

1. Location of office building
2. Size, shape and cost of office
3. Light and ventilation of the space
4. Layout and facilities for office organization
5. Customer and staff conveniences
6. Safety of the staff, etc

LOCATION OF OFFICE BUILDING This refers to the physical place where an office should be located. While selecting a building for office present as well as future requirements will be considered. In future the office may have to be expanded if office is a situated unsuitably, it may cause inconveniences both to the staff and to the customers. Merits of an office in Urban areas:-

1. The staff and the customers can easily reach the office because of the transport facilities prevailing in the city.
2. It facilitates to make purchases and sales in city rather than in suburban are because city abounds in dwellers, shops etc when buyers want to make purchases they go to cities
3. One is able to enjoy the available facilities such as post offices, banks, insurance companies, etc in rural areas such facilities are not easily available.
4. There is a general tendency among the staff to prefer to work in a city. Therefore a good recruitment of staff can be easily made for the office, it is in the city.
5. A goodwill can be created in the minds of the buyers by providing service after sales at the proper time. Immediate action can be taken and customers too are satisfied.
6. The important government offices like income tax, sales tax, register of companies etc are situated in the cities. It will be convenient to make easy contact with such offices.
7. Electricity, water supply, skilled labour, easy communication, specialized agency etc are easily available.

Demerits of an office in urban area

1. In the initial stage the firm may not be able to construct its own building and will have to go for rented accommodation. Often heavy rent will have to be paid.
2. It may not be possible always to have adequate space for the office because cities are overcrowded
3. Expansion facilities are also limited, because of the non-availability of building high rent etc
4. Generally in cities, dust and noise prevail in the atmosphere, hence the concentration of mind and physical condition which are necessary for smooth working in the office are affected
5. With high cost of living, the staff may demand higher wages, resulting in high expenditure.

Merits of an office in Rural area

1. The wages of the labourers will be low.
2. The rent of building will be low. The cost of construction of a building will also below.
3. There will be possibility of expansion, because of the space available.
4. The atmosphere will be clear and good for health.
5. Insanitary conditions will not prevail.
6. Cost of living is lower for the employees.

Demerits of an office in Rural areas

1. There will be no proper transport and accommodation.
2. Electricity will not be available.
3. There will not be any facilities for repairs and maintenance.
4. Skilled laborer's will not be available.
5. There will be delay in getting the essential materials, because shops may not be there.
6. Specialized agencies- banking, engineering insurance, etc will not be available.
7. Important government offices may situated in cities, as such regular contact is impossible.
8. Odd sales or purchases are not possible.
9. Staff may not be willing to serve in the rural area.
10. There will be no scope for the expansion of business, because of the low sales. After having decided the are rural or urban for office purpose the next step should be not rent or own premises.

OWNED Vs RENTED PREMISES FACTORS TO BE CONSIDERED IN ACQUIRING OFFICE LOCATION While choosing the location for office, consider the following;-

1. Good location To choose a location which create good impression among workers, customers and other person.
2. Availability of basic services The office to be located in places where there are such services as water, electricity, communication, banks, insurance.
3. Availability of customers The office should be located in areas where there are suitable customers of business.
4. Expansion The site should allow the expansion of office in the future.
5. Availability of labour Office should be located near the source of availability of labour.
6. Acquiring cost “Cost should be minimum and efficiency must be maximum” The cost of acquiring the office site should correspond with the true financial position of the business.
7. If necessary, the location of office. Should be preferred nearer to other units, like go down, branches, factory etc for better function.
8. Suitable atmosphere the office should be sited in areas which have access to light, temperature, cleanliness, etc . Also the office building must be located in a quite and health neighbourhood from noise, dust-fumes, bad smell etc.

THE SIZE AND SHAPE OF THE OFFICE The size and shape of the office should be conductive to the present requirement as well as for the future expansion. Ample room is prerequisite for the most efficient performance of the staff and the optimum utilization of equipment. Each worker in the office must be given facilities to do his job freely. In deciding the size of the building both the area and shape are also to be considered. Because time will be wasted in walking. It will be good to select a square or rectangular shape for office.   OFFICE LAYOUTMeaning:- Is a systematic and scientific arrangement of different departments and equipments on a well defined plan, so as to get a maximum benefit from the space available. Or Refer to decide on the arrangement of furniture and equipments within each office. Objectives of office layout The office layout has the following objectives

1. To facilitate the best possible utilization of available space without wastage.
2. To ensure smooth of work without interruption.
3. To provide good working condition to office staffs.
4. To achieve co- ordination among different departments.
5. To facilitate control and supervision.

PROCEDURES IN OFFICE LAYOUTSteps towards effective planning of office layout The following sequence of steps are involved in planning layout of an office

1. First step Determination of the floor space in available given office.
2. Second step Preparation of the graphical sketch of the floor to show the location of departments, partitions, window and so on.
3. Third step Consultation with heads of departments and supervisors to know their needs to space.
4. Fourth step Preparation of the detailed plan of tentative layout.

To obtain the approval of the ( previously procedures) from the management.   Merits of good layout A good layout is a good investment. A food office layout offers the following advantages.

1. A good layout makes supervision more effective.
2. A good layout promotes. Efficiency as it follows the flow of work.
3. A good layout aim at making the most economic and effective use of available floor space.
4. There is better communication among all departments.
5. The layout provides for joint use of machines and equipment optimum use.
6. The process of production, planning are control is greatly facilitated.
7. (It is easy to bring about co- ordination in the organization.
8. It reduces the cost of cooling, heating air-conditioning etc and their maintenance costs.
9. A good layout aims at providing working conditions. This improves morale of staff.
10. A good layout projects good impression about the enterprise on customers and visitors. This results in better goodwill.

OFFICE PLANS Office plans refer to how the office premises are to be divided up for the purpose of carrying out the different functions of an office TYPES OF OFFICE PLANS

1. Open or landscaped office
2. Partitioned/private/cell/traditional office

OPEN/LAND SCAPE OFFICE This is a large room or hall wherein all workers with their managements are seated, such an office may occupied by administrative officer, office supervisor, typists and filling clerks. Advantages of an open/landscaped office

1. the pace is used well as there are no partitions.
2. Easy supervision of employees to oversee the office activities.
3. Easy communication among units.
4. Better working position is possible.
5. The layout of an office can be changed without any cost.
6. Reduce long movement of staff.
7. Decoration, cleaning and maintenance can be done in expensively.
8. Uniformity of layout increases tidiness.
9. Cheap to build.
10. No wastage of space.
11. There is feeling of togetherness’s among the office staff.
12. Easy control of heating and lighting.
13. There is competition among employees for improved work performance.

Disadvantages of an open/landscaped office

1. Secrecy can not be maintained to large population in the same hall( no privacy).
2. The office appears to be crowded.
3. Infectious diseases can easily be spread.
4. The executives usually not feel comfortable in the open office.
5. It is not easy to for supervisors to supervise a big hall.
6. Internal noises due to conversations and talks among workers and visitors’ and office machines which results to no throughout concentration on one’s work.
7. Generally, documents are not safe.
8. There is neither a feeling of respect nor, identity. In Tanzania, many organizations does not use this type of office plan due to the above disadvantages.

PARTITIONED/PRIVATE/CELL/TRADITIONAL OFFICE This is the type of an office whereby office is divided into small rooms which under different or particular department. Every department under its manager have its own room and in that room document and other facilities are kept their. Most of different organizations on our country (Tanzania) they use this method.   Advantages of partitioned/private/cell traditional office

1. The place is quite.
2. There is private privacy is confidential work and discussion is possible.
3. Concentration of mind among workers possible leading to more efficiency.
4. It gives prestige and importance to top executive in the organization.
5. Better ventilation is possible as it ensures better health of workers.

Disadvantages of partitioned/private/cell traditional office

1. Much space is wasted for partitions.
2. It affects the flow of work.
3. Supervision is costly as more supervisors are needed to watch the work done in offices.
4. It is more expensive to build separate offices.
5. There is more expenses to provide adequate light.
6. Cleaning of the office becomes a tedious work.
7. The office layout will be a complicated one.
8. More expensive furniture arrangement is needed than open office or general office.
9. Extra means of communication are needed for each room.
10. Clerks, messengers have to waste time to see whether the concerned is there or not in the private room.

  QUESTIONS

1. Discuss the importance of office layout what factors would you take into account while laying an office?
2. What do you understand by an “open office” what are its merits and demerits.
3. You have been asked by your employer to choose an office location. What factors would you consider in doing so?
4. Discuss the merits and demerits of an open office as compared to separate office rooms.
5. Define office layout and its objectives. On what principles office layout should be based.
6. “layout is very important for office operations” explain.
7. What are the merits of own office building?
8. What points should be taken into consideration when arranging an office accommodation and layout? Describe them briefly.
9. What is meant by office accommodation? What factors influence office location?
10. What are factors that determine the size of office?

Advantages of open office over traditional office Open office is large room where many employees of different sections work together. Such an office may be occupied by administrators officers, office supervisors, typist and filling clerks. The advantages of an open office over traditional office includes the following

1. It facilitate better utilization of office space because unnecessary partitions is eliminated.
2. It makes supervision easier and less expensive. One supervisor is able to supervise a large number of staffs.
3. It facilitates better placing and joint use of machines and equipment.
4. It ensure effective communication between staffs as they can see each other.
5. It makes office layout more flexible furniture and equipment's can be rearranged as and when required.
6. Economical. It is cheap as no part ions are required.
7. It allows free low of natural light and hence good working condition.

ESSENTIAL OF AN EFFICIENT OFFICE ORGANIZATION The location of the premises, the layout the equipment of the office determine and display the grace underlying the entire organization

1. Location The central parts of a city or town ideal sites for locating the office. The site must be easily accessible to customer proximate to other services like banks, post offices, transports insurance government offices etc.
2. Premises of the office Office should be housed in spacious premises with cheerful surroundings. The building must be large enough to meet the requirements of the business and sufficient scope for possible expansion or extension when necessary. Light, ventilation and sanitation are important to be attended to in office organization.
3. Layout Various departments in the office. Should be systematically arranged in order to ensure quick work and more effective supervision and control. Layout of an office should be highly attractive. Inner layout also should be such that it has good effect on the customers and other visitors. “A well- arranged, well kept office is a grater asset on account of the favorable impression it produces.
4. Furniture All the office rooms should be well furnished. Adequate tables, chairs racks, cupboards, etc should be provided in each department according o its requirements. Suitable furniture has much to do with the efficiency of the staff.
5. Stationery and equipment Stationery used in the office should be of standard quality. The high tone stationery produces favorable impression. Catalogues, price list, invoice letter- heads, envelopes e.t.c, should be of suitable size and the paper used in preparing them should be of superior quality papers of different colours are also used for distinguishing different categories of correspondence ink, type- ribbons, files, folders, diaries paper weights, e.t.c should also be of good variety. In addition, labour saving devices like copying machines, Dictaphones, cheque and address writing machines, etc are employed in offices of large undertakings in order to enhance their working efficiency.
6. Office staff Appointment of office personnel is the most significant aspect of office organization. Various department in the office should be adequately staffed to ensure smooth business operations. Office staff should be well-qualified and experienced. There should be provision of giving training to fresh recruits so that they will be able to handle their respective jobs with confidence and competence
7. Functional division of labour The main principles in allocation of office work are specialization, correlation and business connection. Division of duties among different individuals would lead to greater diligence in their work.

OFFICE ENVIRONMENT Introduction Office environment has an important bearing on the efficiency of employees conditions particularly those influencing development and growth. Environment can be described as a combination of circumstances or conditions that influence the efficiency of the employees. The emotional response of workers is better if the environment is good. A poor office environment often results in decreased levels of production and employee morale. The working conditions and efficiency have direct correlation between them. Therefore one of the earliest way to improve conditions. It is the duty of the office manager to provide an environment which is pleasant, comfortable and conducive to good working habits. This is because employees spend more time at work in the office.   THE EFFICIENCY OF OFFICE WORKER The efficiency of office worker depends on various factors including Favorable working environments or physical conditions like;-

1. Proper light
2. Ventilation
3. Interior decoration
4. Furnishing
5. Office furniture
6. Freedom from Noise and dust
7. Safety
8. Sanitary arrangements
9. Security
10. Secrecy

LightThere must be proper and adequate lighting in the office to avoid eye strain. Poor light or powerful light will cause troubles. If the light is not proper, mistakes may be committed or accidents may occur. Improper arrangements of office light will lower the efficiency of staff through delay, errors and mistakes if natural light is not easily available, artificial lights must be arranged. Points to be borne in mind

1. Right power of light should be provided according to the nature of work. There should be any sharp glare or dazzle either directly or indirectly.
2. There should not be any sharp shadows over the table where the clerks have to work.
3. There should not also be any glare directly or indirectly on the table.

Points to remember

1. Good light will facilitate an increased output, efficiently and economically.
2. Lighting arrangement should be well designed.
3. Walls may be painted with suitable colours to increase the light. Care must also be taken to reduce the glare and at the same time to improve the vision.
4. If natural light is not available, make proper supplementary arrangement through artificial lighting.

Types of artificial lights

1. Fluorescent light It is widely used and popular. We get diffused or scattered light. Electricity consumption is also low. In offices, it is good system of lighting. It does not matter that the initial expenses are high.
2. Direct light The lamp is fitted against the ceiling with shades. It gives a direct downward fall of light. The ceiling portion will be in the dark. This type of lighting system is giving place to fluorescent light.
3. Indirect light This system is the reverse of the above. The fittings are made facing the ceiling. The fittings throw light upward and the ceiling reflects it on the tables. This system gives unshaded light without glare but for clerical work, it is not advisable.
4. Individual desk light When a particular work requires more light, then an individual desk light can be provided in addition to the common light it is expensive. Since the light is place on working table, it may cause fatigue and eye train. It is not common at the present age.

Advantages ( benefits) of good light in an office are

1. Output can be increased
2. Quality of work can be increased
3. Eye strain can be reduced
4. Improve the morale of the staff
5. It create good impression on visitors

VENTILATIONThe office should be quite airy fresh air will reduce fatigue and remove the irritable feelings of the clerks. Low height of the office, small or few windows, opening to a narrow courtyard etc, obstruct the flow of air through the office. If the office has no fee flow of air, particularly in summer, workers get tired and in rainy season they feel drowsy. These will lead to low efficiency of the clerks. Artificial circulation of too cool or hot air will also cause irritation of the workers adequate, clean and fresh air at the required temperature can help the clerks to do their work smoothly. Air conditioner can be used but it is expensive to install and maintain them. If natural and fresh air is not freely moving “fans, exhaust fans, filters e.t.c may be used to draw natural ir duly filtered. This is less expensive   INTERIOR DECORATION AND FURNISHINGInterior decorations means pleasant coloring of doors, windows and walls. The main aim of interior decoration is to make stimulates better performance on the part of staff and creates a better impression on the minds of visitors. The colour used on the walls must be of pleasing nature walls of the office should be in light colour dark colours includes design of furnishings, floor coverings etc. pleasant colouring and good furnishings will create cheerfulness in the minds of workers. Furnishings ( curtains, chairs, table and sofa covers and floor mattresses etc) should also be of pleasing colour. They have a protective as well as decorative value. For example, curtains not only decorate a door or window but also prevent glare and sunshine coming into a room directly on the table of the office worker. The floors, stair ways, corridors etc should be of attractive colour. For example, green and blue induce, the feeling of coolness, orange and yellow induce the feeling of warmth. Some paintings and other art pieces can be attractively displayed in the office. A pleasing decoration will increase the prestige of the firm as well as of the employees. Floor coverings are used to reduce noise and to add to the beauty of the place. Floor coverings are carpets, thin rubber, linoleum or foam mattresses. The decoration of an office can have a noticeable effect upon the morale of the staff. Drab surroundings are depressing, pleasant surroundings are conducive to good work. They have a protective as well as decorative value. For example, curtains not only decorate a door or window, but also prevent glare and sunshine coming into a room directly on the table of the office worker. The floors, stairways, corridors etc should be of attractive colour. For example green and blue induce the feeling of coolness, orange and yellow induce the feeling of warmth. Some paintings and other art pieces can be attractively displayed in the office. A pleasing decoration will increase the prestige of the firm as well as of the employees. Floor coverings are used to reduce noise and to add to the beauty of the place, floor coverings are carpets, thin rubber, linoleum or foam mattresses. The decoration of an office can have a noticeable effect upon the morale of the staff drab surroundings are depressing, pleasant surroundings are conducive to good work.   FREEDOM FROM NOISE AND DUSTNoise may be defined as unwanted sound in or outside the office. Noise may be an occasional or an unusual loud sound or a constant loud sound. When employees are at work, there should not be any disturbance. Noise will create irritation to the office people. Clerical work involves great concentration of mind. Therefore the mental concentration mind. Therefore the mental concentration of workers should not be disturbed by noise. It brings about errors, mistakes, delays, mental fatigue etc and in turn, leads to inefficiency and lowering output. Unexpected sounds or loud noise will take their mood off from the work. Naturally, when people are working in an tolerable, because people are accustomed to it. There are internal noise as well as external noise. Internal noise are created by the following

1. Movements of machines.
2. Movements and conversation of clerks, peons, visitors etc.
3. Cracking doors.
4. Calling bells, telephone bells.
5. Shifting of furniture from one place to another.

Measures to prevent internal noise

1. Carpets or rubber mats spread on the floor will reduce the sounds caused by the movements of the clerks and other people.
2. Below the office machines which create noise in operation, felt pads can be placed which reduce the noise.
3. Calling bells can be replaced with buzzers
4. Banging or cracking doors should be fitted with rubber or left stops to reduce sound. Proper oiling of the hinges of the door will also reduce noise. Automatic door springs, rubber pads, etc can be fitted.
5. Telephones may be kept in sound- proof booths to reduce the sound.
6. Clerks must be instructed to maintain calmness.
7. When the office is fee from the noise calmness prevails, clerks will automatically be discouraged to make sounds by talk or gossip.
8. Workers must be engaged fully during the office hours so that they don’t waste their time over idle gossip.

External noise are caused by the following

1. Street sounds
2. Noisy industrial process etc the sound seldom inter the office through the open windows and doors

Measures to prevent external noise

1. As far as possible the location of the office should be away from the noise creating places
2. Doors and windows may be kept closed
3. Walls of the office should be made at sound-proof materials

DUST In certain area, the amount of dust in the surroundings is much greater than in other area. For example in areas where cotton, jute or cement mills are working, the atmosphere is constantly dust taden. When dust enters the office, it spoils the decoration of the office, it spoils the decoration of the office, affect the health of staff, reduce the life of machines, equipments, etc it is difficult to check entry of dust into the office dust should be cleaned quite regularly.   SAFETYSafety precautions are a must. Accidents are undesirable. Whenever any accident occurs, it leads to a wastage of time the person involved in the accident and the fellow workers Causes of accidents in the office

1. Slip on floor.
2. Fall on stair case.
3. Leakage of electric wire.

Precautions

1. A first- aid box be provided and must be under the custody of a trained person it must placed at a visible and convenient.
2. Place.
3. Five precautions methods. Fire extinguishers must be provided and the staff be trained to use them.
4. Fluorescent lamps and fans must be checked periodically. All the electrical fittings must be checked and tested to confirm the absence of leakage.
5. Files should not be placed on the top of almirah, because when taking one file, others may fall down.
6. There should be regular inspection of machines, equipments e.t.c.
7. Smoking should not be allowed within the office premises.

SANITARY ARRANGEMENTThe office and its surroundings must be kept clean and free from all bad odour and infection. Insanitary conditions affects the health of staff adversely. Cleanness of the office contributes to a good atmosphere, and it creates a pleasant and healthy attitude to the clerks work in. the unclean office affects the prestige of the clerk too. Hints to be noted

1. Office must be cleaned everyday.
2. There must be special cleaning, at least once a week, so as to keep clean the filing cabinet, cupboard, shelves, furniture, equipment etc.
3. The room should not only be clean but fee from bad odour and infection.
4. Office should be sprayed often with disinfectant.
5. Waste paper and other waste materials must be placed in a waste-box and disposed of daily in the evening hours, preferably after the office hour.
6. Daily after cleaning the floor of the office, the furniture should also be dusted.
7. Air purifiers must be used which must be replaced in time.
8. A sufficient number of spittoons should be provided in every building at convenient places.
9. Effective arrangement should be to provide a sufficient supply of wholesome drinking water at suitable places.
10. Adequate cloak rooms, toilets and washing facilities should be provided at convenient palace.
11. Neat and clean canteens under the combined management of employers employees, must be arranged to supply quality food to staff interior decoration may be done in pleasing colours, inside the canteen.
12. Office should have provision for rooms where workers may go and rest during rest intervals.

SECURITYOne of the vital functions of a modern office is to keep and preserve documents and records for future guidance. Important and valuable documents are kept in office safes or bank locker. Office files, correspondence e.t.c are kept in safe places so that outsiders may not have access to them. People entering the building should properly identified and entry passes should be issued to them. For any intruder the cash department or cash sections the most tempting target. It is thus necessary to locate it in a very safe part of the building and restrict entry to this part. It is essential to install alarms and warning systems so that emergencies are made with effectively an in time.   SECRECYThere are some records about the business which must be kept secret from the junior staff and outsiders. They may be known as business secrets disclosures of such secrets may entail heavy loss to the firm. It may lower down the reputation of the business. The management must determine what type of information must be kept secret and must make arrangements for keeping them secret. The following information should be kept secret

1. Tenders Tenders which the organization submits or invites should not be disclosed to anyone till the date of tenders. If disclosed anyone till the date of tenders. If disclosed the organization may lose valuable contract.
2. Cost information If the clerical staff possess knowledge of cost data, there are possibilities of its leakage to competitors. Therefore disclose of cost information to staff should be avoided.
3. Labour policy The personal policy of management should be kept secret and should be disclosed at appropriate time. If leaked out, it may lead to strikes, lockouts and other unpleasant activities.
4. Dividend declaration If the rate of dividend to be declared by the company is disclosed, before its annual general meeting, such disclosures may have impact on the market value of its shares.
5. Financial position The financial position of a company is to be depicted in its balance sheet at the end of every year. If unfavorable conditions, if any, is between the year, it will reduce the credit worthless of the business share prices may go down, sales may be affected adversely etc

QUESTIONS

1. Discuss the consideration you will take into account while planning for office lighting, ventilation and efficiency of work.
2. Discuss, the various factors which influence the physical environment f an office.
3. Describe the importance of proper lighting and ventilation from the point of view of efficiency of office work.
4. Discuss the impact of noise in relation to clerical work and the ways in which it can be reduced.
5. “Interior decoration is now an important part of office environment”. Discuss
6. What are different types of artificial lighting used in modern office.
7. A scooter manufacturing company employing 3,000 factory workers and 500 office employee is contemplating the moving of its operation from Madurai city to suburban meluri. The question has been raised whether the company should maintain its office in Madurai city or whether to house the office in the same building as the manufacturing operations in meluri. There is prestige factor to be considered in having a Madurai city address. Discuss in the order of their importance, the factors to be considered in locating the office in suburban or in Madurai city.

OFFICE FURNITURE Office furniture includes chairs, desks, tables and tools Factors to consider before acquiring the office furniture

1. Suitability. To suit particular job or jobs.
2. Cost. Should be within the financial ability of an enterprise.
3. Comfort. Tables and chairs should make the worker not feel fatigue.
4. Durability. Furniture to be durable enough for longer business uses. Metal furniture probably last longer than ordinary wooden furniture.
5. Design of the furniture should match with the actual work to be done.
6. Appearance of the furniture should pleasing enough to impress the workers and visitors. 7.Hygiene. How easy it is to clean and to clean the floor under earth it. 8. Space saving. Furniture should occupy a minimum space. 9. Portable easy to carry the furniture from the space. 10. Fire risk. Again metal furniture is better fire risk than wooden. 11. Safety. Plate glass topped furniture may not be safe in use. 12. Supervision. To work being done in office should be over looked due to structure of furniture.

Basic principles in selecting furniture

1. Suitability The selected furniture must be suitable for the job. The working area of the table should be sufficient. It must also have space to keep files( incoming and outgoing) stationery e.t.c
2. Comfort The seat of the workers, shape of the chairs and tables must be so designed that the workers will not feel any fatigue while doing their jobs. This will result in efficiency in turn more output. The equipment, forms, stationery, e.t.c must be within easy reach. Those items frequently used, should be placed at the hand.
3. Design Prior to purchase, one must have an idea of the size height and design of the furniture. The decision regarding the choice of furniture say table, desk, chairs etc as to its size and design depends on the officer who uses it.
4. Durability Metal furniture is more costly than wooden furniture. But the maintenance charges of metal furniture. Nowadays, metal i.c steel furniture is more popular because it is more durable than wooden furniture. Moreover steel furniture is safe against fire, burglary e.t.c
5. Weight As the business expands, the size of the also increases. The existing layout of the furniture has to be regarded according to the required comfort it may become often necessary to move the furniture from one place to another. Therefore, it is better to have light, there will be less breakage and wear and tear when the furniture is shifted.
6. Space saving Furniture which would occupy minimum space should depend upon the space available in the office and the number of persons who work there
7. Cost The cost of the furniture should not be neglected when selecting it. It should be kept within the financial limits
8. Hygiene The outlay of the furniture should be so made that it will be easy to clean the furniture as well as the floor underneath it.
9. Usefulness The furniture should selected according to the nature of the particular job. When it is not needed for the department, it can be easily transferred to another department, where it may be useful.
10. Appearance Furniture should have a good appearance and be leasing to the eyes. This will impress the workers and visitors. Wooden furniture looks attractive. Furniture of high quality good is durable. It has a warm look and gives comfort to the users. Many varieties and designs of furniture can easily be made
11. Multi- purpose uses Furniture should be adoptable to multi-purpose uses, wherever possible. This permits standardization in the purchase of multi-purpose used, wherever possible. This permits standardization in the purchase of multi-purpose desks and enables office workers to perform more than one type of work workers to perform more than one type of work with the help of the same kind of furniture

TYPES OF FURNITURE Office furniture may be of different type, the usual types are as follows;-

1. Executive furniture The term “executive” is applied to those persons who are responsible for making decisions and policies. Generally executives included section managers and officers above them. Therefore, different executives will prefer different types of furniture to suit their job and status   Diagram of executive table a. Desks The desk is the work-bench of the office worker. Most office work is handled one desk, over a desk, through a desk or across a desk. The primary function of any desk is to provide a suitable surface for writing, checking, sorting, examining and conferring. The desks selected for office should multi-purpose in use. Types of desks

2. Executive desks These are designed to suit individual tastes and quite often they are designed as a show piece of an organization. Their purpose is also to impress visitors with the prestige and importance of persons using them. Table top of executive desk is covered with a sheet of glass. Some executives use full top glass while other prefers to cover writing area.

3. General purpose desks These are of less elaborate design being single pedestal with less desk space.

4. Typist desk This may be fitted with either a fixed well for the typewritten or a collapsible well into which the typewriter is fixed.

b. TableIn many government and other office, tables still server as clerical desks and this they may be fitted with one or two drawers. Tables are ordinarily needed for sorting of mail, housing of files, file- tray, holding meetings etc c. Chairs Chairs are perhaps the most important item of furniture from the point ot view of the worker since he sits in them all through the day in office. Comfortable sitting in the office not only reduces fatigue but also maintains the health of the employees, thus benefiting the firm by less absenteeism, few errors and large volume of work. The back of the chair should be such which gives support to the back and sufficient relaxation. It will be better if the back is adjustable. A revolving chair may be ideal in most cases since it allows for movement without getting into ground. d. Fittings and accessoriesGenerally office fitting include desk lamp, telephone stand, waste basket etc when choosing or selecting such items, their colour may be considered, because the colour of these must not ruin the pleasing atmosphere of the office. Clerks should be provided with certain accessories in order to perform their work efficiently. Such items may be penholders, sorting trays, boxes, cabinets, special lamp etc   QUESTIONS

1. What are different types of furniture in an office?
2. What are the factors to be considered when selecting furniture for a business.
3. Discuss the principles of selection in the furniture layout.

**OFFICE MACHINES (APPLIANCES)**Introduction Although it is possible for office work to be carried out manually without the use of any machine the output of this effort would be of poor quality and high cost that, it would not be accepted by many business firms of today. Machines do perform several office tasks, more than what can be produced by some office staff. Machines produce work in a better way, more quickly thus saving costs and improving efficiency. OFFICE MECHANISATIONRefer to a process whereby office machines and equipments are introduced in the office with a view to aid administrative process IMPORTANCE OF MECHANIZATION

1. Office works can be done quickly and effectively through the means of office machines.
2. To err ( to make a mistake) is human, but machines seldom err. Therefore to promote accuracy of work, machines are employed.
3. A single machine may substitute two or three persons eg a typewriter. Thus, labour cost can be reduced.
4. Machine operations relieves manual drudgery ( hard boring work) and fatigue and to that extent machine improve morale the employees.
5. Speed work is possible, in addition economy. Thus much time can be saved.
6. Mass of information can be secured ease. At present, business concerns need detailed information. For this many clerks may be required. But through machines the cost of the information can reduce and at the same time more result is at ease and economy.

ADVANTAGES OF MECHANIZATION(Introduction of machines and equipment's in the office) Mechanization has become an important part of modern office administrative process. It offers may advantages, chief of which are as follows:-

1. Ensures greater accuracy with more economy. The machine information is clear, complete concise and correct.
2. Guarantee greater speed. It is an accepted fact that the office work performed through labour savings devices is done at a greater speed than the same work done by clerks.
3. (Reduces operating cost.

The initial cost to introduce machines may be high. But in the long run the machine work will prove to be cheaper.

1. Uniformity, standardization, simplification of work can be maintained.
2. Labour savings. Work performed by a machine requires very few staff and thus there is labour saving and reduction of salaries and wages due to fewer workers needed.
3. Facilitate control. From the management point of view greater control is possible and much more information is available.
4. Reduce overtime. When the office is mechanized, or greater amount of overtime is also reduced.
5. Prestigious. The product of machines is more presentable.
6. Reduces fraud. They assist in avoiding errors and frauds.
7. Economical. Cost per unit of job done by machines usually works out to be less than that done manually e.g. computer is more economical than working with hands.
8. Relieves monotony many jobs in the office are repetitive in nature. Clerks instructed with the task of doing jobs get tired, both physically and mentally, if such jobs are done through the help of machines operated by skilled office staff, the same work becomes pleasant and interesting.
9. Saving in time. Use of the machines in the offices quickens the pace of office work and thus saves time.
10. Satisfactory services t customers. Prompt replies to inquiries, delivery of goods in time, preparation of correct invoices, keeping of accurate and up to date accounts etc are all essential to build up goodwill for the concern. Mechanical devices are helpful in doing all this and much more speed accurately and neatly. Thus, customers get satisfactory services.

DISADVANTAGES OF MECHANIZATION (Limitations of machines and equipment's in the office)

1. Need the operation of human beings unlike human beings machines cannot think and need staff to operate them or to prepare work to be used by them. For example can not get data from other sources than human beings.
2. Uneconomical for some job. Machines may be more expensive if the volume of work is small.
3. High initial capital the introduction of machines in an organization requires large sums of money.
4. Machine may lead to unemployment. The use of machines in offices contribute to lack of employment in such countries where labour is not cheap.
5. Obsolescence. Machines are subject to become out of use due to introduction of new and modern machines. This cause high cost and seriously problems to a business.
6. Breakdown. Machines are subject to break down which affects work and do depreciate. (vii)Effect on staff machines may examinate staff morale and initiatives. Standard forms. Machines use particular stationery and equipments which can cause dissatisfaction among workers.

FACTORS JUSTIFYING THE USE OF OFFICE MACHINES The following factors may influence in one way or another introduction of office machines:-

1. Volume of work if volume of work is large and unable to complete it timely.
2. Accuracy requirements. If the degree of accuracy required needs the use of machine.
3. Speed. If it is considered potential to meet deal lines.
4. Routine work. If monotony is such that employees cannot be retained longer for the job.
5. Reduce cost. If the use of machine lead to the reduction in costs.