Office Management

&
Secretarial Procedures
 Office
Definition:-

Webster’s dictionary, “An Office is a place where business is

transacted or a certain set are rendered”.

G.R.Terry, “Acts of collecting, storing, processing and

distributing information comprise the functions of an office”.
 Office Furniture
Meaning:-

Office furniture is one of the basic facilities which have designed

for the comfort of the employee and increase their efficiency at
work.

A piece of furniture in the office may provide a place to sit, a

place to store stationary, important document or machine.
 Principles Which Should Be Kep
In Mind While Choosing The Righ
Type Of Furniture
Principles of suitability :-
v

This means that the principle should be suitable for the

particular purpose. It must be strong enough to bear the load
and should be spacious enough to avoid accidents.
Principle of safety :-
v

The office furniture should safe not be dangerous it should not

be weak and brittle. The glass table may sometimes prove
dangerous in the office.
vPrinciple of economy :-
The office made material should be of wood, steel and iron.
The material which is used for making furniture should be
reasonable.
vPrinciple of space :-
This principle aims at proper utilization of vertical and
horizontal space. It is suggest that there should be certain gap
between two furniture.

vPrinciple of size and weight :-

The furniture should not be too small or too big, it should also
not be to huge or heavy to light, It should be durable.

v
Principle of durability :-
Office furniture are expensive and furniture once purchased
cannot be replaced frequently due to the financial limit of the
management. Therefore the furniture purchased should be
durable.
vPrinciple of multi-purpose use :-
The furniture should be multi-propose. Eg :- A computer table
should be also able to store CDs, paper, projects, documents
and other stationery. This will add to utility.

v Principle of security :-
Items like Currency notes ,Investment certificate and property
paper require being stored at secure place, for this their should
be strong furniture with locker system, Example- Digital safe,
Number lock cupboard, Drawers.
 Factors Responsible For
t The Time Of Selecting Furnitur
v Size of office :-
Large office can afford to have spacious furniture and small office
must keep
their furniture compact. Thus office space decided the type of
furniture.
v The type and size of equipment :-
There are different type of furniture for different types of
machines i.e.
there should be a different table for telephone/ Fax and Xerox
machine.
v Quantity of documents :-
The quantity of document or file always decides the type of
furniture, their
can be huge racks ,drawer and case.
v Type of document to be stored :-
There are various type of office documents which need to be
stored as
they contain business secretes .These types of documents
have to be
protected and should kept in steel and iron locker.

v Type of users :-
Users of furniture in the office range from the security
guards to the
very special CEO of the company. A clerk uses a simple chair
where as
the CEO uses an executive which is bigger and comfortable.
It is
specially designed of suit his prestige.

v Utility of furniture :-
Multipurpose furniture items which save the energy and
time are more
preferred over furniture items that is used in single propose.
vNature of the acquisition of the office place :-
An office may be rented or purchased outright. If the place is
rented then the furniture is movable in nature as the place is
rented and if the place is purchased outright then the furniture
made is fixed and durable.

Financial condition of the enterprise :-

v.

Availability of finance is one of the main factors which decides

which furniture is to be bought by the company.

v. Attitude of the manager :-

The attitude of the manager depends upon the type of furniture they
want to have for different levels. The management attitude should be
considered at all the level without the consultancy of the higher levels.
 Conclusion
Office furniture are expensive and furniture once
purchased is not changed frequently. The office
manager should keep in mind all the principle and
factors of furniture while buying office furniture.
Group Members