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
- Location
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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.
- Premises of the office
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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.
- Layout
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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.
- Furniture
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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.
- Stationery and equipment
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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.
- Office staff
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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
- Functional division of labour
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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;-
- Proper light
- Ventilation
- Interior decoration
- Furnishing
- Office furniture
- Freedom from Noise and dust
- Safety
- Sanitary arrangements
- Security
- Secrecy
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( i ) Light
There 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
(i) 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.
(ii) There should not be any sharp shadows over the table where the clerks have to work.
(iii) There should not also be any glare directly or indirectly on the table.
Points to remember
(i) Good light will facilitate an increased output, efficiently and economically.
(ii) Lighting arrangement should be well designed.
(iii) 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.
(iv) If natural light is not available, make proper supplementary arrangement through artificial lighting.
Types of artificial lights
(i) 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.
(ii) 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.
(iii) 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.
(iv) 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
(i)Output can be increased
(ii) Quality of work can be increased
(iii) Eye strain can be reduced
(iv) Improve the morale of the staff
(v) It create good impression on visitors
- VENTILATION
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The 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 FURNISHING
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Interior 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.
iv. FREEDOM FROM NOISE AND DUST
Noise 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
- Movements of machines.
- Movements and conversation of clerks, peons, visitors etc.
- Cracking doors.
- Calling bells, telephone bells.
- Shifting of furniture from one place to another.
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Measures to prevent internal noise
- Carpets or rubber mats spread on the floor will reduce the sounds caused by the movements of the clerks and other people.
- Below the office machines which create noise in operation, felt pads can be placed which reduce the noise.
- Calling bells can be replaced with buzzers
- 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.
- Telephones may be kept in sound- proof booths to reduce the sound.
- Clerks must be instructed to maintain calmness.
- When the office is fee from the noise calmness prevails, clerks will automatically be disnglish-swahili/courage” target=”_blank”>couraged to make sounds by talk or gossip.
- Workers must be engaged fully during the office hours so that they don’t waste their time over idle gossip.
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External noise are caused by the following
- Street sounds
- Noisy industrial process etc the sound seldom inter the office through the open windows and doors
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Measures to prevent external noise
- As far as possible the location of the office should be away from the noise creating places
- Doors and windows may be kept closed
- Walls of the office should be made at sound-proof materials
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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.
v.SAFETY
Safety 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
- Slip on floor.
- Fall on stair case.
- Leakage of electric wire.
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Precautions
- A first- aid box be provided and must be under the custody of a trained person it must placed at a visible and convenient.
- Place.
- Five precautions methods. Fire extinguishers must be provided and the staff be trained to use them.
- Fluorescent lamps and fans must be checked periodically. All the electrical fittings must be checked and tested to confirm the absence of leakage.
- Files should not be placed on the top of almirah, because when taking one file, others may fall down.
- There should be regular inspection of machines, equipments e.t.c.
- Smoking should not be allowed within the office premises.
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VI. SANITARY ARRANGEMENT
The 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
- Office must be cleaned everyday.
- There must be special cleaning, at least once a week, so as to keep clean the filing cabinet, cupboard, shelves, furniture, equipment etc.
- The room should not only be clean but fee from bad odour and infection.
- Office should be sprayed often with disinfectant.
- 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.
- Daily after cleaning the floor of the office, the furniture should also be dusted.
- Air purifiers must be used which must be replaced in time.
- A sufficient number of spittoons should be provided in every building at convenient places.
- Effective arrangement should be to provide a sufficient supply of wholesome drinking water at suitable places.
- Adequate cloak rooms, toilets and washing facilities should be provided at convenient palace.
- 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.
- Office should have provision for rooms where workers may go and rest during rest intervals.
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VII. SECURITY
One 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.
VIII. SECRECY
There 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
(i) 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.
(ii) 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.
(iii) 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.
(iv) 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.
(v) 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
- Discuss the consideration you will take into account while planning for office lighting, ventilation and efficiency of work.
- Discuss, the various factors which influence the physical environment f an office.
- Describe the importance of proper lighting and ventilation from the point of view of efficiency of office work.
- Discuss the impact of noise in relation to clerical work and the ways in which it can be reduced.
- “Interior decoration is now an important part of office environment”. Discuss
- What are different types of artificial lighting used in modern office.
- 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.
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OFFICE FURNITURE
Office furniture includes chairs, desks, tables and tools
Factors to consider before acquiring the office furniture
- Suitability. To suit particular job or jobs.
- Cost. Should be within the financial ability of an enterprise.
- Comfort. Tables and chairs should make the worker not feel fatigue.
- Durability. Furniture to be durable enough for longer business uses. Metal furniture probably last longer than ordinary wooden furniture.
- Design of the furniture should match with the actual work to be done.
- Appearance of the furniture should pleasing enough to impress the workers and visitors.
- Hygiene. How easy it is to clean and to clean the floor under earth it.
- Space saving. Furniture should occupy a minimum space.
- Portable easy to carry the furniture from the space.
- Fire risk. Again metal furniture is better fire risk than wooden.
- Safety. Plate glass topped furniture may not be safe in use.
- Supervision. To work being done in office should be over looked due to structure of furniture.
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Basic principles in selecting furniture
- Suitability
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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
- Comfort
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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.
- Design
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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.
- Durability
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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
- Weight
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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.
- Space saving
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Furniture which would occupy minimum space should depend upon the space available in the office and the number of persons who work there
- Cost
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The cost of the furniture should not be neglected when selecting it. It should be kept within the financial limits
- Hygiene
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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.
- Usefulness
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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.
- Appearance
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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
- Multi- purpose uses
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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;-
- Executive furniture
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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
- Desks
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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
(a) 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.
(b) General purpose desks
These are of less elaborate design being single pedestal with less desk space.
(c) Typist desk
This may be fitted with either a fixed well for the typewritten or a collapsible well into which the typewriter is fixed.
2.Table
In 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
3. 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.
4. Fittings and accessories
Generally 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
- What are different types of furniture in an office?
- What are the factors to be considered when selecting furniture for a business.
- Discuss the principles of selection in the furniture layout.