Class 10 Account

Office Management is the process of properly planning, organising, mobilising, and controlling the human and physical resources available in an office in order to achieve the organisation’s pre-determined goals. Applying the basic functions of management — such as planning, organising, staffing, directing, and controlling — in the context of an office is its core aspect. Office Management plays a vital role in making the daily operations of an office simpler, more transparent, and more effective.

The importances of Office Management are as follows:

• Effectiveness in Workflow: It helps determine the time and method for each task and complete work according to priority.
• Achievement of Organisational Goals: It coordinates the activities of different departments and helps achieve set targets within the given time.
• Maximum Use of Resources: It properly mobilises physical, financial, and human resources, thereby increasing competitive capacity.
• Communication and Coordination: It makes internal and external communication effective and creates a harmonious working environment.
• Boosting Employee Morale: It increases employee satisfaction and morale by assigning responsibilities according to each employee’s capabilities.

Arranging the furniture, machinery, and other items of an office in a scientific and attractive manner so that the available space is used to its maximum potential is called Office Layout. Its five objectives are:

• To make the maximum and proper use of the available space.
• To provide fast and uninterrupted service without any obstruction in the work flow.
• To develop an effective internal communication system.
• To make the supervision and control of employees and physical assets easier.
• To create a comfortable and excellent working environment for employees.

The following steps are followed to prepare an effective Office Layout:

• Planning: Preparing a preliminary plan regarding how much space the office needs and where each department will be placed.
• Measurement of Space: Accurately measuring the length, width, and area of the available room or building.
• Listing of Materials: Preparing a list of the required furniture, computers, and machinery.
• Preparing a Blueprint: Drawing a sketch or diagram on paper showing where each item will be placed.
• Implementation and Evaluation: Arranging items according to the blueprint, then evaluating whether the arrangement is convenient for work — and making necessary improvements.

The overall set of written or verbal rules, methods, and processes prepared for the systematic and continuous operation of the daily tasks of an office is called Office Procedure. Examples include registration (darta), dispatch (chalani), filing, and note drafting (Tippani). Its importance:

• To bring uniformity and speed to work performance.
• To make the workflow automatic and effective.
• To maintain flexibility and transparency in services provided to clients.
• To ensure adherence to legal and policy rules within the organisation.
• To control errors and fraudulent practices in the office.

A written document prepared by a lower-level employee with opinions and suggestions, and submitted to a higher authority, in order to make a decision or formulate a policy on an important matter is called a Tippani. As an employee preparing a Tippani, I pay attention to the following points:

• Clearly identifying the subject matter and stating the relevant context.
• Ensuring the language is simple, clear, and logically ordered.
• Presenting the legal basis and my own suggestions in a way that makes it easy for the authority to reach a decision.
• Attaching previous similar decisions and necessary evidence/documents for reference.
• Mandatorily including my name, designation, signature, and date at the end.

Proposals are mainly of two types:

• Ordinary Resolution (साधारण प्रस्ताव): A resolution presented at a company’s regular Annual General Meeting (AGM). To be passed, it requires the support of more than 50% (simple majority) of the members present. Example: A resolution to pass the annual report.
• Special Resolution (विशेष प्रस्ताव): A resolution presented at a specially convened extraordinary meeting. To be passed, it requires at least a two-thirds majority (66.67%) of the members present. Example: A resolution to change the name of the company or to increase its capital.

Written instructions given by an authorised officer to lower-level staff on a document, application, or letter — stating what action should or should not be taken — is called a Tok Aadesh (Endorsement/Noting). Its importance:

• To clearly assign responsibility for which section or staff member will handle incoming office tasks.
• To make the decision-making process faster and legally valid.
• To eliminate delays in work performance and create accountability.

Office Management is the overall process of planning, organising, mobilising, and controlling the available human and physical resources of an organisation in order to achieve its predetermined objectives. It helps deliver quality services at minimum cost. The main areas/scope of Office Management are:

• Planning: Preparing a preliminary framework of what the office will do, how it will do it, and when it will do it.
• Organising: Dividing the office into departments according to the nature of work and distributing authority and responsibility.
• Staffing: Selecting qualified personnel, providing them training, and placing them in appropriate positions.
• Directing and Coordinating: Teaching employees how to perform tasks, motivating them, and coordinating all departments to work in harmony.
• Controlling: Evaluating whether work is being carried out according to the established plan and making corrections when deviations occur.

The following points must be considered when formulating Office Procedure:

• The procedure must be simple and easy for everyone to understand.
• It must not conflict with existing laws and the organisation’s policies.
• The procedure must have flexibility to allow timely modifications as circumstances change.
• It should eliminate duplication of work and save time.
• Responsibilities and accountability must be clearly defined.

Main Office Procedures practised in Nepal’s public sector:

• Registration and Dispatch (Darta and Chalani)
• Note Drafting — Tippani (Noting)
• Filing and Indexing
• Endorsement (Tok Aadesh)
• Report Writing (Pratibedan)

A draft or outline of a decision presented before an authorised body or assembly in order to resolve a problem or make a concrete decision within an organisation is called a Proposal. Proposals are mainly of two types:

• Ordinary Resolution: A resolution presented at a company’s regular Annual General Meeting. To be passed, it requires the support of more than 50% (simple majority) of the members present. Example: A resolution to approve the annual report.
• Special Resolution: A resolution presented at an extraordinary general meeting convened for a special or urgent purpose. To be passed, it requires a minimum of two-thirds majority (66.67%) of the members present. Example: A resolution to change the company’s name or to increase its capital.

A written document that systematically presents factual information obtained through research, investigation, or inspection is called a Report. Reasons for preparing a Report:

• To inform stakeholders about the work progress and problems of the organisation.
• To lay the foundation for formulating policies and plans for the future.
• To analyse the current situation and help in making appropriate decisions.
• To measure the effectiveness of government or public programmes.

Steps involved in preparing a Report:

• Selecting the subject matter and preparing a general outline.
• Collecting and studying the necessary data and information.
• Scientifically analysing the collected information and data.
• Preparing a preliminary draft of the report based on the analysis.
• Discussing the draft with stakeholders and experts to gather suggestions.
• Finalising the report by making necessary linguistic and technical corrections (proofreading).

The objectives and importance of a Proposal are as follows:

• It makes it easier to reach decisions on the basis of a majority through a democratic process.
• It provides a strong foundation for formulating the organisation’s policies, plans, and programmes.
• It officially addresses complaints and problems within the organisation.
• Once passed by the assembly, it gains legal recognition — which facilitates the implementation of decisions.