1

OFFICE MANAGEMENT
Introduction to Office
Management
Type of Offices

Student Evaluation
60% Coursework
Test 1: 10% (28th Jan 2016
12.00-2.00pm)
Test 2: 10% (18th Feb 2016
12.00-2.00pm)
Individual Assignment:
20% (22nd February 2016
by 5.00pm)
Group Project 20% (25th
February 2016 by 5.00pm)
All dates proposed are subject to
change.

40% Final Exam

Duration: 2 hours
Answer FOUR out of
SIX structured
questions.
All questions carry
equal marks. (25
marks for each
question)

OUR PROMISE

Learning Objectives
After studying this chapter, you should be able to:
1. Describe the purpose of an office and office
activities.
2. Explain how technology influences office
practices.
3. Describe types of offices and alternate offices.

Office
Definition : An office is a place in which
the affairs of an individual, a businesses ,
or an organization are carried out.
Examples:
Lecturers office
Accountants office
Lawyers office

1. Creating/Analyzing
KeyInformation
office activities
Creating/Analysing Info

Composing memorandums, letters and

reports
Organizing, summarizing and
interpreting data
Creating presentations
Making decisions and
recommendations based on
information studied

Key officefor
activities

2. Searching
Information
Searching for Info

Accessing databases, the internet and

company intranets
Requesting information from persons within
the company
Requesting information from persons outside
the company
Using reference manuals and books

Key office activities

3. Processing
Information
Processing Info

Editing and proofreading

Keyboarding
Opening and reviewing incoming
communication
Entering data in databases
Photocopying
Preparing outgoing communication
Preparing checks, orders and invoices
Preparing spreadsheets

4. Communicating
Keyinformation
office activities
Communicating Info
Answering telephones
Greeting callers
Responding to persons within and
outside the organisation
Providing instruction to coworkers
Preparing and delivering
presentations

Key office activities

3. Managing
information
Managing Info

Maintaining calendars
Maintaining databases and files
Maintaining financial records

Technology in modern
offices
Common in todays offices
Usage of World Wide Web (www) or intranet
(a private computer network that looks and
operates similar to web pages)
Using current technology does not guarantee
productivity. Technology is just a tool. How
we use it or how we let it use us, will
determine the success

Types of offices - Traditional

It is the typical office from earlier

days

It is permanent and located where

the company does business

In traditional office, employees travel

daily to the office. They spend their
time (working) at the same
workspace and generally report
directly to a supervisor or manager.

Many businesses still use traditional

offices

Types of alternative offices

Types of alternative offices
2. Home Offices:
Home Office
Perform office tasks in a space within a persons home
In home offices, employees can communicate easily
using e-mail, internet, fax and telephone (sms,
whatsapp, wechat), skype, tele-conference
Most people who work in home offices are selfemployed, normally called a freelancer
Freelancer occasionally will meet customers/clients in
person, but most of the time communicate primarily
by e-mail, telephone and mail
Eg: sell cookies online, catering service online from
home

Typesof
ofalternative
alternativeoffices
offices
Types
2. MobileMobile
Office:Office
Almost similar like traditional offices, but it is for
temporary basis only
2 types of mobile office such as offices set up at
construction sites and manned by office staff or
non-territorial workspace = offices available on an
assignment basis and not assigned to anyone
permanently
Eg: Auditor, lawyer or event coordinator who work
away from the main company due to assignment
basis, the employees can request a mobile office on
their arrival at the company offices

Typesof
ofalternative
alternativeoffices
offices
Types
1. VirtualVirtual
Office:Office
Virtual refers to a representation of something that
has a conceptual form but no physical form that you
can see or touch
The virtual office has no physical form but allows you
to perform work activities as you would in traditional
office setting
Office workers use virtual offices
Some offices employ virtual assistants
A virtual assistant can work from a home office and is
not required an on-site office space
Eg: Air Asia customer service virtual office such as
live chat if customer have any queries.

Comparison between
Comparison
between
traditional and
traditional
and alternative
alternative
officeoffice
Traditional office:
Permanent and located where the company
does business
Where employees travel daily to a central
location and spend working day at the same
desk or in the same workspace and
generally report directly to a supervisor or
manager

Comparison between
Comparison
between
traditional and
traditional
and alternative
alternative
officeoffice

Alternative office:

May be at headquarters, in a carrying bag or

at home
A temporarily assigned workspace
No longer a particular space for the same
purpose day after day

Comparison between
Comparison
between
traditional and
traditional
and alternative
alternative
officeoffice
Where employees telecommute, the
practice of working and communicating with
others from home office or other remote
location, shares information with clients or
coworkers using the internet or intranet
connections and equipment (computer,
telephone or fax machine)