Office management with 5 s

1. • Start with the name of Allah
the most gracious and the
most merciful
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2. Managerial Process
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3. What is Office
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4. What is office ?
The definition of 'office' is rich and includes a place of business, clerical
or professional activity, the personnel working in such a place, a
position of authority or trust and (mainly historically) the support
functions of a major household. We are mainly interested in the office
as a place of business, clerical or professional activity.
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5. OFFICE WORK
Office Work differs from enterprise to enterprise. But
there are work that are same in all the offices such
as:-
• Handling calls and mails
• Planning, administration, communication etc.
• Accounting, auditing and budgeting.
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6. What is office Management ?
•Problem identification
•Ideal office activities
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7. What is office Management ?
• A simple solution to centralize the management of
an organization.
• Sound Management improves collaboration, by
updating colleagues immediately through words or
mails.
• Improve system security because designated
users can manage the office settings accordingly.
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8. OFFICEMANAGEMENT
• IMPORTANCE OF OFFICE CORRESPONDENCE
• Business letters
• Faxes
• Email 8

9. What Characteristics shoud be in Ideal Office
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10. Characteristics of Modern Office
• An Indispensable Unit
• Management of Information
• An Important Service Function
• Memory and Control Centres
• Specialization and Decentralization
• Office is a “work” not a “place”
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11. Role of Modern Office
• Assist in Decision Making
• Medium of Communication
• For Coordination
• A memory Centre
• Control Centre
• Nerve Centre
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12. Functions of Modern Office
1. Primary Functions
2. Secondary Functions
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13. Primary Functions
Collecting Info
•Organizing and Processing Info
•Retaining Info
•Distributing info
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14. Secondary Functions
• Internal and External Communication
• Evolving an Efficient & Responsive work system
• Managing Stationery & Equipments
• Keeping Assets safe and protective
• Human Resource Management
• Organizing, Planning, Directing and Controlling
• Coordinating the Activities
• Facing day-to-day Challenges
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15. Day-To-Day Challenges
• Correspondence & Communication
• Safety of records & reports
• Tests/Results/ Marking
• Complains
• Maintenance & Replacement of office assets
• Heaves/ HL/SL/CL
• Working Environment
• Attendance
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16. Day-To-Day Challenges
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• Standardization of Office work
• Managing Office Cost
• Mechanisation of office work
• Updating Office Manuals
• Organizing, recruiting, training, controlling and motivating
• Setting Right Track
• Responsive to Changes

17. What are the Future Challenges?
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18. Future Challenges
• Mechanisation
• Computerisation
• Large Sizes of Businesses
• Legal Challenges
• Managerial Challenges
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19. How can improve efficiency Office?
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20. Organize Your Office Efficiently
• Develop a Filing System.
• Set Up an Electronic Rolodex or Smart Phone
• Organize Your Computer Documents
• Schedule Weekly Office Cleaning
• Update Files Regularly.
• Encourage paperless office ( Scan,)
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21. What is Paperless Office?
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22. Paperless Office
• 1. Internal Documents.
• Google drive
• Microsoft office 365
• Basecamp
• 2. Paperless statements and bill paying.
• Email receipts
• Apps
• 3. Storage and file sharing
• Dropbox
• youSendIt
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23. Paperless Office
4.Meetings and Printouts
• Google Doc.
• Doodle
• surveyMonkey
• whenisgood.net
• TeamViewer
5. Scanning and Faxing
• Turboscan
• eFax.com 23

24. OFFICE POLITICS learn to deal with the
politicians.
What & Why Office Politics.
• WHAT : Use of one's individual or assigned power
within an organization for the purpose of obtaining
advantages beyond one's legitimate authority
• WHY : People engage in office politics to reap
financial, emotional, and even physical rewards.
• It's the behavior and motif of people that makes
office politics good or bad
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25. Ways to Manage Office Politics
Understanding the human ritual of politicking is essential for
everyone in business. Practicing these eight tips will help,
navigate way through tricky political waters:
•Play nice. Show Courtesy, respect, politeness, and office
etiquette. Show your concern towards the coworkers.
• Fight fair. When game becomes nasty, be too professional &
follow the company decorum. Handle confrontations privately,
fairly, and without judgment.
• Keep cool.
• Forgive but NEVER forget
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26. Manage Office Politics
• Keep it zipped. When people approach you with
juicy details about coworkers, politely put a stop to
the conversation and exit.
• Hire intelligently. While hiring capacity, screen
potentials carefully.
• Acquiesce. Accept the fact that office politics happen
in every workplace
• Some degree of complacency (self satisfaction) will
keep you sane.
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27. 5S
THE SECRET TO JAPANESE
SUCCESS
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28. WHAT PROBLEMS DO U COMMONLY
ENCOUNTER AT YOUR WORKPLACE
• HIGH ABSENTEEISM
• HIGH TURNOVER
• DEMOTIVATED EMPLOYEES
• DISORDERED/ CLUTTERED ENVIRONMENT
• MISTAKES/ERRORS
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29. THE SOLUTION TO ALL THESE
PROBLEMS IS
5s
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33. Seiri : Sort
• Keep the necessary things in work area.
• Dispose or keep in a distant storage area
• less frequently used items.
• Discard unnecessary items.
• The idea is to ensure that everything
• left at the workplace is related to work.
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34. Seiton : Set in Order
Seiton: Set in Order
Systematic arrangement for the most
efficient and effective retrieval. This
step is all about putting things to its
assigned place so that it can be
accessed easily and quickly.
Seiton Saying will be :
“A place for everything and
everything on its place.” 34

35. Seiso : Shine
Seiso : Shine/Cleaning
After the first thorough cleaning when implementing 5S, daily
follow-up cleaning is necessary in order to sustain this
improvement.
Seiso is all about shining the workplace and viewing it
through the eyes of a visitor.
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36. Seiketsu : Standardize
Seiketsu: Standardize
• Generate a maintenance system for the first three.
• Develop procedures, schedules, practices.
• Continue to assess the use and disposal of items
• Regularly audit using checklists and measures of
housekeeping.
Real challenge is to keep it clean. 36

37. Shitsuke : Sustain
• Shitsuke : Sustain
• Develop an attitude to maintain the other 4S alive.
• Create a discipline in whatever you are doing.
• Driving force behind all 5S
• Make it a way of life
• Part of health and safety
• Involve the whole workforce.
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38. RED TAG TECHNIQUE
• Give staff red labels.
• Ask staff to go through every item in the work
place
• Ask if needed & those that are needed , in what
quantity.
• Not needed red tag it.
• Store it in red tag area.
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39. Some 5S Examples
Before 5S
After 5S - Cleaned, organized and
drawers labeled (less time and
frustration hunting)
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40. Successful implementations of
5s
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41. ADVANTAGES OF 5S
•Operators spend less time looking for items,
which leads to higher workstation efficiency, a
fundamental goal in mass production.
•A clean and tidy workplace leads to greater well
being and increased motivation.
•Company image improves.
•Health and Safety is ensured.
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42. ADVANTAGES OF 5S
• Time saving.
• Accidents and mistakes minimized.
• Increases space.
• Creates workplace ownership.
• Machine maintenance.
• Continuous quality improvement.
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43. Start
5S
NOW
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