GE-INTERNATIONAL JOURNAL OF MANAGEMENT RESEARCH
VOLUME -3, ISSUE -1 (January 2015)
IF-3.142 ISSN: (2321-1709)
TWELVE FUNDAMENTAL RULES OF OFFICE MANAGEMENT
Harish Singh1, Alka Mittal1 , Preeti Malik1, , Renu Tomar2
1
2
Maharaja Surajmal Institute, New Delhi, India
Guru Gobind Singh Indraprastha University,New Delhi, India
ABSTRACT
Management simply means to control or to administer. Office management means the method
of controlling an office so as to enable to achieve a given aim. In our modern society, all
kinds, or business are carried on by a group of people, who have enough knowledge in their
respective fields. But group of people, who are working for a common object, must be guided
and controlled by a leader or an authority. This is the function of the management.
Management is a technique of leadership or control of an office in order to attain the aimed
result through the efforts of other people in grouped activities. This is possible when the
office is properly organized and managed. Office function is carried on by a group of people
for a common result, by giving services to the organization. The management has to organize
the office in such a way as to attain the objectives. The basic purpose of this research paper
is to discuss the twelve basic rules of office management for smooth and efficient functioning
of the organization.
Keywords: Office Management, Workforce, Administration, Organizing, Coordination,
Communication, Routine tasks, Modern Society
Introduction
Office management, now days, is very popular topic. It becomes a great concern for the top
management. It is the function of the management to organize, guide and control the whole
activities of the office personnel for a common aim. That is why in the present era, the office
management has become a specialized subject in personnel management. Office management
means the method of controlling an office so as to enable to achieve a given aim. In our
modern society, all kinds, or business are carried on by a group of people, who have enough
knowledge in their respective fields. But group of people, who are working for a common
A Monthly Double-Blind Peer Reviewed Refereed Open Access International e-Journal - Included in the International Serial Directories.
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VOLUME -3, ISSUE -1 (January 2015)
IF-3.142 ISSN: (2321-1709)
object, must be guided and controlled by a leader or an authority. This is the function of the
management. Management is a technique of leadership or control of an office in order to
attain the aimed result through the efforts of other people in grouped activities. This is
possible when the office is properly organized and managed. Office function is carried on by
a group of people for a common result, by giving services to the organization. The
management has to organize the office in such a way as to attain the objectives.
Before talking further about this, it would be essential to understand the meaning of
administration, management and organization. Sheldon summaries them in the following
words:
"Administration is the function in industry concerned in the determination of the corporate
policy, the co-ordination of finance, production and distribution, the settlement of the
compass of the organization and the ultimate control of the executive."
"Management proper is the function in industry concerned in the execution of policy, within
the limits set up by the administration and the employment of the organization for the
particular objects set before it."
"Organization is the process of so combining the work which individuals or groups have to
perform with the faculties necessary for its execution that the duties, so framed, provide the
best channels for the efficient, systematic, and positive and co-ordinate application of the
available effort. Hence, it is the formation of an effective 'machine; management of an
effective executive; administration of an effective direction. Administration determines the
organization; management uses it. Administration defines the goal; management strives
towards it. Organization is the machine of management in its achievement of the ends
determined by administration."
Thus "Determination of policy and co-ordination (Administration), the execution of policy
and employment of organization (Management) and the combination of the work of
individuals or groups with the faculties necessary for its execution (Organisation), and this
altogether comprises of office management". Office management is the process of dividing
work into convenient tasks or duties, of grouping such duties in the form of posts, of
delegating authority to each post and of appointing qualified staff to be responsible that the
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GE-INTERNATIONAL JOURNAL OF MANAGEMENT RESEARCH
VOLUME -3, ISSUE -1 (January 2015)
IF-3.142 ISSN: (2321-1709)
work is carried out as planned." Office administration denotes the function of giving birth to
major policies upon which the enterprise is to be functioned. In a joint-stock company, the
Board of Directors makes the major policies and in a partnership firm, the partners lay down
the policies. In all kinds of business the function of administration is the same. Making the
policies is the function of the administration.
Research Objectives

To discuss the basic rules of office management in the organization.

To understand the significance of office management in present scenario.

To discuss the factors which help in creating the work culture which supports the
effective office management.
Research Methodology
The study is explorative cum descriptive in nature. It is an empirical research based upon
secondary data. The theory is basically developed from secondary sources of information and
a thorough study of various academic works in the relevant field has been attempted.
Lifeline of the Successful Organizations
(Twelve Basic Rules of the Office Management)
Rule No. 1
Keep Records and make them updated
Keeping records sounds like the easiest part of good office management-until you consider
the need to keep those records both accessible and updated. Make this the first rule for
managing office. Make updating records an office routine. When you get a new customer or
client, for instance, it only takes a moment to enter him into your contact database. Then it
will only take
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VOLUME -3, ISSUE -1 (January 2015)
IF-3.142 ISSN: (2321-1709)
Another moment or two to update the record after you’ve spoken to him on the phone.
Keeping good and updated records are important. Just try keeping records in the written form
or they have to be in a state which is easily accessible. Records of both your income and
expenses must be updated to manage your business smoothly.
Rule No. 2
Establish Office Management Routines and Stick to them
Routine tasks need routine procedures if you want to stay organized and keep things running
smoothly. Set up routines for handling paperwork and office systems. For instance every
piece of paper that comes into your office should be handled once, acted upon and filed- not
haphazardly piled on a desk. Office systems such as computer will need both administration
panic mode procedures. When any system crashes or a computer related piece of equipment
fails, everyone in your office needs to know who to call and what not to do.
Rule No. 3
Set up clearly delineated responsibilities
Good office management depends on people knowing who is responsible for what- it’s
people who are accountable to get things done. What would happen, for example, if the
purchasing for your business was done by whoever whenever?
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VOLUME -3, ISSUE -1 (January 2015)
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Would you be able to find a paper clip when you wanted one? Or print off a report when you
needed to? Putting one person in charge of ordering all equipments and supplies solves the
problem and keeps things running smoothly. It’s the same with (computer) systems
administration. You need to have one person responsible for the security of your computer
system and keeping track of things such as accounts, passwords and software. Otherwise,
chaos will proliferate.
Rule No. 4
Take a walk through your office and have a sit
Is your office an example of space management or space mismanagement? When you walk
through the office, do you have to detour around obstacles or run the risk of tripping over
something? When you sit down at a desk, could you actually work comfortably there? Are
things logically arranged so that the things that you would use most at the desk are closest to
hand?
There are a lot of things crammed into offices nowadays, from printer stands through filing
cabinets. For good office management, you need to be sure that all the things in the office are
arranged for maximum efficiency- and maximum safety. The Basics of Small or Home Office
Design provides tips for safely meeting the power, lighting and ventilation needs of your
office space.
Rule No. 5
Inter- and intra-office communication
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VOLUME -3, ISSUE -1 (January 2015)
IF-3.142 ISSN: (2321-1709)
For many small businesses, the responsibility for communication falls upon the office
manager. Knowing how and when to communicate, key information is vital to successful
office management. E-mail blasts, posted instructions at the copier, and weekly staff
meetings are just a few of the types of communication that occur within a business office.
Having a communication plan that everyone can adhere to will increase an office’s
productivity and ensure that information is disseminated clearly and quickly. Inter office
communication means communication between the head and staff and within the staff
members too. It must be taken into consideration that the correct and full information is being
circulated among the members regarding any office issues and more emphasis should be
given to new staff members.
Rule no. 6
Make business planning a priority
Many small businesses owners spend their days acting and reacting- and then wonder why
they seem to be spinning their wheels. Business planning is an important component of good
office management and needs to be part of your regular office management routine.
Successful small business owners must spend time every week on business planning, and
many use daily business planning sessions as a tool for goal setting and growth. If you have
staff, involve them in business planning, either formally or informally.
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IF-3.142 ISSN: (2321-1709)
Don’t let chaos interfere with doing business. Business Planning involving your staff persons
also reveals the intelligence status of your employees which is very crucial to keep in mind.
Rule No. 7
Keep your business data in a secure location on-site
So not keep your business’s computer server with all important hard drives in a spot where
someone could easily grab it and run off. Good business data security starts with good
physical security. All employees do not need all access to all business data and the public
should not have access at all. Sensitive paper documents can be stored in locking filing
cabinets and if possible, in rooms that lock separately. Give out keys only to those trusted
individuals who need access. Back up your business data regularly.
The steps to Successful Data Backup explain how to set up a backup system for your small
business. Get your essential business documents together. Protect your business data against
power outages. The key to data protection is trying to make sure that particular crises don’t
happen rather than trying to recover from disaster afterwards. But investing a little time and
money into data protection now will give you piece of mind and a much easier, faster
business recovery if the worst happens.
Rule No. 8
E-mails management
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E-mail management starts with setting up and using filters. Do not check your email on
demand. You don’t need to see every piece of email the second it arrives. If you are using an
email programme that announces the arrival of new email, turn off the programme’s
announcement features, such as making a sound or having a pop-up screen announce the
arrival of email.
Checking email on demand can seriously interfere with whatever other tasks you are trying to
accomplish because most people will read email when they check it. Do not read and answer
your email all day long. You may get anywhere from a handful to hundreds of emails each
day that need to be answered, but they do not need to be answered immediately, interrupting
whatever else you are doing. Instead, set aside a particular time each day to review and
answer your email. Do not answer email at your most productive time of day. Answering
email, on the other hand, is not usually a task that calls for a great deal of creativity.
Rule No. 9
Conflict resolution
Conflicts are in evitable. Knowing how to handle them properly, however, will make life
easier. Whether you have formal policy or rely on your own wits, you need to prepare
yourself for a wide variety of disagreements. Even with an employment manual, such issues
as equitable distribution of work, pay rates and job descriptions often arise in the company.
Ignoring a conflict or waiting for it to dissipate is never the right solution.
Having plan or a policy for conflict resolution will help everyone navigate through a
disagreement in a professional manner. Disagreements among the employees regarding the
distribution of work and pay rates are a common issue in every office. This issue can be best
settled by understanding their perfection point where they fit into the big picture and timely
increments based on their capability and quality of work must be done so as to make them
more devoted towards their respective works.
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Rule No. 10
Project Management
Keeping track of projects is critical to the successful completion of important tasks and
represents an essential piece of documentation. Knowing when things have to be completed
and by whom gives everyone a clear idea of what’s ahead. Deadlines are less likely to be
missed and people are more likely to know their roles. Plus, each project, through careful
documentation, can become a useful case study for future assignments.
Project management also makes every employee to play a specific role. It refers to the
discipline planning, organizing, securing and managing resources to achieve specific goals. A
project is a temporary endeavour with the defined beginning and end usually time
constrained, undertaken to meet unique goals and objectives. The primary challenge of
project management is to achieve all of the project goals.
Rule No. 11
Equipment and Furniture requirements
Every piece if office equipment is not needed to run a smooth operation. But certain products
are required that are going to optimize people’s performance. What you need and how much
it will cost are simple but important considerations.
Check out what office equipment is needed for a good introduction. Also keep the computers
updated with proper time to time maintenance as they now in a lead role in almost every
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office. Sitting arrangements in the office premises should also be equally importance as
sitting postures are directly proportional to the amount of work done.
Rule No. 12
Information Management
It is the information age, and humans are consuming more raw data today than in any other
time in history. Information needs to be housed somewhere, and it is often kept in files so that
you can make reference to specific documents at a later stage.
As an office manager, it is important to manage the filing and indexing for both digital and
hard copy documents. Arrange your digital folders effectively so that you are able to find
certain documents with ease. Hard copies should be filed away and clearly marked so you can
retrieve these documents at any time. Proper filing will enable any one to retrieve the data
anytime even in the absence of the employee who is handling the filing system.
Conclusion
Office management is the process of dividing work into convenient tasks or duties, of
grouping such duties in the form of posts, of delegating authority to each post and of
appointing qualified staff to be responsible that the work is carried out as planned. It becomes
a great concern for the top management. It is the function of the management to organize,
guide and control the whole activities of the office personnel for a common aim. Therefore it
has been concluded that with the appropriate support of the work culture, the above
fundamental rules of office management play very significant role in the smooth and
effective functioning of the organization. Hence all the modern organizations must follow
these rules for sustaining in the long run.
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