FOLDERS

Folders are the basis of filing because records are kept in the folders first. It is creased at the bottom to hold papers , letters and other records . Several types of folder are designed for special needs . They are made of manila papers or some other strong flexible substance. Now a days , plastic folders are being widely used. The front of the folders is slightly lower than the back. The extended back or the tab is used to write the caption .It also provide the necessary details about the contents. Folders tabs are obtainable in nearly any cut or position desired. In the cabinet when folder are kept , the tabs or extended edges are visible in a sequence so that captions can be read easily ,quickly and promptly. The folders may be of two kinds, in one the papers are held by clip or holder or punched hole device and in the other the papers remain loose.

GUIDES

Guides are the key to efficient filing. It helps in filing and locating folders accurately and quickly. Without them , records will not stand up right properly in the drawer. Guides are usually made of heavy cardboard or press board. This materials is strong enough to last a long time,and also to help hold the records in an upright position.
guides also serves as signpost to speed finding and filing folders. Records are always fled behind the guides, which indicates their position. To make visible all the tabs of the guides, these tabs are often staggered so that the second tab is at the right of the first, and so on. Without guides we would be wasting a great deal of time in finding records. The number of guides , the tab size and position , and the quality of construction depend upon the filing system being used . Guides can be alphabetic guide , geographic guide , numeric guide , out guide etc.

OFFICE LOCATION

As we all know that , Office is a place where business work are carried on. Office needs a building. The building should be capable of providing sufficient place of work. It must be located at a place where work of flow must be smooth and official activities can be performed efficiently. This is known as office accomodation . The arrangement of all physical components and departments in appropriate building and location. Office location is the physical facility of an office. The place of work and its surrounding are important factors which affects the efficiency of employees to a large extent.It is very necessary for the smooth of the work .It will also helps to increase the efficiency of the work. It contains the different factors like vantilation, furniture, offie equipment , secrecy, security, safety etc.

OFFICE MANAGEMENT

Management is a universal process in all organized activities. Whenever there is certain number of people working together for a common goal, some kind of management becomes essential. Without a proper management, the organization can not work properly. So, the organization need someone to manage the organizational activities. The direct effort of a personnel toward the acheivement of goals of organization is management.

Office also need a proper management to operate it efficiently and effectively. The main objective of the office is to provide service to all the department in the organization. Receiving the information, recording , processing, supplying and retaining are the major function of the office. The branch of management which deals with the performance of these functions is called 'office management.' Office management is concerned with the application of theprinciple of management for getting work done through office. In other words, office management is the application of management process to the office activities. According to George R terry,'office management can be defined as a task of planning, coordinating, motivating the efforts of others towards the specific objectives in the office.'

Therefore , the management of office or an organization for acheiving the goals of organization or to run the organization properly , smoothly and efficiently is known as office management. The office management is concern with the following elements:

• Personnel : It is a person who is respon sible to manage the organization or office. It is the main element among this component. There should be sufficient number of trained personnel. The office personnel must be selected properly , placed, trained, promote ane controlled for the purpose of accomplishing desired goals.
• Means : Means are the tools with the help of which official activities are done or performed. It include the materials , machines, and equipment required by the office personnel or for office work.If the office is not provided with the appropriate means, it is very difficult to manage the organization properly.
• Environment : Environment plays an important role for managing the office and for efficient and effective office work. It means the sorrounding where emplyees work. It include the factor like layout, interior decoration, lighting, vantilation , cleanlines etc.
• Purpose : An office has to set up definite purpose. The purpose purpose of the office provide direction and guidelines to other activities. If the purpoise of the office is cleared then efforts and activities can be directed in its acheivement.

So, office management is a distinct purpose of planning , organizing , staffing , directing , and controlling office work in order to perform office work efficiently and effectively to avheive the objective of the organization or enterprise.

FUNCTION OF THE OFFICE MANAGER

The basic function of the office manager is to plan, organize and controll office services. The function of the office manager may be varies from place to place because of its nature, size and volume of office work. Some of the function are as follows :

• He has to plan , organize and control the office in order to acheive the goals of the organization.
• He helps in determining the manpower requirements, recuiting , selecting, and training people to perform the office work efficiently and efectively.
• He acts as the line executive for his own department and staff executive or advisor for other departments.
• He has to select , designand plan the office layout so as to ensure smooth flow of work.
• He is incharge for safeguarding and maintanance of building and other assets of office.
• He has to observe the rules, procedures and policies of the management within the office.
• He has to design and improve system , procedures and methods.
• He has to maintain good relation with the outsiders or general public in order to create good image for the organization.
• He has to influence , inspire , and guide subordinate and get the best out of the office staff.
• He is responsible for procurring suitable machines , equipment , furniture , stationery and other suppliers and for maintaining good working conditions so that effiency can be increased.

Therefore, these are the function of the office manager which helps to manage and control the office and helps office to work efficiently and properly.

OFFICE MANAGER

An office manager is the incharge of the office .He is the one with the work of managing the office work. He is an executive whose main aim is to manage, organize and control the office in such a manner that organization can perform efficiently and effectively. He is to decide about who is to do the work, how the work is to be done and how much to be done. He is the key person of the organization. He acts as the liasion officer between the top manager and the subordinates. He is responsible for the function that are performed in an organization. He has the power to take decisions. He acts as a leader, organizer, and counselor to promote the office.

According to the S.P.Arora,'' offfice manager is an executive who is incharge of the office and whose chief function is to organize and contorll it, and he integrates the work of the office with that of other department."

Therefore , office manager is the key person or the executives of the office whose main responsibilities is to manage , organize and control the office in such a way that organization can work or performed efficiently , effectively and properly.

FILING AND IT'S PROCESS

Filing if the process of systematically classification and arranging record so that they will be kept safely and will be obtainable without delay when required . When the mail clerk receives correspondence in an office , it is opened and date stamped and later delivered to concern personnel . However ,secret letters aren't opened. after correspondence has been released for filing it travels through five distincts steps or pocesses.

1. Inspecting :
Before filing the corrsepondence, it is necessary to check for release make -checking the release mark in the correspondence is known as inspecting. This is the first step in filing process . Release mark is the authority to life.

2.Selection of caption :
Selection of caption is the mental process by which the names , subject or other caption is determined . Caption is a name or heading under which correspondence will be filled. The selection of caption should be which the correspondence is most likely to be requested.

3.Coding :
After determining the caption under which the piece of correspondence is to be placed in the files such names are marked in the correspondence. Marketing the caption is coding. The caption selected for the cross reference should be underlined or written.

4. Sorting:
After correspondence has been inspected and coded, they should be arranged in conplete alphabetical sequence. Sorting is the process of arranging the caption in alphabetical order after coding.

5. Storing:
The last step in the filing process is the actual placement of the records in the files which is known as storing. The correct file or folders should be lifted and correspondence should be placed in the foldes.

Thus, the process of filing should be done in systematic manner.

INFORMATION ABOUT THE MAILING LIST

The mailing list is the list of names and adresses of costumers, sales prospects or suppliers to whom letters are required to be sent from time to time. The mailing list once prepered is by no means permanent . It must be kept up-to-date by necessary addition and subtractions . otherwise, the list will be lose much of its importance and the letters addressed on the basis of old list will result in waste of money and effort . Mailing list are valuable only if they are up to date . A good method is to keep on 5*3 cards and to periodically add new names and weed out old names . When a list consist of many names addressing of sales and other promational litrature is faciliated by the use of addresing machine. If according to mailing list , business reply card and self addressed envelops are sent to proper persons , they are sure to effect good sales.

SECRETARY

Secretary means 'one entrusted with secrets'. The word 'secretary' has been derived from the latin word 'secretarious' which means 'a confidential writer or notary'. The secretary has come to play dominant role in society. He is indespensible or important person in commerce, industry, and other institutions. The secretary has to attends the routine activities and affairs of the association or the organization. A secretary always perform their work on the behalf of others who appoints them. According to the ''Oxford Advance Leaner's Dictionary'' defines the word secretary as 'a person who works in an office, working for another person, dealing with letters and telephone calls, typing, keeping records, arranging meetings with people etc.' Secretary is a person who is incharge of records, correspondence, minuates of meetings and related affairs of an organization, company, associations, etc. A secretary is responsible to supervise the clerical work,handling correspondence, recording highly confidential materials,and relieving for boss of routine duties. In short, a secretary is a person who works in an office or organization, works on the behalf of other who appoints them. There are different types of secretary employed in organization.They can be classified in six categories on the basis of their nature and functions.

1. Private secretary
2. Secretary of club or association
3. Secretary of a cooperative society
4. Company secretary
5. Secretary of local bodies
6. Secretary of a government department.

RECEPTIONIST

A receptionist is s valuable assets of the boss and organization. Receiptionist is the first person callers meet when they arrive at an office. Receptionist is the person who is responsible to handle the callers or visitors at first in the office. The first impression that a visitor gets about the office or organization is through receptionist. Her main duties is to receive and asist the callers, who may wish to see a particular person or to make a general inquiry. a receptionist has to welcome the callers and ask them polietely about the purpose of visit. She must provide the necessary information to the visitors. She must posses some essential qualities. She must be smart and good looking. She must have pleasent voice, good persanality,and willingness to assist the visitors. Her courteous action and diplomatic action or treatment to the callers will create goodwill for both boss and office. She can maintain reputation of cordiality and service. A receptionist plays an important role in any office. Her main responsibility is to greet the callers, determining their purposes ,keeping the record of callers,putting the visitor at ease, turning the visitors away,refering the visitors,handling the executive,s appointment etc.