OFFICE ADMINISTRATION AND MANAGEMENT

Definition

It is a location, usually building or portion of a building, where a company conducts its business.

Role of office administration and management

Official correspondence communication

1. Mails

It is related to handling or delivery of letters and packages. Mail can be in form of electronic mails or use of postal address. It is always professional that after receiving a mail to respond to it as soon as possible. Most people nowadays use this mode of communication especially electronic mailing because it is fast.

2. Telephone messages

Offices can also use telephone messages also known as short text messages. Offices can also call or send a message.

Basic office stationery

  • Minor computer accessories
  • Colour/mono printer
  • Labels
  • Envelopes
  • Folders
  • Sheet protectors
  • Suspension files
  • Binders, clipboards and files
  • Pens and pencils
  • Notebooks, writing pads, post it notes and flags
  • Desk accessories
  • Adhesive tapes and dispensers
  • Markers and highlighters
  • Staplers and staples
  • Dividers
  • Calculators
  • Punches
  • Sundries e.g. clips, scissors
  • Diaries
  • Packaging material (brown paper, tape and bubble wrap)

Major common filing subjects

Filing means keeping documents in a safe place and being able to find them easily and quickly.

A filing system is the central record-keeping system for an organization. It helps you to be organized, systematic, efficient and transparent. It also helps all people who should be able to access information to do so easily.

Offices do file documents that are sent to us by other people or organizations. We also file records of all our organizational activities. These can be letters, memos, reports, financial records, policy documents e.t.c.

Equipments used for filing

  • Filing cabinet
  • Steel cabinet
  • Date stamp
  • Register
  • Filing shelves
  • Box files

General office equipments

  • Dictation machines
  • Printers
  • Scanners
  • Copiers
  • Laminating machines
  • Label makers
  • Shredders
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