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providing congenial working conditions including the machines and equipment
down to recruitment, placement and training of office personnel, motivating
them to work and controlling the work. On one hand, he should be responsive to
the higher management of the enterprise, on the other hand, he has to take work
from his subordinates and use tact for getting the same done. It has really become a
challenging job in the modern days and only tactful and competent persons can hold
this assignment. Though there is no watertight compartment in which we may keep
the functions of the office manager because of the fast changing pattern of business
needs, yet common and important functions are summarized below:

a. Perform managerial job
The primary functions of management, e.g., organizing, directing, controlling, etc.,
have to be performed by the office manager. In planning, the office manager has to
decide in advance what is to be done and how the work is to be done. As per the
policy frame work of top management, the office manager has to prepare plans,
programs, budget, etc. In organizing, the office manager has to divide and distribute
the entire office work amongst persons, allocate the jobs, delegate authority and fix
responsibility. For this purpose, a suitable number of sections or departments may be
created in the office, like cash, accounts, typing and duplicating, filing and indexing
sections and so on. Specialized persons may be entrusted appropriate jobs and the
manager may ask them to report progress from time to time. In directing, the office
manager has to motivate office personnel to do the right type of work for the office
by way of appreciating their work, giving them incentives or punishing them for
their mistakes. For the purpose of controlling, the office manager has to assess their
performance from time to time by fixing the standards and evaluating the actual work.
All these are management functions which are performed by the office manager.

b. Office location, accommodation and layout
The office manager has to select the site for the office by taking into account the
various factors, decide on the office premises and the layout so that the office work
may be performed efficiently without wastage of time and man-hours. Making the
changes effective in the organizational set-up of office is also a part of the job of the
office manager.
c. Providing working environment

The office manager has to ensure that proper and adequate physical conditions
are provided at the place of work. This may include colouring of walls, furnishing,
lighting arrangements, maintaining suitable temperature by way of coolers or air
conditioners and ventilators, arrangement of sanitation and cleanliness, provision for
toilets, water-coolers, canteen, providing safety and security in the office and taking
measures for reducing internal and external noise. All human beings are governed
by their whims and desires. As such, they can only work efficiently under good
atmospheric conditions.

GREEN – Office Practice and Accounting 9 11