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Office Policies
Policies determine the shape of things pertaining to office activities and provide a broad guide to the course of future operation.


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As policies are important instruments for delegating authority and duty in an organization structure, the very position of office manager comes into existence as a result of policy decision. The number of activities to be assumed by the office manager and his relation with other departmental managers particularly their sectional office are indicated by the managerial policy with regard to office work. Specially, in the case of large enterprise with large activities, the number of office to be maintained the degree of centralization to be followed and their inter-relationship are spelled out in policies relating to the office work.

Innumerable office machines are available in the market for aiding the human performance in the area of office work. Mechanization of work, whether it relates to factory or to office, has distinct advantage of its own and is effected in some form or another in all enterprises. The search for economical operation, speedy work accomplishment and accurate performance has resulted in the use of machines on an expanding scale. But with the introduction of costly electronic machines and computer, the problem of mechanization has become complicated and requires decision at the highest level of management. If costly machines cannot be utilized to their full capacity and are allowed to remain idle for a greater part of the office hours, they add to the cost of operation rater tan making an economy in office work. However, machines are widely used for communicating, copying, duplicating and recording purposes, in office work. Principles of mechanization dictate the introduction of machines for those routine activities which do not call for any intelligence on the part of human beings. As such dull and monotonus operations can never be satisfactorily done by rational human beings, management finds no alternative but to use machines for such mechanization, the office policy must indicate the degree of mechanization to be effected in the organization.

Besides machines, other work facilities include office equipments like chairs, desks, safes of rile containers. Office equipments should be standardized as far as practicable and they must contribute towards effective performance of office work by way of providing sufficient comfort and convenience to office personnel. Hence, size, design and quality of office equipment have an important way over the effectiveness of office work. Acquisition of poor and non-standardized equipment does not result in any economy of operation, on the contrary the poor quality of equipments is reflected in poor performance of work. As a result, penny saving in the purchase of equipments is heavily counterbalanced by the pound loss in human efforts. Usually, the standard of office equipments is specified in the policy after making an assessments of working conditions and nature of work.

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