Principles of Office Organisation

Principles of organisation formulated by management experts are also applicable to office organisation, as mentioned below. A thorough understanding of the principles is essential for organising a good efficient office. The principles which govern office organisation are outlined below:

1. Principle of objective: Organising requires a clear definition of the objectives to be attained. Clarity of objective leaves no scope for confusion and allows everyone to direct his or her effort towards achieving objectives; The main objective of the office may be to provide information to the right person, at the right time, and in the right manner at minimum cost. The organisation structure must be so designed as to. achieve the stated objective.

2. Principle of division of labour: To achieve the objectives set specialised office functions to need to be performed by the staff efficiently. For that purpose division of work is essential, that is, the total activity must be divided into jobs and tasks. Also, units and sub-units of activities should be so defined that these may be grouped as departmental or individual activities.

3. Principle of unity of function: The sub-divided activities of a function in an enterprise must work in perfect harmony to achieve the objective. The major functions of the office are making, storing .and retrieval of records, and passing on information as and when required. All other functions to be carried out in course of performing the main function must also be linked with one another for a harmonious effect.

4. Principle of simplicity: The organisation structure should be simple and easy, understood by one and all in the organisation.

5. Principle of span of control: For effective supervision, the number of subordinates who work under an immediate supervisor should be limited. For determining the number, that is the span of control, each situation and activity should be carefully analysed. However, the nature of work and capability of the supervisor to a large extent determine the span of control.

6. Principle of parity of authority and responsibility: This principle simply states that every person in the office must have the necessary authority to do the job, for which he is assigned responsibility. For example, if a clerk is responsible for maintaining records, he should also have the authority to ask for necessary folders, etc.

7. Principle flexibility: The organisation structure should be such that it may be easily adopted to changes in the nature of business and technical aspects of the work situation.

8. Principle of efficiency: Office organisation should achieve goals at minimum cost which is the real test of efficiency. The structural design should be such that a higher level of efficiency may be achieved by individuals and groups.

9. Principle of initiative: The structure of an organisation and the superior-subordinate relations should provide for employees taking initiative for the efficient performance of the jobs entrusted to them. In other words, subordinates should not be made to feel dependent on the superiors’ orders and instructions so as to give up independent thinking.

10. Principle of continuity: The organisational design should ensure continuity and growth of the enterprise. This can be achieved if the structure of office organisation permits review of objectives, readjustment of plans and provides opportunities for the development of future staff.

11. Principle of coordination: This principle suggests that the office manager: should be able to coordinate activities of different functional departments with a view to achieving the given goals.