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Introduction and Importance of Office

Resources

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• Quiz

Introduction

"The office resources are the human, physical and financial resources which are utilized for

 performing all the actiities in order to achiee the organizational ob!ecties"

#n organization is established to achiee definite ob!ecties $n order to achiee such ob!ectie,

it has to perform a number of functions To perform these functions smoothly and efficiently, theorganization re%uires enough office resources The %uantity and %uality of the office resources

needed to the organization depend upon its nature, size and olume of transactions &ffice

resources determine the competitie position and oerall success of the organization $n fact,modern office resources help to satisfy the customers and increase the goodwill of the

organization

Meaning and definition

&ffice resources are the inputs which are the means for obtaining outputs The office resourcesare manpower, materials, and sources of income, means of transportation and means of

communication The office resources are the tools that support to perform all the actiities of the

organization for achieing its goal The following is the main definition of office resources'

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"&ffice resources refer to all those means including manpower, which support the operation of

office procedures" (S.P. Arora

)rom the aboe definition, it can be concluded that the office resources are all the facilitiesaailable in the office li*e men, materials, and supplies, furniture and e%uipment, money, means

of transportation and communication which are utilized to perform all the actiities for achieingorganizational ob!ecties

Needs and Importance

+ It helps to perform official activities: The office resources are necessary to perform alltypes of manufacturing, administratie, selling and distribution actiities of the

organization Qualitatie office resources with re%uired %uantity help in the smooth and

efficient functioning of office procedures

It helps to provide better products and services: The office resources are basic for

 producing %ualitatie products and serices The %uality of product and serices dependson the %uality of resources introduced -etter resources proide better results or outputs

. It helps to maximie profit: Efficient human physical resources assist in producing%ualitatie outputs at the least cost /tandard products and serices satisfy needs and want

of the customers which help in increasing sales increases the efficiency of the staff

0 It helps to save time: Eery organization should complete its actiities within the

specified time period The cost of the !ob done depends on the time spent on it 1odernoffice resources li*e computer, calculator and photocopy machine helps to perform the

official wor* with a greater speed which saes aluable time of the employee$t helps to

increase goodwill' 1odern office resources play an important role in ma*ing the outloo*of the office attractie which helps to satisfy employees and other concerned partiescreate positie impression in the society which helps to increase the goodwill of the

organization

2 It helps to increase good!ill: 1odern office resources play an important role in ma*ingthe outloo* of the office attractie which helps to satisfy employees and other concerned

 parties create positie impression in the society which helps to increase the goodwill of

the organization

3 It helps to minimie cost: 4roper management and utilization of office resources help to

minimize the cost of products and serices 1odern office resources assist in producing%uality output in a greater %uantity which results into a lower cost of production

5 It helps to increase efficienc": 1odern office machinery and e%uipment help to perform

the assigned wor* with greater accuracy and reliability 6hances of errors are almosteliminated by using modern office e%uipment li*e computer, calculator and photocopy

machine $n fact, accuracy helps increasing reliability in official wor*s$t helps to obtain

greater 

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It helps to obtain greater output: Every organization makes an efort to

obtain a larger quantity o output with the least amount o resources. Such

eforts can be materialized by managing and utilizing right type and amount

o oce resources. In act! the right type o  "ypes o #ce $esources

%&anpower'

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&anpower

1anpower refers to all the staff who is appointed in different positions for performing

administratie, clerical, as well as technical !obs $t is also *nown as office personnel 1anpower 

is the only liing resources which utilize other resources in order to perform official actiities

The organization should estimate a suitable number of staff for a gien period The act of

estimating the re%uired number of staff in different positions of the organization is called

7arbandi $t aoids the situation of oer and understaffing and helps in controlling labor cost

 "ypes o manpower

The manpower can be diided into administratie and technical according to the nature of !obs to

 be performed

,. Administrative manpower: "he manpower who involves in preparing plansand policies! implementing them into practice and controlling whole activitieso the organization is called administrative manpower. "hey perormadministrative as well as clerical works. "hey perorm a speci-c ob and donot require specialized knowledge and skill to perorm such ob. "hey prepareplans and policies and implement them into practice. "hey direct!communicate! coordinate and control the activities o the organization. "he

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oce chie and oce assistant are the e*amples o administrativemanpower.

/. Technical manpower: "he manpower who have specialized knowledge andskill required to perorm a speci-c ob is called a technical manpower. "hetechnical manpower requires specialized knowledge and skill to perorm it.

 "he oce appoints skilled! semi0skilled technical manpower as per itsrequirement. "he staf who are highly e*perienced! trained and havespecialized knowledge are skilled manpower. "he semi0skilled manpowerdoes not have the same degree o e*perience! training! and knowledge as theskilled manpower have. "hey assist to the skilled manpower to perorm aspeci-c technical ob. Similarly! unskilled manpower is that staf who do nothave any specialized knowledge and training but assist the skilled and semi0skilled manpower to perorm a speci-c ob.

&anpower 1evelopment

1anpower deelopment is an act of updating present manpower for performing future wor* in

the changing enironment by increasing *nowledge, s*ills and capacities of the employees $trefers to the tas* of updating the present manpower $t is the process of preparing manpower to

cope with the changes in the organizational enironment $t is concerned with increasing the

*nowledge, s*ills, attitudes and capabilities of the present staff of the organization $t helps in

 preparing the staff to wor* effectiely and efficiently in the organization $t enhances personal

competencies re%uired to perform present and future !obs The manpower deelopment is done

through training program, seminar, wor*shop and field isits $t can also be done by proiding an

opportunity for future studies, ma*ing the ealuation of performance and proper counseling of

the employees

8 office resources helps to obtain a large olume of outputs

Materials and Source of Income

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Materials

1aterials refer to all durable and non(materials items re%uired by the office to perform all itsactiities, accurate and systematic manner These materials help the manpower to perform

official actiities efficiently These proide comfort, reduce tension, monitor, and fatigue These

also help to increase the wor*ing efficiency to the staff

There are two types of materials'

+ #urable materials: 7urable materials are those materials which help to generate regularincomes for an organization The durable materials are useful for more than one year

These materials are aluable economic resources and will proide a future benefit to the

organization They are treated as fixed assets of the organization These materials are bought for the purposes of using in the organization and not for reselling 4lant,

machinery, furniture, e%uipment, and ehicles are some of the examples of durable

materials

Non$ durable materials: Non( durable materials are those materials which are used forthe purpose of manufacturing or selling or operating office and administratie actiities

These materials are consumed within one year The amount spent on these is treated as anexpense These materials help in maintaining incomes These materials help for thesmooth operation of manufacturing, administration and selling actiities of the

organization Raw materials, wor*( in( process, finished goods, stationery and supplies

li*e papers, carbon papers, pen, pencils, in*s, stamp pad, staplers, file coers, and

registers are some of the examples of non(durable materials

Sources of Incomes

The reenue which is earned by selling and distributing goods and serices on a regular basis is

called sources of income $t also includes reenue earned from non(business actiities #n

income refers to financial benefit or reenue $t is earned against the goods sold or sericesrendered Eery organization re%uires regular sources of income /uch incomes are essential to

meet regular expenses and to ma*e a surplus # number of incomes is essential to determine the

stability, growth, competitieness and goodwill of the organization The main sources of incomefor the goernment are income tax, alue added tax, interest tax, customs duty, excise duty,

donation, etc The sources of incomes can be classified as follows'

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+ Regular incomes: Regular incomes are those incomes which are earned by selling goods

and rendering serices These incomes are earned continuously throughout the year

$ncomes from the sale of goods or rendering serices, discount and commission receiedare the examples of regular incomes for a business organization /imilarly, alue added

tax, income tax, customs duty and excise duty is the examples of regular incomes for the

goernment

Other incomes: &ther incomes are those incomes which are not earned regularly Theseare the incomes other than regular incomes Rent receied, compensation receied and

interest receied are some of the examples of other incomes for a business organization

/imilarly, donation, grant, and loans are some of the examples of other incomes for thegoernment

Means of %ransportation

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 Note

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Transportation means the process of physical moement of products and people from one place

to another place The means which are used to transport products and people from one place toanother place inside or outside the country is called the means of transportation $t facilitates to

distribute goods from the production place to another place inside or outside the country $t helpsin widening the mar*et and ma*ing a large olume of sales $t saes the aluable time of the

office personnel The car, bus, motorcycle, aeroplane, ship, etc are the different examples of

means of transportation The means of transportation used under different modes are as follows'

+ Road transportation

The act of carrying products or people from one place to another through land routes is

*nown as road transportation $t is a cheap, conenient and relatiely fast mode of

transportation $t is an important mode of transportation for carrying goods, products and

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 people especially in a landloc*ed mountainous country li*e Nepal 6ycle, motorcycle,

car, bus, tractor or truc* are some of the examples of means of road transportation

Rail transportation

The act of carrying products and people from one place another through railway is *nownas rail transportation $t is cheaper road transportation $t is an old mode of transportation

$t is more reliable as compared to road transportation Railway transportation facility is

extremely limited in Nepal

. &ater transportation

The act of carrying products and people from one place to another place through the la*e,

canal, rier, sea and ocean is *nown as water transportation $t is the cheapest and oldest

mode of transportation $t is an extremely slow mode of transportation $t is used fortransporting bul*y products to a distant place 9ater transportation facility is %uite

limited in Nepal -oat, motor boat and ship, are the some examples of water

transportation

0 Air transportation

The act of carrying products and people from one place to another place through airwaysis called air transportation $t is the adanced mode of transportation $t is the most

expensie but the %uic*est mode of transportation $t is mostly used for traelling to a

distant place, carrying mails and transporting aluable and lighter products )or amountainous country li*e Nepal where ade%uate road transportation facility is not

aailable, the air transportation is an extremely useful mode for transportation The

 balloon, :elicopter, ;et are some of the examples of air transportation

2ommunication

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• )ideos

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6ommunication is a systematic and continuous process of telling, listening and understanding

the official information The process of exchanging the information, ideas and opinions either by

spea*ing or writing or using the symbols between indiiduals and departments inside or outside

the organization is called communication 6ommunication is the chain of understanding which

 binds all the persons and departments of an organization together and directs them to achiee the

organizational goal

Importance o communication

,. It helps the management or ormulating organizational obectives! plans!policies! and programs.

/. It helps the e*ecutives or settling con3icts and misunderstanding betweenpeople and departments.

4. It helps the management or the successul implementation o the plans!policies! and programs.

5. It helps the e*ecutives or making sound decisions.

6. It helps the management or evaluating the perormance o e*ecutives andassistant.

7. It helps the management or the directing! coordinating and controlling theactivities o people and departments o the organization.

 "ypes o 2ommunication

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#n organization transfers the information either to the people and departments inside or outside

the organization :ence, the communication can be classified into internal and external as shown

 below'

Internal communication

The act of exchanging information between the people and departments inside the organization is

called internal communication This communication ta*es place for passing instructions and

orders from superiors to subordinates and reporting performance, achieements and problems

from subordinates to superiors $t also ta*es place between or among the departments for

informing and coordinating their actiities The internal communication can be diided as

follows'

,. Downward communication: "he process o transmitting the ocialinormation by superior to subordinates is called downward communication.#rders! instructions! and directions are given by the superiors to the

subordinates and departments. Since the inormation 3ows rom the top levelto middle and lower level o the organization! it is termed as downwardcommunication.

/. Upward communication: "he process o transmitting the ocialinormation by subordinates to superiors is called upward communication.8erormance! progress! achievements! problems! and suggestions arereported by the lower and middle level to the top level o the organization.

 "he inormation 3ows rom the lower and middle level to top level o theorganization9 it is termed as upward communication.

4. Lateral communication: "he process o transmitting the ocial inormation

among the departments and e*ecutives o the same level is called lateral orhorizontal communication. "he sectional or departmental heads e*changetheir views or solving serious problems o the organization afecting theworkings o all these sections or departments. "he inormation 3ows betweenor among the departments or e*ecutives o the same level o theorganization! it is termed as lateral communication.

E*ternal communication

The act of exchanging information between indiiduals and offices outside the information

 between two offices or organizations is called external communication $t flows the information

relating to the ob!ecties, products, prices and position of the organization to the society $t also

receies the information relating to needs, wants, interest, attitude, complaints and suggestionsfrom the customers and other concerned parties of the society External communication ta*es

 place between two different offices inside or outside the country The external communication

can be diided as follows'

,. National communication: "he process o transmitting the ocialinormation between two oces or organizations within the country is called

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national communication. It 3ows rom one organization to anotherorganization and hence it is called inter0 oce or inter0organizationcommunication. It also includes the act o e*changing inormation betweencentral level oces %ministries! departments! and constitutional bodies' andoperating level oces %regional oces! district oces! and proects' o thegovernment.

/. International communication: "he process o transmitting the ocialinormation between oces or organization o diferent countries is calledinternational communication. It 3ows rom one organization to anotherorganization outside the country. It is also called inter0 countrycommunication. "he international communication is contributing a lot inoreign trade! oreign relation! oreign employment! abroad study andremittance o money. It is also used to control international crime andterrorism.

&eans o communication

The tools and technology which facilitate for exchanging information, ideas and opinions

 between people and organizations of different places is called means of communication The

office uses a suitable means of communication to pass a particular message to be communicated

The selection of the right means of communication also depends on aailability and suitability of 

the means of communication Telephone, telegram, fax, e( mail, the internet, and telex are some

of the examples of important means of communication The means of communication under

different modes are as follows'

#ral 2ommunication

#ral communication

The method of exchanging information erbally is called oral communication The information is

 passed from one place to another place by spea*ing The following are some of the important

means of oral communication'

,. Telephone: "elephone is the popular and quickest means o oralcommunication. It is a modern technology o e*changing inormation

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between two persons or oces o the satellite transmission system! themessage can be sent through the telephone in any part o the globe withoutany wire communications system. (epal "elecom 2ompany td. is the ullgovernment0 owned company established in (epal! in ,;<= >.S. ordistributing telephone lines. It has also been distributing mobile phones to itscustomers. "he government has opened the door or a private sector to

distribute telephone lines and mobile phones. "he telephone is an importantmeans o communication or all business! government oces! socialinstitutions and individuals.

/. Radio and Television: $adio and television are the mass means ocommunication. $adio (epal and (epal television are the government0ownedenterprises which are established in (epal in /==< and /=5/ >.S. respectivelyto provide mass communication service in the country. ?& radio andtelevision stations are being established and operated in the private sector aswell. "hey are the quickest means in relaying the messages in widergeographical areas o the country. "hese are equally suitable or makingadvertisement o diferent products which helps to increase sales volume.

@ritten 2ommunication

@ritten communication

The method of exchanging information by writing is called written communication $t is the flow

of information in blac* and which is the most reliable communication )ollowing are the

important means of written communication'

,. Fax: It is an electronic system o telecommunication which uses thetelephone line to send messages rom one place to send the message romone place to another place. It is one o the popular means o thecommunication device by which te*t and graphics rom source can betransmitted and received in the same ormat. It is quite suitable means ocommunication or sending lengthy messages to a distant placecomparatively at a lower cost.

/. Electronic mail (e mail!: An e0 mail is generally a te*t message sentthrough the computer. It is done with the help o telephone and an internet

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service provider. >ut there are companies like hotmail.com! yahoo.com!gmail.com and redifmail.com that provide ree mail0 bo* to its clients. E0 &ailis the cheapest and the astest means o communication. >ut it cannotalways be called the saest. Bour email can be stolen or deleted by the personyou never know. here is the e*ample o an email id inoCkullabs.com! this isthe email address created by kullabs smart school. Dence! we can send a

message to kullabs smart school using this email address.

4. Internet: Internet has become a global market. &any people havetransactions o millions o dollars everyday. E0 2ommerce is only possiblethrough the internet. So! this is a better means o communication o thismodern age. Internet is the latest advanced technological in the -eld ocommunication. It helps to promote trade and industry. "he big world isshrinking to a small house due to the internet. It acilitates in the -eld obanking! insurance! education! health! health! oreign trade! and deense. Ithas changed the lie style o the people and opened the door or an additionalemployment opportunity.

5. Tele"ram: "elegram is a wireless system o communication. It is the act otransmitting the message to a distant place without wire connection system.It is quite suitable or the relaying! urgent and short message. "he cost o thetelegram depends upon the length o the message and its urgency. "hedevice used to send the message is called telegraph. "he message sentthrough telegraph inside the country is called telegram and outside thecountry is called cablegram.

6. Letter: A letter is a written message on certain subect or problem. It ise*changed between individual and oce with some de-nite obectives. It is aormal means o transmitting ocial inormation! order! instruction! direction

and guidelines rom one department to another department and one oce toanother oce. etter writing is the most importance unction oadministrative activities are carried out perectly and efectively.

Symbolic communication

Symbolic communication

The way of exchanging information by using different symbols is called symbolic

communication These symbols carry definite meaning and meaning of such symbols is %uite

familiar to all The red, yellow and green traffic light of cross( roads, period bell used by

educational institutions, call bell used by executies of an office, the facial expression of fear,

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anger, emotion, sorry , surprises reflected by human being, gestures, signs, and symbols are some

of the examples of symbolic communication

'arriers to (ffective )ommunication

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'arriers to (ffective )ommunication:

#n organization performs all the actiities through proper communication To perform theorganizational actiities smoothly and efficiently, effectie communication plays a ital role

Effectie communication ma*es the receier understand the meaning of the message as per the

intention of the sender $t ma*es the receier see and feel as the sender does The effectie

communication plays an important role for the successful operation of the organization Thereare a number of barriers to effectie communication These barriers are the bloc*age,

 brea*downs, and disruption in the flow of the message 7ue to these barriers, the receier cannotunderstand the meaning of the message as per the intention of the sender These barriers create problems in responding the message and carrying actiities as per the intention of the sender The

 barriers to effectie communication results due to the following reasons'

+ $f the symbols used in the message are not correctly understood by the receier

$f the information is manipulated as per the interest of the sender

. $f the message is to be transmitted to a long distance

0 $f the sender uses technical and difficult words in the message

2 $f the sender uses long and complex sentences in the message

3 $f the receier has poor listening and understanding s*ill

5 $f the enironment of fear and mistrust exists between sender and receier

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-esides the aboe reasons, the barriers to effectie communication also result from incorrect

address, unclear writing, incorrect typing, incorrect pronunciation, use of inappropriate color and

 poor printing of the message