Application of Efficiency in the Office

APPLICATION OF EFFICIENCY IN THE OFFICE The implementation of efficiency in various types of administrative work is classified according to the use of each source of work: 1. Use of Mind Consists of: • Mental work that uses a lot of mind should be changed as much as possible into work that can be completed solely with physical strength. • Work that consists of many visual activities should use means that make it easier to read or capture the eye. • In work that consists of several steps and is quite complicated, the initial steps should be prepared or completed first to facilitate the completion of the entire work. • Work that has opposing characteristics or that requires different work should be clearly classified. If these jobs are to be submitted to superiors, they should be presented separately to facilitate their completion. • The level of urgency in completing a job should not be too much so that it loses its meaning or is difficult to distinguish one from another or to carry it out. • Each storage place should be given the necessary identification mark or notes regarding its contents. 2. Use of Power Consists of: • Excessive hand or other body movements in carrying out physical work should be avoided. • Physical work should be changed to automatic work or carried out with the help of mechanical means as much as possible. • For each job, it should be done with both hands simultaneously in opposite directions and in one pair. • In jobs that use the fingers, the workload should be divided appropriately between each finger according to its strength. • Objects and work tools that are used each time should be placed in the work area environment that can be reached by the hands without having to move the body. • The same work steps should not be done repeatedly in a work requirement, once is enough. • Similar jobs should be carried out in one go or combined in the process. • Every physical activity should always be productive, that is, it should produce certain results and no energy is wasted. • The left hand should not be used as a kind of holding tool in the work process or just waiting. 3. Use of Time Consists of: • Days, months and years should be planned for use as well as possible so that no work is delayed, late, or neglected. • Working time should always be productive, that is, there is no time that almost does not produce any work results, no matter how small. 4. Use of Space Consists of: • Office document traffic should be attempted to cover the shortest distance by eliminating unnecessary trips or changing the position of office furniture according to the order of completion of the document. • Office equipment should be placed near the employees who use it most often to reduce the distance of walking back and forth. • Items that are no longer needed should not be stored continuously but should be thrown directly into the trash so that they do not take up space. 5. Use of Items (including money) Consists of: • Administrative materials and equipment that are purchased should be multipurpose so that they can be used for various purposes. • Purchases of consumable administrative supplies should be made at once in large quantities and sizes. • For certain administrative materials, if possible, just buy the raw materials and then process them yourself. • For each item of administrative supplies that are widely used, specifications should be provided so that there will be no wrong purchases, especially buying in lower quality • In purchasing administrative goods, one should be careful not to get caught up in saving everything. • Every use of administrative materials should be calculated in quantity and its importance should be accounted for. EFFICIENT RESOURCES In general, every organization has management elements consisting of humans, money, materials, machines, methods and markets (Tools of Management) as resources that will be managed by these resources. In detail, resources in office management consist of: 1. Office Employees These are employees or officials whose main task is to process information. 2. Office Costs In carrying out office work, of course, costs are needed, both for salaries, purchasing equipment, and costs for other needs. 3. Office Materials, which consist of: • Office stationery Office stationery, including paper, stencil sheets, carbon, typewriter ribbons and so on. These items have important uses in the information handling process so that good management is needed to avoid waste. • Office furniture Things that are included in this resource include file cabinets, desks, chairs and others that must be properly procured and used in managing information. • Office space Office work cannot be done outdoors, except in emergencies or temporarily. In general, office work needs to be done in an adequate room. • Office machines Included in this resource are typewriters, photocopiers, computers and others. • Special time for office employees In certain cases, for example for a company that does not handle information all day long, it is necessary to arrange time so that every day there is special time to handle information. 4. Office methods Namely the way of working and procedures in handling information. To handle large amounts of information and many types, the right way of working and straightforward procedures will support the achievement of office management goals. 5. Market In certain cases to market production results and other needs.