Office Management and Secretarial Practice — Vikas Sharma, Bhupender Singh

Unit I: Office and office Management
Meaning, Functions of office- primary and administrative functions, Importance of office. Relation of office with other departments of business Organization. Concept of paperless office, virtual office, back and front office, open and private office. Definition and elements of office management, duties of an Office Manager.
Unit II: Filing, Indexing and Office Record Management
Meaning and importance of filing, essential of good filing system, Centralized and decentralized filing system. Office forms– Meaning and types of forms used in business organization, advantages, objectives, principles of forms designing, specimens of forms used in office. Office Record Management – Meaning, importance of record keeping management, principles of record management and types of records kept in a business organization.
Unit III: Office Correspondence
Official Letters, Demi-official Letters, Business Letters, Layout (Format) of Business Letters, Types of Official and Business Letters, Report writing, types of reports, Office Manuals – Meaning, need, types of office manuals and steps in preparing of office manuals.
Unit IV: Secretarial Practice and Meetings
Secretary: Meaning of Secretary, Types/Kinds of Secretaries, importance of Secretary, qualifications and qualities of Secretary, duties of Secretary, changing profile of the Secretary. Meetings- Meaning and purpose of meetings, types of meetings, preparation for meetings: Notice, Agenda, Quorum, Role of Chairman, Minutes of meetings, duties of Secretary before, during and after a meeting, additional terms used in meetings.
Unit V: Handling of Mail
Handling of Mail: Meaning of Mail, Need for establishing inward and outward mail routines, Nature of Mail – E mail and Physical Mail, Types of Mail – Inward Mail, Outward Mail and Inter-departmental Mail, Handling of Inward and Outward Mail, Mechanizing of Mail Services, Services provided by Courier Companies.