Office Management, Knowledge Management in office, Documentation, Billing and other. By ABHAY V. KAMAT

Transcription

1 Office Management, Knowledge Management in office, Documentation, Billing and other practice strategies By ABHAY V. KAMAT

2 Objectives Soul Searching Introspection Improvement, if possible

3 Components of the office Management Place and physical conditions Knowledge and Knowledge management Technology Human Resources and administration Process of the work Clients and client Relationship Deliverables Records and Documentation Billing and recovery Work planning Marketing Goodwill and brand building Self development Challenges for future Strategies

4 Assets at your disposal Healthy physic Ability and Brain Time Enterprise and leadership skills Goodwill, if created

5 Office Layout Reception and telephone operator Waiting room Working desks Lighting Storage -Filing cabinets, books, records and documents, working paper files, consumables (safety and retrieval) Sitting arrangements Dining

6 Place and physical conditions Office layout Reception and waiting hall Sitting arrangement Working conditions atmosphere and lighting Storage of files, documents, books and records Minimum facilities. Wash room, dining, drinking water, etc.

7 Knowledge and knowledge management Knowledge bank. Human brain and library Systematic storage of the knowledge and effective retrieval Use of technology for knowledge management Internal meetings, training sessions, sharing of the knowledge. Effective use of internet.

8 Technology Computer and computer system Application software and its use Use of laptops, data cards File storage system on the computer system Effective backup Telephone and intercoms Organizing software

9 Human resource and Administration Acquisition and assessment of human resources Maintenance of HR Motivation Compensation Job satisfaction Physical vs. emotional needs Appreciation, delegation, execution of work Discipline and HR policies

10 Process of work Standardization of products Well drafted process manuals and programs Delegation of work ( control, review and monitor) Value for training induction, technical and advance training ) Soft skills training ( development of skill of communication/presentation) Maker checker concept and review mechanism

11 Clients and client relationship Acquiring the clients maintaining them Understanding the client requirements Assessment of available resources and capabilities. Clarity in communication and further course of action Time count and conversion of time into money

12 Clients and client relationship (cont.) Preparedness for the meeting Quotation of fees before hand/insisting on advance. No bargaining Strategy for last minute assignment Social relations with the client vs. professional behavior Feedback & Measurement of client satisfaction

13 Deliverables Quality of the deliverable Input.. Process.. And final deliverables. Control aspects Problems of assignment of job, cut and paste scenario, packaging. Proper work plan and accountability for the activity

14 Records and documentation Filing system (client wise and subject wise ) Indexing of files Maintenance of library, books and other records Confidentiality of the contents Working paper files Administrative records. AMC, Leave record, training records, work planning records

15 Billing and recovery Prompt billing and reminders for the outstanding amounts Tracking of unbilled job Finance and billing to be separate office function Collection of TDS certificates Banking and financial planning

16 Work planning Work calendar Standardization and preparation of work instructions Defined duties and responsibilities Identified place for the people and records Punctuality Proactive behavior

17 Marketing Website and firm profile Personal meeting to be converted to the professional meeting Past employees and articled students Presentations on different subjects in public forums Quick response

18 Goodwill and brand building Letterheads and stationary Signature on Lettering and presentation style of the report Dress code Behavioral pattern When you want to say NO don t say YES Developing the specialised area

19 Self development Time management time zones (administration, Creative, routine disposals, visits, telephones, s, etc.) Time sheet, diary, etc. Health management Knowledge management Delegation and disposal Thinking out of box

20 Challenges for the future Changing laws Demanding clients Tough competition Regulatory check and peer review Technological up gradation

21 Strategies Goal setting.. Short term, medium term, and long term. Team building. Networking Quality control and timely delivery Proactive professionalism

22 Thank You!! Abhay V Kamat akamat@mmchitale.com