Tools used in Office Management

1. Office Management
Using Open Source tools

2. Data Collection
• Number of tools are online available to collect the data likewise;
• Google Docs : for winword documents
• Google Sheets: An excel format under which no. of users add the data simultaneously
• Google Forms: A proper designed format which present the data in pictorial format as
well as in google sheets
• Kobbo Tool Box: A tool designed by huminatrian group.
• #tags: using social media (for opinion purpose)
• Open data kit
• Survey Monkey: Online forms
• Field surveys etc…

3. Data Analysis
• MS Excel by Microsoft
• SPSS by IBM

4. Information dissemination
• Government servers
• Websites (Google sites)
• Social media
• Google docs/sheets
• Blogs
• Slideshare
• Data.gov.in
• Video Conferencing
• Youtube
• LAN Messenger

5. Drafting
• Text – to Speech Software:
• Gboard in android
• G-Docs
• Window tools
• MS Word/ Open text software
• References
• Auto - Indexing
• Proof reading

6. Planning and Management
• Analysing previous data for setting up the
goals.
• Use of Gantt Chart for setting the timeline.
• Using Calendar; to behave as a personal
assistant.
• Pictorial representation of work/fund-flow.
• Specialized Softwares.
• Microsoft Kaizala app to co-ordinate between
the teams.

7. Planning and Management
• Take notes: Keep
• Pictorial representation of work/fund-flow.
• Specialized Softwares.
• Microsoft Kaizala app to co-ordinate between
the teams.

8. Data Storage
• External storage Devices:
• DVD / CD / USB Device / Hard disk
• Cloud computing
• Microsoft’s One Drive
• Office 365
• Google Drive
• Sharing Google Docs
• Drop Box
• Network servers
• Data Base Servers

9. Communication
• Email
• Skype / VC
• IP Phone

10. Monitoring
• System Dashboard
• Gantt Chart interlinked with System software.
• CCTV

11. Involving stakeholders / Mode of
communication:
• Traditional Involvement :
• File Movement
• Digital Involvement
• Video conferencing
• E-mail
• SMS / MMS
• Youtube
• Fax / Scanner
• Social Media
• Facebook
• Twitter
• My Gov like App

12. Presentation
• Using Projector
• Presenter
• Camera
• Videos / Images

13. Feedback
• Social Platform
• Online surveys
• Push messages
• Emails
• Missed Call

14. Reporting
• Management Information Software
• Customized Database reports

15. Financial Inclusion
• PFMS- Public Financial Management System
• Internet Banking
• Wallets
• PoS Terminal
• USSD: Unstructured Supplementary Service Data
• Aadhaar enabled Payment System
• Unified Payment Interfaces
• RTGS : Real Time Gross Settlement
• National Electronics Funds Transfer System (NEFT)
• IMPS : Immediate Payment Services

17. The Central and State Governments are in the process
of developing Scheme based portals, in order to
achieve-
• Transparency
• Accountability
• Handling voluminous work- increasing efficiency
• Re-engineering of the process
• Standardizing the formats and processes.
• Time bound information sharing
• Eliminating the role of middle-man.
• Instant information for better decisions.
• Time bound services to common man at their locality
through Citizen Service centers or e-devices at
affordable prices with transparency and reliability.