What are the functions of a modern office?

Answer 1

If you visit a firm, school or hospital you will find that a number of activities are being performed, such as letters received, dispatched, typing, photocopying, word processing, filing, handling of office machines etc. The place where all such activities are performed is known as office. Thus office is a service department of an organization, which is connected with the handling of records and provision of various services like typing,

duplicating, mailing, filing, handling office machines, keeping records, drafting, using information, handling money and other miscellaneous activities.

Some of the popular definitions of office are as follows:

''Office is a place where clerical operations are carried on''.-Denyer, J.C.

''Office is a unit where relevant records for the purpose of control, planning and efficient management of the organisation are prepared, handled and preserved. It provides facilities for internal and external communication and coordinates activities of different departments of the organisation''.

-Littlefield, Rachel and Caruth.

The above definitions highlight the following characteristics-

• collecting information

• processing information

• storing information

• coordinating information

• distributing information

Therefore, an office may be defined as a place where all the activities concerned with collecting, processing, storing and distributing information for efficient and effective management of an organization are carried out. In every modern organization, be it a business concern or a Government department, there has to be an office. It is essential for the efficient management of the organization.

The main objectives of an office are as follows:

(1) Aid to Management:

The office provides aid to management in performing the following functions:

(a) Direction: Direction and guidance of management to various sections and departments are issued through the office.

(b) Communication: The office serves as a communication channel between different parts of the organization. It handles mail.

(c) Planning: The office helps management in planning for smooth functioning and progress of the organization by providing necessary information and data.

(d) Coordination: The office also facilitates co-ordination by maintaining links among departments.

(2) Preserving Records

The office maintains necessary books and records of the organization.

(3) Providing Information

It provides the right kind of information to management at the right time.

(4) Providing Office Services

It provides clerical and secretarial services to different executives.

(5) Distribution of work

The office distributes the work among various employees and identifies their duties and functions.

(6) Selection and Appointment

It also handles selection and appointment of employees. In short, the office is an important and indispensable part of every organization.

Answer 2

Office management is an integral part of general management. Office management is the planning, organizing and controlling of office work and of their performing it so as to achieve the predetermined objectives.

The word 'manage' is derived from French word 'manege' which means managing a horse. The dictionary meaning of the word manage is to conduct, to control or to administer.

According to Leffingwell and Robinson, `Office management is that branch of the art and science of management which is concerned with the efficient performance of office work, whenever and whatever that work is to be done.'

From the above definition, it would be clear that office managements directs the office personnel and is concerned with the planning, organizing, co-ordination, motivation and central of office work.

Since the process of office management is similar to the general process of business management, thus the office management performs functions similar to those performed by management. They have been summarized as follows:

i) Planning: Planning is the basic function of office management. It is concerned with declining in advance what is to be done and how it is to be done. To plan is to produce a scheme future action.

ii) Organizing: The function of organizing office activities refers to the certain of a structure of duties and functions of the office personnel to achieve the objectives of the enterprise. Organization thusis concerned with activity-authority relationship.

iii) Staffing: Staffing is the executives function which involves the recruitment, selection, compensating, training, promotion and reference of sub-ordinate managers. Office management also involves this process.

iv) Directing: The process of direction refers to the way an executive issues instructions to his subordinates and otherwise indicates what it is that should bedone. Direction can thus be regarded as the process of guiding and supervising subordinates.

v) Co-ordinating: It is also the function of office to establish co-ordination between employer and employee so that production may increase. Lack of co-ordination may have an adverse impact on the efficiency• of management and may even prove to be cause of the failure of a business enterprise.

vi) Controlling: The managerial function of control is the measurement and correction of the performance of subordinates in order to make sure that enterprise objectives and the plans devised to attain them are accomplished.

vii) Motivating: Motivating is an extremely complex problem since it is linked with human beings. Motivation means inducing subordinates to work with zeal and gusto and cooperate for achieving the objectives of the organization.

In the above discussion it can be said that the function of office management is very wider and broader.