All types of businesses or businesses need to exist or have an office. The management process requires decisions at all levels of the organization. The purpose of the arrangement is to take proper and appropriate decisions so that the interest of trade can be protected. Administrative decisions are based on information and data provided by the office. This provides valuable services hat delta office managers. Decisions cannot be taken in the absence of accurate and sufficient information. Even planning and coordination is not possible without information. The biggest function of any office is to receive news, handle information and provide information when needed to assist managers.
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NATURE OF OFFICE FUNCTIONS
The nature of office work to be done in any commercial institution can be similar.
Office Occupies Primary Position in Business :
Office functions have a special place in today’s trade. Now its works cannot be called less than producing or selling goods. It is the functions of the office the work of the rest of the departments is decided and reconciled. Of course, there is no connection with the production or sale of goods with the office employees but they still help that department in selling goods and providing services. They keep reporting on various goals in time.
Office work is an art :
– which means the use of original and scientific knowledge in the work to be done. Office work is an art as it requires a skill to record, type and file with the person. Getting others to work is also an art.
Office arrangement is a discipline:
The system is disciplined according to its definite and defined knowledge. It is a separate branch of knowledge that has to do with the use of modern principles of management that run trade efficiently and effectively.
Office work essential for trade :
Modern office work is essential for efficient business operations. As trade grows, specific employees are required to maintain communication and coordination between different departments as well as with outside parties. So the size of the office increases, with the increase in working conditions of the business.
Basic or Primary Functions
Receiving and Collecting Information –
Any office needs to receive and collect accurate and complete information and this is the primary function of any office. Information can be either verbal or written. Written notice can be in the form of a letter inquiry, report, memo, invoice or order etc. Verbal information can be obtained through telephone conversations, meetings or conferences. Such information may be obtained from any internal or external source. Letters to internal sources, There may be circulars, reports, noticebis, telephone conversations, invoices, meeting excerpts, etc.
External sources may include clients, suppliers, subsidiaries, head office, government, unions, newspapers, etc. Information can be simple or specific by nature. The information received or collected is essential to the day-to-day operation of any organization. Information can be primary or secondary. Basic information is first obtained from surveys etc. and secondary information is first published Obtained from sources such as magazines, newspapers and reports.
Recording or collecting information received by writing on paper, tape, disk or file etc. This record can be made with human effort or with the help of machines and equipment. Some information has to be legally kept in records or archives and the rest of the information allows executives to make decisions and work. Daily transactions are recorded in the Cash Book, attendance and payment of wages, details of the conduct of company meetings etc. are kept as legal records. On the other hand, a daily production record by a foreman to maintain control in a factory is kept. How and in what form the information is to be submitted depends on the needs of the organization. Recorded information needs to be used and processed.
Processing of Information
Recorded information is then analyzed so that the information can be used. This action removes unusable and unimportant information. This action is performed by specialized staff or experienced in this task. It contains information tools, Such as calculators and computers. The process of sorting, editing, summarizing or summarizing is part of this process
Arranging and Presenting the Information
Arranging and Presenting the Information – After the process of its analysis, it is legally arranged in such a way as to facilitate its use. For example, accounts of expenses and income are kept in the form of financial statements such as income tax. There are juries under the Department or Companies Act. Reports, wages and payroll, sales records are prepared in such a way as to achieve the objectives of the management. Images and graphs may be used when submitting information.
Supplying the Information for Use
Organized information is given to administrators so that they can use it for decision making and control. Such notice may be a day-to-day operation or memorable and may be given orally or in writing. Reports, summaries, financial statements are prepared and then kept in a file and sent to the concerned officer whenever required. For example, it is important to analyze financial statements. This record can be made with human effort or with the help of machines and equipment. Some information has to be legally kept in records or archives and the rest of the information allows executives to make decisions and work.
Record daily transactions in the Cash Book, attendance and Record of payment of wages, details of the conduct of company meetings etc. are kept as legal records. Foreman, on the other hand, maintains a record of daily production to control a factory. How and in what form the information is to be submitted depends on the needs of the organization. Recorded information needs to be used and processed. Department to higher officials so that the tax can be estimated and paid to the government. Plans are made with financial results in mind using results. Similarly, production relations these reports are needed to plan workers’ wages or other welfare schemes.