Concept of an Office
The term office may be studied from two ways i.e. traditional and modern point of view. On the traditional point of view, office is that particular place of the organization where both executive and clerical functions are perfume. However, according to modern concept Office is the administrative centre of the organization where both executive and clerical works are performed. Office is the work itself nor who does it or where it is done. Work can be done in office, factory, store, or by visiting customers.
Functions of an Office
Functions of an office are broadly classified into two: main functions and administrative management functions.
Main or basic functions: The following are the main or basis functions of office:
- receiving and collecting information
- analyzing information
- distributing information
- recording information
- storing information
Administrative management functions consist of The following are the administrative management functions of office:
- managerial functions
- personnel functions
- public relation functions
- forms design and control
- purchase and control functions
- safeguarding properties
- development of office system and procedures
Importance of an Office
Office is the centre of the organization. All the functions of the organizasion concentrate on office function, so it is also known as the brain of the organization Some points of importance of office are as follows:
- information centre
- channel of communication
- coordination in work
- memory centre
- proof of existence
- centre of formulation plans and policies
- management and control
- service centre
Concept of Office Management
Office management is the part of management, which is concerned with the systematic management of official works. Basically, office management is the proper management of executive and clerical functions of the office so that organizational objectives can be achieved efficiently. Executive functions of office management consist of planning, organizing, staffing, coordinating, controlling etc. Clerical functions comprise of receiving and collecting information, recording information, analyzing information etc.
Importance of Office Management
Office management has been playing important role in any organization. The following are the points of importance of office management:
- smooth flow of work
- maintain coordination
- maintain office efficiency
- provide innovation
- provide leadership
- optimum use of resources
- meet competition
- dynamic approach
- successful operation
- maintain public relation.
Office accommodation refers to the selection of appropriate office location, office building physical facilities for office.
Choice of office location: The choice of office location refers to the selection of appropriate place for office building. The important factors to be considered while selecting office location are infrastructure facilities, nature of business, availability of space, availability of transport, relation with other units, cost factors, and availability of service facility.
Choice of office building: The choice of office building refers to the selection of appropriate office building according to nature and size of business. The common factors that should be taken into considerations while selecting office building are safety and security, shape and size, lighting and ventilation, office layout, cost of building, civic facilities, flexibility and adaptability.
Concepts: Office layout is the scientific management of office resources like furniture, machines and equipment within the specified space of office building so that the smooth flow of office work can be ensured. The main motive of office layout is to achieve maximum productivity within minimum cost.
Principles: The principles of office layout are:
- flow of work,
- sufficient working space
- effective supervision,
- flexibility and adaptability,
- good lighting and ventilation
- maximum utilization,
- safety and security,
- service and facilities.
Objectives: The common objectives of office layout are:
- utilization of floor space,
- smooth flow of work,
- minimize risk,
- maintain safety and secrecy,
- effective supervision and control,
- provide facilities to employees and customers
Importance: Office layout plays most important role for the development of operational efficiency of the office. The importance of office layout are:
- proper utilization of space,
- effective inter-communication,
- smooth flow of work,
- effective supervisions and control,
- maximum mobilization of resources,
- creation of working environment,
- satisfy to customers and visitors.