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Resources » Articles/Knowledge Sharing » Education »
Importance of office and its activities
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Office is described as the nerve centre of the entire organization. An office is like a main spring of the business, and thus is considered as the indispensable part of the business organization. In order to perform managerial functions of planning, organizing, coordinating, staffing, communicating, directing, motivating and controlling the management needs accurate and factual information which is provided by office. It is from the systematic information provided by office that policy decisions originate and all business activities are planned, coordinated and controlled. The reasons which leads to the importance of office are:
a) Office helps in performing managerial functions of planning, organizing, coordinating, directing and controlling.
b) Office is a memory centre. It is a store room of all business information in the same way as human brain stores all information and uses it when required.
c) Office is a channel of communication within the organization and to the outside world.
Activities of Modern Office:
The activities of modern office include:
(a) Planning and setting up appropriate systems and routine for each major segment of office work.
(b) Safeguarding of records including filing an indexing.
(c) Handling incoming and outgoing mail.
(d) Maintaining all written communications, both internal, and external such as operating messenger services, issuing of circulars and notices, etc.
(e) Conducting all forms of oral communication, such as, handling telephone calls, receiving callers and arranging for interviews, meetings, conferences, etc.
(f) Arranging for creation of office communication and proceedings of all sorts, such as Direction and typing of letters, circulars, notices, etc, : duplication of correspondence and other papers; maintaining accounts and other financial records; preparation of statements and reports etc.
(g) Selecting and purchase of office furniture, equipment and machines.
(h) Designing and procuring of office forms, stationery and supplies.
(i) Selection, training, placement, promotion and remuneration of office personnel.
(j) Collection and tabulation of statistical data, preparation of charts and diagrams for analytical presentation of facts and their interpretation wherever necessary.
(k) Safeguarding of assets including the fixed installations as well as movable assets.
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