Chapter: 11th Office Management and Secretaryship : Modern Office and Functions

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Importance of Offices

The importance of office can be explained with the help of the following point:

Importance of Offices:

 

An office is an important unit of the whole organization which is also regarded as the mainspring of a watch. It has its equal importance in the government sector as well as in the private sector. It is essential for the office to perform a number of administrative as well as clerical functions in the process of achieving the organizational objectives.


The importance of office can be explained with the help of the following point:

 

Information Center: The office serves as an information centre. It collects information from sources like invoices, letters, memos, agreements, vouchers etc., and protects them in safe mode on the basis of their importance for future reference.

 

Proof of Existence: The office is the evidence for existence and survival of business. As office coordinates the functions of different departments of an organisation, without office no business house can survive. People tent to generalize about the existence of business only with the help of regular functioning of an office. 


Channel of Communication: The office is the channel of communication between different people and department of business. The staffs working at various levels of managerial hierarchy are linked with one another through office. Office transmits the information about the functioning of different departments such as personnel, finance, production and marketing with each other.

 

Co-Ordination of Work: Business is divided into department and sub-units for bringing simplicity in the operation. The office will work as a coordinator to maintain the relationship between departments. It develops productivity relationship to achieve common goals of an organisation.

 

Centre for Formulation and communication of plan and policies: A business is established with the objective of attaining the certain result. To achieve this result top level manager formulate plans and policies from office. These plan and policies are communicated to related person through the office. Therefore, the office is a centre for the formulation and communication of plans and policies.

 

Managerial Control: The process of developing performance standard and comparing with actual performance in order to take corrective action for deviations if any is called controlling. The office helps in controlling the activities of different people and department of an organisation. Through controlling it ensures that the various activities of business are performed with much accuracy.

 

Memory Center: Office protects important information of past in a safe manner. The departments and people generally collect needed data from the office as and when they are required. It provides information storage facilities in the form of files and devices on the basis of their importance for future reference. Therefore, the office is considered as memory center.

 

Service Center: The office works as a service centre for different units and departments of an organisation. It provides clerical services like mailing, filing, typing, printing, supplying resource etc., to all people working in different departments of an organisation.

 

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