In our daily life we visit many offices like - post office, government
office, municipal office, school office, college office, transport
office, electricity office, telephone office, company office, office of
the advocate, office of professionals etc. We visit these offices for
some work or the other where we can get our work done within the
shortest possible time. If you are bale to get the work done easily
and without much hassle, you feel it an efficient office. However, if
you are not able to get the work done even after repeated visits and
efforts, you call it an inefficient office. Private offices are
considered as efficient offices than the government offices where you
get stuck for silly reasons.
Modern offices are the integral part of organizations. Managers mostly depend on the office for their managerial functions. These offices collect and store necessary data for the mangers to evaluate and take necessary decisions based on the records available in the office. Availability of past records make the manager to take fast and accurate decisions and give directions. It makes the job easier of the manager. It is the office that provides the documents, records and data of past and present. So modern offices plays a vital role in the business of modern organizations.
Meaning of Office
Technology is growing rapidly. Human relations are spreading all over
the world. Market is now become global. Technology is changing
rapidly. If an organization has to sustain in this ever changing
world, they need to change according to the current global trend. Now
it is the requirement of every organization to keep a watch over the
changes and provide necessary information, records and data for the
various purposes of different persons in the organization on the right
time at the right manner in an economical way as per the need. Now it
is the basic requirement of an enterprise to perform such work. And
these activities are the important services performed in an office.
Keeping records, contact details, communication and management of
persons and their records are preformed in the office.
When you think about an office, the immediate impression is that a clerk sitting on a chair with some files on the table and some officers sitting and doing some paper work in a particular building. But doing paper work in a particular place routinely is not the basic function of the office. The traditional view of an office held even today is that office work is concerned only with the records of the organization making records, preserving records and using records at the appropriate time for different departments. Other view is that providing clerical assistance to the different department is the function of an office. Which does not have any productive activity but it only performs routine clerical activity is the general view about an office.
Traditional view does not explain all the functions performed in side the office. Modern view is that office is the administrative center of the business where records are prepared, preserved and made available for the purpose of efficient management of the organization.
In a board sense office represents service functions which involves clerical work, receiving data and records, supplying data and records, preserving data and records, analyzing data, mailing letters, typing and duplicating documents, preserving documents, maintaining files, receiving letters, assisting communication etc. for the efficient management of the organization. All these clerical activities are performed in the office and constitute the office services. The term "office" can be defined as any place where records are prepared, handled and preserved for future reference, and making them available as and when required.
It is the nature of the work that is significant neither the person who does it nor the place where it is done.
Scope of the office Activities
Creating records, collecting data, preserving records, processing and
supplying information to business managers who need it for decision
making are the main activities performed in an office. It also include
the processing and presenting numerical data in the form of reports and
statements, facilitating internal and external communication, handling
outward and inward correspondence.
Record management includes receiving various documents, copying, filing papers, classification of files, preserving files, duplicating records and arrange them in a manner to locate the same easily and quickly which needs to be made available to the right person at the right time and in the right form. Public relations through press release and notifications and to respond to public inquiries and complaints, collecting public opinion and convey it to the management also comes under the scope of the office function.