OFFICE ORIENTATION

Definitions

l  ‘‘Office is a place where clerical operations are carried on’’.— Denyer, J.C.

l  ‘‘Office is a unit where relevant records for the purpose of control, planning and efficient management of the organisation are prepared, handled and preserved. It provides facilities for internal and external communication and coordinates activities of different departments of the organisation’’. —Littlefield, Rachel and Caruth.

l  An office is generally a room or other area in which people work

l  An office is a place where people carry out the daily affairs of a business. It supports the business' main aim to either make profits or to meet the needs of a particular community.

l  In modern terms an office is a position within a business with specific duties attached to it.

Main Function of an Office

The main function of the office is to collect, process (or act upon), preserve and disseminate (to pass on) information to assist with production, distribution and exchange of goods and services, and exercising organizational and legal control in businesses and other organizations.

The Office and Information Processing

l  Collecting data: the office will receive customers, cash, communications.  INPUT

l   Processing: these will be dealt with by the office workers ie preparing a letter, making a payment, preparing an invoice.  PROCESS

l  Instructions that follows the processing. OUTPUT

Diagram illustrating Information Processing

Difference between Data and Information

l  Data is unprocessed information that is raw facts and figures that may not have much meaning.

l  Information is processed data that is data that has been organized and has meaning.

The size of the business affects the structure of the Office

l  In a small business (sole trader or proprietor), the office may be occupied by one or two workers.

l  Responsibilities will include:

-          Receiving visitors

-          Answering the telephone

-          Taking and conveying messages

-          Operating office machines

-          Dealing with incoming and outgoing mail

-          Sorting and filing documents

Office structure in a large firm

l  However, large firms like utility companies or large hotels who employ hundreds of workers will have different office structures.

l  These companies will hire persons with specialized skills e.g. an accountant, legal advisor, receptionist, clerical staff etc.

Offices in a large firm

l  Administration – this office is occupied by administrative officers.  Many large firms have a general office concerned with coordinating the activities of the various departments.

l  Purchasing office – responsible for all items bought by the firm.

l  Legal (Company Secretary) – this office is responsible for all the legal matters such as contracts, insurance and compensation.

l  Production office – if a business is involved in production of some commodity, this office is necessary to coordinate the work of the factory unit.

l  Sales office – this office is to plan and organize the selling of goods and services offered by the firm.

l  Human resource or personnel office – is concerned with hiring the right person to fill vacant jobs.

In this unit the following areas will be covered:

      1. Office Layouts.
     
      2. Functions of the Office.

3. Office Equipment

4. Safety in the Office




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Overview of the Office