Lesson 2: The Modern Concept of Office Work

Office

• A place where business  is carried on 

• Where the control mechanism of the organization is located. 

• The nerve center and  brain of the business enterprise

• An information desk where all types of information are received and handled.

Purpose of Office

• To provide proper and sufficient information

• To facilitate the functioning of other departments

• To facilitate decision-making

• To preserve the records of the office

• To plan the activities and implement them

• To set up coordination between various departments of the organization

• To handle the various factors of the business environment

Office Work

• Office Systems and Procedures, as a field of study does the following:

  • Handling calls and emails

  • Planning, administration, and communication, among others

  • Accounting, auditing, and budgeting.

Importance of Office Work

The office is an integral part of a business unit that cannot be neglected.

It contributes to the management of data and records, planning and setting objectives, and also in controlling and rectifying errors.

Characteristics of Office Work

• It mainly consists of paperwork

•  Office work consists of a service function

•  It indirectly contributes to the profit

• It helps in the functioning of the whole organization

• The volume of the work depends on the external factors

• It is difficult to measure the work in the office

• As office work consists of paperwork, it’s difficult to exercise control over it.

• It is very difficult to know when the work in the office will be interrupted

• The contents of work in an office are similar in all organizations,  e.g., typing, mailing, etc.

• Thus, we can say that office work mainly consists of  handling information and records.

Job analysis

The Modern Concept of Office Work. What to do and how to do things

Cost-Benefit Analysis

The Modern Concept of Office Work.

Standardization

The Modern Concept of Office Work. is required to complete tasks and jobs  without any error in a decided way

Work Simplification

The Modern Concept of Office Work. is required to reduce perplexity, time and cost in completing a particular task

Follow up activities

The Modern Concept of Office Work. are required to check errors and correcting it to eliminate repetition.

Establishment of control mechanism

The Modern Concept of Office Work. is required for proper implementation of plans ensuring effectiveness and efficiency.

Future Office Challenges and Tasks

• Office activities had gone under a tremendous change due to  industrialization and advancement in science and technology. Today  offices are more organized and are managed by qualified and expert  managers.

• The challenges faced by offices are:-

  • Reduction in paper work, digitization

  • Complying with requirements of the government

• Reduction in the cost of office work

• Meeting the needs and requirements to digitize office tasks

• Employment of well qualified personnel in the office in the future

Size of the business

Factors in Determining Office Size. The larger the business the larger the office

Nature of the business

Factors in Determining Office Size. Size of the business. Office of a trading concern is usually larger then the manufacturing concern

Type of organization

Factors in Determining Office Size. Size of the business. Corporations have larger offices than those of sole proprietorships

Finance and Funds

Factors in Determining Office Size. Scale of operation and volume of work help in deciding the size of office

Quantity of employees

Factors in Determining Office Size. large number of staff increases the size of the  office

Extent of automation

Factors in Determining Office Size. help in faster work with lesser number of people thus it  contributes to the size of office

Factors in Determining Office Size

• A centralized office is larger than a decentralized, so  the degree of centralization also contributes to the size  of office.

• Layout and design play an important role in the size of  the office as it decides what to place where.