The following are 10 essentialfactors of a modernoffice.
1 –Office is a place where all the activities concerned with collecting, processing, storing and distributing information for efficient and effective management of an organisation are carried out.
2 –Objectives of an office are (a) To provide support to management; (b) To act as a channel of communication; (c) To facilitate coordination; (d) To serve as an information centre; (e) To act as a control centre; (f) To act as a service centre.
3 –The functions of a modern office may be classified as (i) Basic functions; and Administrative functions. The basic functions of the office include, (a) Collecting information; (b) Recording information; (c) Arranging, analysing and processing the information; (d) Preserving information, and (d) Supplying information. The administrative functions include, (a) Management functions; (b) Instituting office systems and routines; (c) Procuring stationery and supplies; (d) Designing and control ofoffice forms; (e) Purchasing office equipments and furniture; (f) Safeguarding of Assets; (g) Personnel management; and (h) Maintaining public relations.
4 –Office set-up is the systematic arrangement of positions in the office to enable office personnel to work as a team. It is the process of dividing the activities of the office into departments, assignment of duties to each department and providing the necessary facilities to the personnel.
5 –An office generally consists of departments or sections like Correspondence Section, Typing and duplicating section, Computer section, Filing, indexing and record-keeping section, Mailing section, Accounts section, Cash section, Public relations section, General office.
6 –Location of office means the place and site where the office of an organisation is situated. The factors taken into consideration while determining the location of an office are: (a) Availability of sufficient space; (b) Proximity to other departments; (c) Proximity to other offices; (d) Availability of transport and other facilities; (e) Availability of office employees; (f) Healthy environment.
7 –A suitable building with a sufficient number of rooms for carrying out the administrative and routine functions is essential for every office. The office building may be owned or rented.
8 –Office layout can be described as the arrangement of different departments, equipment and staff within a given floor space with a view to make optimum use of space and ensure maximum efficiency of the office.
9 –While planning and designing the office layout, one must keep in view characteristics of ideal office layout like (a) Flow of work, (b) Free movement and observation, (c) Adequate space for staff and equipment, (d) Service facilities, (e) Private offices, (f) Flexibility and expansion, and (g) Separation of noisy departments.
10 –The surroundings in which office personnel work should be healthy and pleasant. Poor office environment results in low output and low morale of employees. Labour turnover and absenteeism also tend to be high. Therefore, executives pay attention to (a) Cleanliness and sanitation, (b) Lighting system, (c) Ventilation and temperature (d) Reduction of noise, (e) Interior decoration, (f) Furniture and fittings, (g) Safety arrangements, and (h) Office security.
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FAQs
Labour turnover and absenteeism also tend to be high. Therefore, executives pay attention to (a) Cleanliness and sanitation, (b) Lighting system, (c) Ventilation and temperature (d) Reduction of noise, (e) Interior decoration, (f) Furniture and fittings, (g) Safety arrangements, and (h) Office security.
What are the 5 functions of an office? ›
An office performs a number of managerial functions such as planning, organising, directing, coordinating, communicating. Therefore, managerial functions help in smooth functioning of the organisation. The office will involve identifying different assets and resource requirement for business.
What are the 8 functions of Office management? ›
Gullick and Urwick have described the functions of management as POSDCORB referring to planning, organizing, staffing, directing, coordinating, reporting and budgeting. Koontz and O'Donell have included planning, organizing, staffing, leading and controlling.
What are the characteristics of modern office? ›
In this blog post, we will discuss the five must-have features that every modern office space should have to ensure that employees are motivated, productive, and happy. These features include flexible workspaces, smart technology, sustainable design, wellness and health amenities, and collaborative spaces.
What is the most important factor in managing an office? ›
Organizational and time management skills are at the top of the list and for a good reason. It's no longer just about creating a new filing system. An office manager needs to know everyone's schedule, as well as their own.
What is a modern office? ›
What is a modern office? A modern office is often defined by the people and the culture of the business, as well as the aesthetics. In terms of the interior itself, a modern office space is likely to comprise of light/white décor, large spaces and minimal furniture – creating a modernistic approach.
What is the importance of modern offices? ›
A Modern Office is smart. It integrates technology as a business advantage. It makes day-to-day processes easier, faster, and more sophisticated to improve efficiencies and outcomes. These solutions include digital communications, managed IT services, business process outsourcing, and office equipment and technology.
What are the four elements of office management? ›
There are essential four elements of office management including planning, organising, leading, and controlling.
What are the five functions of an office PDF? ›
functions include: (a) Planning; (b) Organizing; (c) Staffing; (d) Directing; (e) Communicating; (f) Controlling; (g) Coordinating; (h) Motivating. Office work has to be properly planned, and then organized and executed according to the plan.
What is the basic function of an office? ›
The main purpose of an office building is to provide a working environment for primarily administrative and managerial workers. Work spaces within offices are typically used for conventional office activities such as reading, writing, and computer work.
For the effective performance of an office's primary functions, the management processes need to be properly carried out. Planning, controlling and organising are the three main management processes. According to the objectives and policies of the management, office work can be planned.
What are the common office activities? ›
You will recall that collecting, processing, analysing and presenting information constitute the key functions of an office. Mail happens to be an important part of information handling.
What are basic functions? ›
Basic functions are the basic mathematical functions like average, greatest, least, maximum, minimum, and so on. They are not as technically sophisticated as others available in MicroStrategy and are among the most commonly used functions.
