Business
and government deal with all sorts of operation, including sales,
manufacturing, distribution, provisions of service, transport and a host of
others.
They range in size from small (maybe
two or three people) to very large organizations employing hundreds or even
thousand of people. Regardless of function or size, however, most business has
some sort of office.
Office
Operations
In any organization, the office is
the central area where operations are brought together and information is
processed. The work done in the office supports management policies and
coordinates the roles of the various de departments or sections.
The office also provides service to
members of the public and is generally their first point of contact with the
organization. Here is an outline of the main functions performed in business
office.
Control
and planning
There are many office functions
involved in controlling an organization’s operations and planning for the future.
They can include:
- Drawing up budget
- Controlling stock and
finance
- Production planning
and control
- Holding meeting and
discussions
- Managing warehousing
- Researching market
needs
- Setting sales targets
- Observing trends in
the marketplace
- Assessing competitors’
products and performances
- Researching overseas
developments
Information
processing
Office staffs are responsible for
receiving and processing information from other staff members and sections, as
well as from external sources. They also generate information and material for
use within the office and by clients, customers and the general public.
Information processing tasks can include:
- Delivering
information to relevant personnel, suppliers of goods, client and
customers (for example, by internal or external mail, memo, and phone,
fax, the internet, email, courier or press release).
- Processing orders,
invoice and delivery dockets
- Preparing and
distributing product information
- Entering data
- Maintaining current
staff directories
- Maintaining an up-to-date
client database
- Providing customers
service information
- Holding face-to-face
discussion
Storage
and retrieval
An efficient office develops and
maintains effective systems for storage and retrieval of information. These can
include:
- Standard naming
systems for computer files
- Regular back-up of
computer files
- Well-organized
paper-based files for example, hanging file in a cabinet, card file,
rolling storage units, secure storage of critical documents.
- “in”, “out” and
“pending” trays for paperwork
All filing or storage systems should
allow for the disposal of records which are no longer required.
Support
systems
Many
office staff works in support roles. This work can include:
- Providing information
to support the aims and objectives of the organization for example, by
producing promotional material
- Using organizational
skills
- Assisting managerial
staff to fulfill their responsibilities
- Providing technical
support
- Maintaining amenities
such as car parking, toilet and washroom, lunchroom, and sport or
recreation facilities
Human
resources management
Some organizations have a human
resources department, or at least someone who undertakes the various roles
involved in human resource management. This is an area of office that
specializes in a range of support functions. These can include:
- Employing new staff
- Processing payroll
and salaries
- Maintaining staff
morale
- Training staff
- Understanding and
implementing industry requirements for occupational health and safety
- Maintaining
up-to-date information on union membership and awards
- Understanding and
implementing equal opportunity requirements
- Arranging staff
social activities
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