Note on Office

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An office is the center unit of an organization which carries out different functions for achieving its objectives and goals. It is the focal point that carries out various functions of planning, organizing, directing, co-ordinating, communicating and controlling. It is also regarded as the information center, decision-making place and public relation making a place.

Following are the main definition of an office:

"Office is a place where clerical operations are carried out." -J.C Denyer

"The office is the administrative center of a business." -Mills and Standing Ford

"An office is the place where the control mechanisms for an enterprise are located, where records are initiated for communication, control and efficient operation of the enterprise." -George R. Terry

"The office is that part of a business enterprise which is devoted to the direction and co-ordination of its various activities. It is the seat, not only of the administration activities which determine the policy of whole business but also of the principal executive activities whereby that policy is carried into effect." - James Stephenson

From the definitions above, we are clear that an office is the central part of an organization which involves in carrying out all the administrative as well as clerical activities in a co-ordinated and efficient manner for achieving the organizational objectives and goals.

Features of Office

The following are the main features of an office:

  1. Central part
    An office is the central part of an organization that manages every activity of an organization. It works on making plans, policies, rules, regulations, implements them and controls the whole activities of the organization.

  2. Division of works
    An office is a job performing place where a number of works are needed to be performed like drafting letters, filing letters, receiving and sending out letters, handling telephone, handling visitors, maintaining accounts etc.As all these works cannot be performed by a single staff, these works are divided among the staff. Each staff is assigned a particular work according to his/her qualification, experience and ability to perform the official work in an efficient manner. Hence, the office divides the works among the number of staffs.

  3. Division of positions
    As the office is a job performing place, a number of staffs are required to complete the assigned works where some works are difficult and some are easier to perform. The office creates different posts and positions for varieties of jobs. It appoints officers to a higher level position and assistants at a lower level position. The works of officers are more difficult than the works of the assistant. The officers have more rights and responsibilities than the assistants. The officers are more trained, qualified and experienced than the officers. Hence, the office makes the division of posts and positions according to the nature of jobs.

  4. Management of works
    An office plan for the works implements them and controls the whole activities of the organization which is known as management of works. In order to manage the official works, the office has to direct, co-ordinate, communicate and supervise all the assigned activities efficiently and effectively for achieving the organizational goals.

  • The office is the center of an organization. 
  • An office plans for the works, implements them and controls the whole activities of the organization. 
  • An office has to perform a large number of works. Some works are difficult and some are easier to perform.
  • An office is a job performing place. It has to perform a number of works like drafting letters, filing letters, receiving and sending out letters, handling telephone, handling visitors, maintaining accounts etc. 
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Very Short Questions

The following are the main features of an office:

  1. Central part
    An office is a central part of an organization which manages all the activities of the organization. It makes plans, policies, rules, regulations, implements them and controls the whole activities of the organization.

  2. Division of works
    An office is a job performing place. It has to perform a number of works like drafting letters, filing letters, receiving and sending out letters, handling telephone, handling visitors, maintaining accounts etc. All these works cannot be performed by a single staff. Such works are divided among the staff. Each staff is assigned a particular work according to his qualification, experience and ability to perform the official work in an efficient manner. Hence, the office divides the works among the staff.

  3. Division of positions
    An office has to perform a large number of works. Some works are difficult and some are easier to perform. The office creates different posts and positions for different jobs. It appoints officers at higher level position and assistants at lower level position. The works of officers are more difficult than the works of assistant. The officers have more rights and responsibilities than the assistants. The officers are more trained, qualified and experienced than the officers. Hence, the office makes the division of posts and positions according to the nature of jobs.

  4. Management of works
    An office plans for the works, implements them and controls the whole activities of the organization. Such process is known as management of works. In order to manage the official works, the office has to direct, co-ordinate, communicate and supervise all the activities efficiently for achieving organizational goals.

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  • "Office is a place where clerical operations are carried out." Who gave this definition?

    A.N. Anthony


    George R. Terry


    J.C. Denyer


    Mills and Standing Ford


  • The process of linking the activities of different persons and department for the achievements of organizational objectives is called ______.

    communicating


    indexing


    co-ordinating


    supervising


  • Which one of them is an administrative function of an office?

    Handling visitors
    Receiving information
    Preparing and implementing plans
    Recording the information
  • Which one of them is a clerical function of an office?

    Safeguarding assets
    Preparing and implementing plans
    Handling visitors
    Performing personal functions
  • Administrative functions are performed by the ______.

    board of directors


    sectional chief


    all the options are correct


    office chief


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