Functions of Office

An office is a performing place of the organization. It has to perform a number of functions in order to achieve the objectives of the organization. Some of them are listed as follow:

  1. Receiving information
    An office is a place where all the information of an organization is gathered from the internal as well as external sources. It collects internal information from sources such as office personnel and departments like production, marketing, finance, accounting and personnel departments such as production, marketing, finance, accounting, and personnel department. It collects external information from the sources such as newspaper, e-mails etc.

  2. Recording information
    The information that is received from various sources such as internal and external sources may have various priorities. The office records the information that is important and useful for the organization. The information is recorded in a systematic manner according to their priorities in the books of account.

  3. Processing information
    The information which is received and recorded must be well processed as all the information cannot be important for planning and decision making. The office should process the information in a suitable form which makes it easy to locate the files in an order. The act of processing information involves calculating, grouping, tabulating, diagrams, drawing charts, summarizing and analyzing the information.

  4. Communicating information
    The office needs to communicate the obtained information with the respective personnel and departments inside the organization. Sometimes, it needs to communicate with outsiders such as customers, suppliers, and government outside the organization as per their requirements. Such information is communicated through fax, telephone, internet, e- mail, etc.

  5. Recording financial transactions
    The office keeps a systematic record of all the financial transactions in the book of accounts which helps in determining the financial position of the office. It is kept in the book of journal and ledger.

  6. Handling visitors
    Since an office is a representative of the whole organization. The office needs to handle all the visitors properly. It establishes a separate section called reception for better services and satisfaction of the visitors and customers. Better services and satisfactions of the visitors and customers helps in increasing the goodwill and promoting sales of the organization.

  7. Safeguarding assets
    The office needs a lot of assets for the operation of the organization for which a number of assets have been purchased. It needs to utilize the assets in a proper way and also help in safeguarding them. A proper record of the value and condition of such things are needed to be presented in front of the respective personal.

  • The office receives various types of information from internal and external sources. 
  • The information received from internal and external sources may be different in respect of its priority.
  • The office records that information which is useful and important for the organization. 
  • The office purchases necessary assets, utilizes them properly and also safeguards them.
  • The office keeps systematic records of all the financial transactions in the books of accounts like journal and ledger. 

An office has to perform a number of functions in order to achieve the objectives of the organization. They are given below:

  1. Receiving information
    The offices receive various types of information from internal and external sources. It collects the information from internal sources like office personnel and departments such as production, marketing, finance, accounting and personnel departments such as production, marketing, finance, accounting, and personnel department.

  2. Recording information
    The information received from internal and external sources may be different in respect of its priority. The office records that information which is useful and important for the organization. The information is recorded in a systematic manner in the entry book, files, computer and books of accounts.

  3. Processing information
    The information which is received and recorded cannot be used readily for planning and decision making. The office should process the information in a suitable form. The office should process the information in a suitable form. The act of processing information involves calculating, grouping, tabulating, diagrams, drawing charts, summarizing and analyzing the information.

  4. Communicating information
    The office has to communicate the processed information to different persons and departments inside the organization. It also communicates such information to all the concerned parties like customers, suppliers and government outside the organization as per their requirements. The information is communicated through fax, telephone, internet, e- mail, etc.

  5. Recording financial transactions
    The office keeps systematic records of all the financial transactions in the books of accounts like journal and ledger. The systematic process of recording financial transactions helps in determining actual profit or loss and financial position of the organization.

  6. Handling visitors
    The office handles all the visitors properly. It establishes a separate reception section for better services and satisfaction of the visitors and customers. Such better services and satisfaction of the visitors and customers helps to increase goodwill and promoting sales of the organization.

  7. Safeguarding assets
    The office purchases necessary assets, utilizes them properly and also safeguards them. It keeps proper record regarding the value and condition of assets. It also maintains the record of the officers who are responsible for the proper utilization and maintenance of assets and reporting the condition of such assets.
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  • The information received in the office is recorded in a systematic manner in the ______.

    entry book


    computer


    files


    all the options are correct


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

    Processing information


    Recording information


    All the options are correct


    Receiving information


  • The act of processing information involves ______ the information.

    calculating
    all the options are correct
    grouping
    tabulating
  • The information received in the office is communicated through ______.

    telephone


    all the options are correct


    internet


    fax


  • The systematic process of recording financial transactions helps in determining ______.

    actual profit of the organization


    actual profit or loss of the organization


    neutrality of the organization


    actual loss of the organization


  • The office does not record that information which is ______ for the organization.

    useful


    essential


    useless


    important


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