ââIt is a place, a room or a building set aside in an organization where communication, secretarial, administration and clerical work take place. Various operations are planned, coordinated and monitored in an office.
Functions of an office:
1. Receiving and recording information â this aids in making informed choices.
2. Distributing (disseminating) information â through the office, information is channeled to the relevant departments for action and implementation;
3. Mailing. Letters and parcels for and from various departments are dispatched and received in an office;
4. Communication. It serves as the communication centre to and from which the information flows.
5. Safeguarding and controlling of an organizationâs property. The office ensures safety of the organizationâs property through:
a) Carbon copying:
This method uses carbon papers placed between papers stacked together with the carbonated side facing down and the original paper to be handwritten or typed on placed topmost.
It involves use of a master copy like for instance a stencil to reproduce a copy or a succession of copies. The master copy can be prepared by hand writing, typing or scanning. There are different methods of duplicating namely:
I. Ink duplicating
It uses ink duplicator, duplicating stencil, stylus pen, typewriter, run-off paper and ink. The stencil is cut using a stylus pen or a typewriter and is then fed into the duplicator to produce the required copies. The duplicator can be manual or electric.
This method uses a spirit duplicator which transfers carbon from the master copy to the other copies.
This method uses a photocopier which photographs the master copy and prints out the photography on blank pieces of paper to produce an exact copy of the master copy.
This process uses computerized or manual printing equipments to produce documents. Computer and printers can be networked to have the following advantages.
This is a mechanical method that uses the concept of cutting out an outline of some letters on a template such as a piece of paper, placing the cut out template against the background of the surface to be printed and then spreading ink onto the template to produce the prints. It is mainly used on surfaces that cannot be fed into a printer.
In this method, the document to be printed is first printed onto a metallic plate which then affixed onto a printer for duplication.
Types Office layouts
âOffice layout refers to the outlook, arrangement and positioning of furniture and equipment in an n office. There are different kinds of layout such as:
a) Open office layout
The staff members are housed in one large room and are usually grouped into departments. This is common in banks and some KPLC offices.
Also known as cubicles. Usually occupied by one or two people with their names and/or their designations written on the door.
It is similar to the open layout but is more sophisticated with some glass semi-partition, sometimes with different floor levels so as to have senior employees on a slightly higher level for easier supervision and may have some decorations.
ââThese are facilities used in an office to make work easier.
Roles of office equipment
Types of office equipment
ââAdvantages of Office Machines
âDisadvantages of office machines
âFactors considered when selecting office equipment
These comprise of the people who work for the business organization. They are usually categorized into:
Duties of various office staff
A. General Manager
Include production manager, sales manager, technical manager, finance, human resources manager, etc. The finance manager:
A senior employee usually attached to a more senior officer.
Essential qualities of office staff.
â(a) Personal attributes
Trends in Office Management
Office management and operations are currently taking a transformation through such technologies like:
A. Computers â it is used for:
âUses for computers in communication
âAdvantages of internet, intranet, website, extranet, and e-commerce
âDisadvantages of internet, intranet, website, extranet, and e-commerce
i. High initial cost of equipment;
ii. High maintenance cost;
iii. Requires training for the users
iv. Suffers from occasional breakdown e.g. internet down-times, computer virus,
v. Prone to misuse
vi. Requires power to operate.
Business Studies Notes Form 1 - 4