The Modern Concept of Office Work

By: Saket ChoudharyAnubhuti Khemka

Raunak Agarwal

Contents

1. Meaning of Office

2. Object And Purpose of Office

3. Office Work

4. Characteristics of Office Work

5. The Modern Concept of Office Work

6. Future Office Challenges and Tasks

Meaning of Office

A place where business activities are planned for the growth in future is known as office. For planning and controlling, various information from past and present is required, thus the accumulation of these records in a single place is called an office.

One can also say, office is a place where business is carried on and the control mechanism of the organization is located. It is the nerve center and brain of the business enterprise, an information desk where all types of information is received and handled.

Object And Purpose of Office

To provide proper and sufficient information

To facilitate the functioning of other departments

To facilitate decision making

To preserve the records of office

To plan the activities and implement them

To set-up coordination between various department of the organization

To handle the various factors of business environment

Office Work

Office Work differs from enterprise to enterprise. But there are work that are same in all the offices such as:-

Handling calls and mails

Planning, administration, communication etc.

Accounting, auditing and budgeting.

Importance of office work

Office is an integral part of a business unit which cannot be neglected. It contributes in management of data and records, planning and setting objectives and also in controlling & rectifying errors.

Characteristics of Office Work

The work in office is more important rather then place

It mainly consists of paper work

Office work consist of service function

It indirectly contributes to the profit

It helps in the functioning of the whole organization

The volume of the work depends on the external factors

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It is difficult to measure the work in office

As office work consists of paper works it’s difficult to exercise control over it

It is very difficult to know when the work in office will be interrupted

The contents of work in office are similar in all organization eg. Typing, mailing etc.

Thus we can say that office work mainly consists of handling of information and records.

The Modern Concept of Office Work

The modern concept of office implies:-

Job analysis- what to do and how to do

Cost Benefit analysis- to consider how much investment is required to complete the task

Standardization- standardization is required to complete tasks and jobs without any error in a decided way

Work Simplification- It is required to reduce perplexity, time and cost in completing a particular task

Follow up activities are required to check errors and correcting it eliminate the repetition.

Establishment of control mechanism is required for proper implementation of plans ensuring effectiveness and efficiency.

Future Office Challenges and Tasks

Office activities had gone under a tremendous change due to industrialization and advancement in science and technology. Today offices are more organized and are managed by qualified and expert managers

The challenges faced by offices are:-

Reduction in paper work

Complying with requirements of the government rules

Reduction in cost of office work

Meeting the needs and requirements to mechanize the office

Employment of well qualified personnel in office for future, as it is a big challenge due to shortage.

Factors determining the size of office

The factors that determine the size of offices are:- Size of the business- larger the business larger the

office Nature of the business- office of a trading concern are

usually larger then the manufacturing concern Type of organization also affects the size of office,

corporate have larger office then of sole proprietorships

Finance and funds plays a key role in setting up of office

Scale of operation and volume of work helps in deciding the size of office

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Variety of work & number of departments decides the size of the office

Quantity of employees helps in deciding the size of the office as large no. of staffs increases the size of the office

Extent of automation- automation and mechanization helps in faster work with lesser number of people thus it contributes to the size of office

A centralized office is larger then a decentralized, so the degree of centralization also contribute to the size of office.

Layout and design play an important role in size of office as it decides what to where.

Measures to decide the size of Office

The size of office can be measured in the following ways:-

Number of employees

Size of budget for office expenses

Number of visitors

Office area required as considering the size of employees and work

Thank You