chapter 2 FUNCTIONS OF MODERN OFFICE.ppt

computer application in office mangment

1. Company
LOGOPrimary Functions
Administrative Management Functions
FUNCTIONS OF
MODERN OFFICE
Chapter 2

2. A modern office performs a variety of functions which may
be classified' as: primary or basic functions and
administrative/management functions. These 'are shown in'
Figure 1.1.
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FUNCTIONS OF MODERN OFFICE

3. 3
FUNCTIONS OF MODERN OFFICE

4. Primary Functions
The basic functions of the office include receiving,
recording, arranging, analyzing and giving information.
The nature of these basic functions is described below:
1-Receiving and Collecting Information:
In every organization, be it a government or private one,
information comes through letters, circulars, memos,
orders, reports etc., from within and outside the
organization.
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5. Primary Functions
2-Organizing Information:
The office mostly receives information in raw. The
information so received cannot be of any use to the
managers, unless it is processed and presented in a
suitable form. This is, done by converting raw information
into written records.
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6. Primary Functions
3-Storing Information:
The recorded information accumulated in the
office need to be preserved and maintained for
future reference. The basic objective of .preserving
information is to make these available as and
when required by management without delay.
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7. Primary Functions
4-Supplying Information:
Information which has been collected, processed and
recorded by the office must also be supplied to managers
as and when required. Management decision making
depends a: great deal on the supply of accurate and timely
information.
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8. Administrative Management Functions
1-Communication:
Making arrangement for communication between
different individuals within the organization through
intercom facility. meetings. etc.' and between outsiders ;
the organization through personal contact, telephones,
letters, etc., is an important function performed by the
office.
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9. Administrative Management Functions
2-Safety and Security:
The office has to keep in safe custody the records of the
organization and also make arrangements for security of
properties and assets of the enterprise e.g. buildings, office
machines, furniture, equipment's, etc. The office is not only
responsible for the safety of assets but also for their
upkeep and maintenance.
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10. Administrative Management Functions
3-Coordination:
Coordination implies an orderly arrangement of group
efforts to , ensure unity of action in the realization of
common objectives.
Office has to synchronize the efforts of individuals and
departmental staff to ensure proper timing.
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11. Administrative Management Functions
4-Planning:
Planning involves consideration of the factors influencing
a situation and laying down a course of action leading to a
particular goal. Effective performance of all office functions
require advance planning.
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12. Administrative Management Functions
5-Systematization and Cost Reduction:
With the adoption of scientific method in office
administration, office must lay down systems, procedures
and methods of performing various activities.
Besides designing the systems and methods, the existing
systems should be reviewed and modified, if necessary. It
is only . through improvements, in systems, methods and
procedures that the costs of office operation can be
minimized.
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13. Administrative Management Functions
6-Office Personnel Administration:
An efficient office is an invaluable asset to any
organization.
Personnel employed in the office bring about efficiency of
operation by the quality of their work .
To maintain efficiency and effectiveness it is necessary to
select the right type of office personnel for various jobs,
and arrange for their training.
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14. Administrative Management
Functions
Public Relations:
In its dealings with members of the public, the office
projects the image of the organization. Steps are required
to be taken to build a good image of the organization ·in the
minds of the general public.
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