An office is a crucial element in an organizational structure with several key functions. According to Manning and Haddock (1991:3), the primary function of an office is to provide services to external parties interested in the organization.
On the other hand, Rasto (2015:7) explains that the main functions of an office are to receive, record, process, and distribute information.
This article will discuss the various important functions of an office in supporting operations and achieving organizational goals.
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Basic Office Functions
Basic office functions involve routine activities such as collecting and distributing information. These functions include:
Receiving and Collecting Information
The office gathers information from various sources, both internal and external. Internal information comes from different business units within the organization, while external information comes from institutions or external parties associated with the organization.
Recording Information
Information received is recorded in documents such as ‘incoming books’ and ‘delivery books’. Information obtained from outside the organization, such as letters, invoices, and orders, is recorded in internal books. Meanwhile, information provided by the organization to external parties is recorded in delivery books.
Analyzing Information
The collected information is analyzed in detail to identify information needs for future use. This process aids in better decision-making and more effective business strategies.
Storing Information
Recorded information is stored properly for future use. The importance of the information will determine how long it should be kept.
Distributing Information
The collected information is distributed to relevant people and departments to support decision-making and other operational activities.
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Administrative Office Functions
Administrative office functions relate to the management and control of resources within an organization. These functions include:
Managerial Functions
Managerial activities involve planning, directing, controlling, and organizing. These activities are carried out by individuals in senior positions within the organization to achieve the established business goals.
Human Resources Functions
The office is responsible for placing employees with the right skills in appropriate positions. This includes recruitment processes, performance evaluations, and providing rewards and benefits to employees.
Purchasing and Control Functions
The office identifies the need for assets and resources for the business. This function includes purchasing assets at reasonable prices and ensuring that these assets meet business needs.
Public Relations
The office maintains good relationships with the public, including shareholders, creditors, suppliers, the media, and customers. This is achieved by distributing information regularly and organizing various activities to maintain harmonious relationships.
Protecting Property
The office is responsible for protecting the organization’s assets and property from damage or theft. This includes routine maintenance and accurate asset record management.
Developing Systems and Procedures
The office develops the systems and procedures needed to complete various tasks and operational activities. This helps improve efficiency and simplicity in office work.
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An office plays a very important role in supporting operations and achieving organizational goals. By effectively performing both basic and administrative functions, an office can ensure that all aspects of the business align with the organization’s vision and mission. A well-functioning office not only helps in managing information but also in maintaining good public relations and protecting organizational assets.
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