The world of work is changing; now people can work from anywhere without the need to go to the office. Nevertheless, the physical presence of an office is still essential. An office refers to a place utilized for business or performing a job. An office can take the form of a space, a building, or even a house.
Discussing the importance of an office means delving into its various functions. In general, there are two main functions of an office: basic functions and administrative functions. The significance of an office stems from these two functions, as outlined in the following points.
Basic Functions of an Office
The office serves as a crucial space for the conduct of the basic activities of a business, including:
Receiving, collecting, and recording information
The primary point of why an office is important for entrepreneurs is represented by the main function of the office as a place to receive, collect, and record information. This information comes from two different sources: internally from other business units and externally from other institutions responsible for gathering and distributing information.
The office receives and records this information in different categories. The incoming information from outside the organization, such as correspondence, invoices, and orders, is recorded in the incoming ledger. Meanwhile, information sent to external parties is recorded in the outgoing ledger.
Analyzing information
Various gathered information is raw and unprocessed. Therefore, the office also functions to analyze the existing information in detail and attentively. This allows the office to identify which information needs further processing and can be utilized to achieve future goals.
Storing information
The recording of information in the office must not leak to external parties. Therefore, the office also needs to protect the recorded information as it may be needed at any time.
On the other hand, the level of need for certain information will determine how long the information needs to be kept confidential. The office will implement different information storage systems based on the urgency of the information.
Distributing or disseminating information
The gathered information does not stop at storage. The office is responsible for distributing or disseminating this information to relevant internal parties. From the distributed information, each department can make informed decisions or use it as a basis for other activities.
Administrative Functions of an Office
From an administrative perspective, the importance of an office is related to how you manage a business. These functions are non-routine and fall under high-level functions. The following are examples of administrative office functions.
Managerial function
As the name suggests, the managerial function is closely related to business management. This includes planning, directing, organizing, controlling, and decision-making. Typically, individuals in high-ranking positions in the organization or company are responsible for carrying out the managerial function of the office, often referred to as the management.
Purchasing and control function
To ensure the smooth operation of the office, there is a need for a range of assets that support employee activities. Therefore, the office has the function of purchasing and controlling the assets that make up the company’s inventory. Developing specific mechanisms and procedures is necessary to procure assets and other resources with minimal costs.
Human resource function
The office is responsible for placing individuals with different skills and abilities in appropriate positions. The human resource function of the office also includes recording the performance and achievements of employees, providing rewards, and offering benefits that employees can enjoy.
Public relations function
The office does not only function internally but also builds relationships with external parties or the public. These include suppliers, clients, shareholders, creditors, customers, media, and the community. The office must perform public relations functions to maintain and cultivate relationships with external parties directly or indirectly involved in the business.
Protecting and maintaining property
Without property and assets, the office may cease to exist. The function of protecting and maintaining property is crucial to ensure that office assets are secure and can be used in the long term, protected from theft or damage.
Developing systems and procedures
In carrying out activities, the office requires different systems and procedures. The presence of systems and procedures makes the process of completing office tasks simpler because they can be carried out effectively and efficiently.
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