CLERICAL SKILLS - What is the function of an office?

If you visit a firm, school or hospital you will find that a number of activities are being performed, such as letters received, dispatched, typing, photocopying, word processing, filing, handling of office machines etc. The place where all such activities are performed is known as office. Thus office is a service department of an organization, which is connected with the handling of records and provision of various services like typing,

duplicating, mailing, filing, handling office machines, keeping records, drafting, using information, handling money and other miscellaneous activities.

Some of the popular definitions of office are as follows:

''Office is a place where clerical operations are carried on''.-Denyer, J.C.

''Office is a unit where relevant records for the purpose of control, planning and efficient management of the organisation are prepared, handled and preserved. It provides facilities for internal and external communication and coordinates activities of different departments of the organisation''.
-Littlefield, Rachel and Caruth.

The above definitions highlight the following characteristics-
• collecting information
• processing information
• storing information
• coordinating information
• distributing information

Therefore, an office may be defined as a place where all the activities concerned with collecting, processing, storing and distributing information for efficient and effective management of an organization are carried out. In every modern organization, be it a business concern or a Government department, there has to be an office. It is essential for the efficient management of the organization.

The main objectives of an office are as follows:

(1) Aid to Management:
The office provides aid to management in performing the following functions:

(a) Direction: Direction and guidance of management to various sections and departments are issued through the office.

(b) Communication: The office serves as a communication channel between different parts of the organization. It handles mail.

(c) Planning: The office helps management in planning for smooth functioning and progress of the organization by providing necessary information and data.

(d) Coordination: The office also facilitates co-ordination by maintaining links among departments.


(2) Preserving Records
The office maintains necessary books and records of the organization.

(3) Providing Information
It provides the right kind of information to management at the right time.

(4) Providing Office Services
It provides clerical and secretarial services to different executives.

(5) Distribution of work
The office distributes the work among various employees and identifies their duties and functions.

(6) Selection and Appointment
It also handles selection and appointment of employees. In short, the office is an important and indispensable part of every organization.