The Office Environment

Role and Functions

Objectives

• Define the term office as it relates to a business.

• Distinguish between Mission, Vision and Goals
• Describe the role of the office.
• Describe the functions of the office.
What is an Office?

This is the centre of all business activity, which

provides support services to other members of the
organisation.
In small businesses, an office can simply be a desk
and chair with a space for storing documents.
Whereas in a large business there may be an office
for each department, with a head office to
coordinate the activities of the various
departmental offices.
Mission, Vision and Goals

Mission - This describes the purpose of the business.

Vision - This expresses what the business aims to
accomplish in the future.
Goals - States the steps that the business will take to make
its vision a reality.

These are reflected in its mission statement which directs

all office activities.
Role of the Office

• The main role of an office is to provide rooms

and other facilities necessary to ORGANISE and
COORDINATE the various activities of the
organisation.
Functions of the Office

• These functions include:

• COLLECTING data
• PROCESSING data
• DISSEMINATING information
• PRESERVING data
• ORGANISATIONAL and LEGAL control
Collecting data

• The office serves as the communication centre of

an organisation.
• Information is gathered from internal sources
(such as requisitions from other departments )
and external sources (such as enquiries and order
forms from other organisations)
Processing data

• Information collected by the office must be

processed so that it can be useful to those who
require it.
• Processing of information includes:
• Sorting
• Classifying
• Analysing
• Summarising
• Presenting in various formats (eg graphs and charts)
Processing data

PROCESSIN OUTPU
INPUT
G T

Information
Data
Cash
Disseminating information

• Information must be communicated accurately and in a

timely manner, if it is to be useful to the recipient.
• The office as the communication centre will transmit data
collected to various departments for processing.
Preserving data

• Information must be stored safely, so that it can

be accessed whenever it is needed.
• Information can be stored manually in filing
cabinets as well as electronically.
Organisational & Legal control

• Organisational control refers to supervision of

routine administration such as recruitment,
payment of wages as well as maintenance of
equipment.
• The office must comply with legal requirements
such as the preparation and safe-keeping of
contracts and the timely payment of taxes.
Homework
1. In each case, identify the relevant office function being
described.
a) In a hotel, the office staff will record and confirm guest
bookings.
b) A hospital office will ensure patient records are stored
securely in a computerised system.
c) Accounts offices keep financial records to predict profit
or loss, which is vital for management decision-making.
This is also required to comply with tax laws.
d) A school office will keep records of student attendance
and performance to send to parents.
Homework
2.