Meaning, Types and Functions Of Office | Business Studies

Office definition, types, and Functions


What Is An Office?

An office can be described as a space where administrative, clerical, or formal tasks are completed.
Every company, no matter how big or little has an office where the administrative and other crucial official tasks pertaining to the company are completed.



Types Of Office

There are primarily two categories of offices:


Small Office

An office is considered small if the range of tasks performed there is restricted or minimal. This suggests that an office’s size is not actually determined by its physical dimensions.


Large Office

An office is considered large when the volume of tasks performed there is high. In contrast to a small office, a large office typically has a large staff, with multiple workers handling various tasks.


Kinds Of Office


1. Closed/Private Office

This type of office was created with just one or two people in mind. High levels of privacy are upheld in this type of office, and visitors are not permitted inside anyhow. The principal’s office in a high school is a prime example of a close office.


2. Open Office

This type of workspace is typically roomy and accommodating for many employees to stay and work. It is commonly known as a general office.

In a basic or secondary school, the staff room is an illustration of an open office.


Functions Of An Office

In an office, a variety of tasks are completed. These tasks include receiving, recording, processing, organizing, and safeguarding data regarding the organization, as well as supervision and accounting duties.

The fundamental duties of an officer include the following:


1. Receiving Information

The office receives information from a variety of sources, including letters, packages, bills, phone calls, faxes, and direct interaction with customers to the company.


2. Information Recording

Received information is recorded and kept secure. The goal of retaining records is to have them available to administrators, employees, and even clients of the company when needed.


3. Organizing Information

After information has been gathered, noted, and processed, it is not dispersed or left in an unorganized manner. It is necessary to maintain data in a respectable and organized manner. They must be organized by gathering, sorting, assembling, and filing.


4. Processing information

Processed information is necessary for an organization to make effective and appropriate use of the information it receives and records. It must be handled by analyzing it so that people who would use them would easily interpret it.


5. Securing The Company’s Assets And Information

An office’s duties extend beyond merely gathering, recording, processing, and organizing data. Information that is not protected is as good as gathering none at all, which could be dangerous for the business. The company’s secret must be protected from unconcerned parties and the information gathered must be maintained securely through proper record keeping.