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Functions of Modern Office

Entrepreneurs must understand that information is the product of the office of the organization and therefore, major services and functions of modern offices:

1. Continuous Collection of Information
2. Proper Record of Information
3. Orderly Arrangement of Information
4. Prompt Supply of Needed Information
5. Due Protection of Assets

Continuous Collection of Information

The office is not only in charge of the continuous collection of relevant information from all available sources such as reports, letters, orders, invoices, telephone calls, emails, faxes, etc. but in addition to receiving such information, the office also collects any other information which managers may need for making decisions and taking actions for completion of tasks.

Proper Record of Information

The record constitutes the memory of the office and includes correspondence, accounts, orders, progress reports of work, price lists, attendance of employees, etc.

The records may be required by law or for the efficient conduct of the business and therefore, there is a need that information should be received or collected must be recorded in a suitable form, and should be made readily available to the manager when required to make a decision.

Orderly Arrangement of Information

Information needs to be arranged in an appropriate order as the information received and collected is subjected to further processing and proper classification. All information in the form of facts and figures has to be organized and arranged in a suitable form and then only it can be supplied to the manager or make decisions on various managerial problems.

Financial and trading statements, costing and accounting records, charts, tables, reports, etc., are examples of well-arranged information on the basis of which managers can make accurate and quick decisions.

Prompt Supply of Needed Information

The office is crucial for supplying necessary information to managers and various departments. It collects and processes information, making sure it’s accurate and readily available. Managers rely on this information to make decisions and guide the organization.

If the information provided is incomplete, wrong, or outdated, it can lead to incorrect decisions and harm the organization’s reputation. So, accurate and prompt information from the office is essential for effective management.

Due Protection of Assets

As a clearing house of information the office performs the functions of collection, recording, arrangement, and supply of needed information, and in addition, the office performs the vital function of safeguarding the assets of the business.

Cash and stocks are the most important business assets and the office must see that both these assets are protected, and their proper accounts are maintained.

All important and valuable records need to be kept in safe custody as it ensures due collection of debts. It must exercise detailed control and supervision over cash and other assets of the business. In short, every office performs a dual function Clearinghouse of information and Warehouse of business assets.

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