Explain an Organisation of an Office ?

In Any  organization a set of tasks are performed by the employees and the management concerned with in the organization. The organization of an office is managed by an hierarchical  manner in which the work process varies from individuals , thus the number of transactions are  performed daily. The employees are responsible for the functional areas divided in to groups.

office organization1

In such an environment documents related to customer transactions flow from one functional area to another occurs the complex process & divided in to simple tasks that can be performed quickly & efficiently. Therefore , the employees are assigned tasks which are routine and repetitive manner. The technique of rationalizing the work process helps to increase efficiency.

Nature of an office work :

the office work involves a lot of paper work in general and every document had to be informed for future use. The employees maintain files, folders and desk cabins that contain lot of  documents and the files lying on the table.

The  employees in an office spend lot of effort and time in arranging , moving files and clearing off desks.

For eg  ;

furniture or equipment that was no longer required was to be disposed.

every item & file should be kept in an appropriate place.

label markers should be  used to label shelves, bines &drawers.

Employees Should Clean Their Desks And Keep Only Those Things Required For Daily Use.

when a project is completed , the documents & file must be stored at a separate place for future reference , if any  therefore, it was a comber some process before the advent of digital computers automated. It means before the introduction of an office automation system, thing were really in disorder.

Office automation :

It refers automating information or procedures. It is mainly employed for efficient storage , transmission & management  of information with the help of computer by using both hardware &A software . The computer machinery  & software required for digitally creating , storing , manipulating transmitting information needed for accomplishing official tasks.

The organization are using modern technologies to enhance productivity by eliminating redundancies, implementing the procedures information flows accurately. There by facilitating efficient & effective communication within and out side of the organization.

Need for office automation

Data processing (editing ), typing , printing , sending information  etc. is done much faster by using computers. The office automaton , therefore refers to the process of automating on office tasks that were usually performed manually are converted into computer system.

 The Benefits Are :

1.      Enhance productivity of employees.

2.      Optimizes performance

3.      Less office space

4.      Wess/ limited manual labour

5.      Fast , efficient & effective access of data

6.      Reduces the cost and time to send & receive messages

7.      Enhances accuracy

8.      Improves communication within &out side of the organization.

Document preparation :

office organization

1.      For data creation and storage, a computer system is required since it can store lot of  information , process and retrieve any information any time.

2.      For data management various software tools are helpful such as word processor , Ms excel , Ms Access(Ms office) needed to organize and maintain data.

3.      Data exchange with the help of electronic transfer is essential such as fax , phone , automated answer machines etc.

The document preparation is an important fundamental activity in any business that consists all of the above activities. Office automation system employees equipment live in the

1.      Fax machine

2.      Computer

3.      Printer, scanner

4.      Copies

5.      Provision of internet facility etc.

Data can be electronical transferred by using fax machine , Emails so that an electronic system not only reduces cost but also reduces time to transfer information from one place to another. The user can send and receive documents, even images over telephone lines by electronic system.


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