Working in OrganizationTHE OFFICE

Lim Sei Kee @ cK

IntroductionWhat type of job are you looking for when you

complete your studies? What type of organization do you wish to work for? Do you want to work in an office? What is office work?

GOAL of an Organization- to make profits-to promote the interests of a community

without making money

Types of OrganizationsSole proprietorship PartnershipCompany – Public and private

Roles of the officePlace where people carry out the daily affairs

of a businessSupports the business’s main aim, either to

make profits or to meet the needs of a community

Organize set-up of the business operation and the people

FUNCTIONS of an officeObtaining informationProcessing informationStoring informationConveying information

Obtaining information-looking it up in office files and reports-carrying out research by conducting surveys-asking for it indirectly-asking for it directly

Processing information-Office workers may need to work with the

information obtained. This can be done by using a computer and software

Storing informationThe information received needs to be kept for

current or future use:-Paper files or computers are used to keep

records-records are kept properly by labelling and

filing documents

Conveying informationOffice workers need to answer queries-

questions asking for information. This can be done by fax, email or telephone. It helps when the information is sent out clearly and concisely.

Supporting rolesWhen an organization becomes very large, the

office often plays a very specific supporting role. It becomes the place where information is handled, controlled and distributed. It helps an organization to achieve its goals in being each of the following:

a) Business resource and information centreb) Communication centrec) Customer interface

a) Business resource and information centreProvides information related to the

organizationSupplies printed materials such as annual

reports, publications statistics and research done on the product market, much like a resource library does

Provides resources needed for employees to perform the various tasks

b) Communication centreProvides communication support for the

organization, eg. Voice mail, faxes, email facility, intranet and the internet

c) Customer interfaceProvides face-to-face (interface) service in

which direct contact with customers is madeHandles customers’ enquiries and complaints

(staff who deal directly with customers are trained to be courteous and tactful so as to project a positive business image)

In providing the necessary support, the office helps the organization to:Operate smoothly and efficientlyGive customers a favourable impressionMaintain its competitiveness and profitability

Personnel in an OfficeAn organization chart is used to show at a

glance:-the organization’s set-up, i.e the way the

departments or divisions of the organization are arranged

-the formal channels of communication and reporting, i.e. who gives the orders and who takes the orders

-the job title/position of every staff member in the organization

Chairman- chairs meetings and reports on the organization’s progress to the other shareholders

Board of Directors- group of shareholders who together with the Chairman, makes policies for the organization’s development-members of the Board are chosen to manage the business and achieve the organization’s goals

Managing Director- looks after the actual day-to-day running of the business with the help of department heads-may also be known as the Chief Executive Officer or President

Department Head- manages a department or a large section of an organization-may also be known as Director, Manager or any other title the organization finds suitable

DepartmentsAlthough the organization chart may differ

from an organization to organization, the functions of the departments are rather similar:

Administration department, Personnel/ Human Resource department, Accounts/Finance department, Purchasing department, Sales/ Marketing department, Production department

Administration departmentHead of department: Administration Manager or

the Director of Administration. This department handles all the activities that provide services for the other departments such as:

-supervising the maintenance of the organization’s facilities

-processing incoming and outgoing mail-providing reception and co-ordinating courier

services-making sure fire and other safety measures are

followed in the office

Personnel/ Human Resource DepartmentHead of department: Personnel Manager or Human

Resources Manager. This specialist department handles all matters relating to the staff such as:

-recruitment: advertising, interviewing and employing staff

-providing staff training and career development-keeping records of personal details and performance-dealing with dismissals, resignations and

retrenchments-handling claims by employees, e.g. compensation for

injuries

Accounts/ Finance DepartmentHead of department: Finance Manager or

Finance Controller. This specialist department handles all money matters, including

-keeping track of debtors’ and creditors’ accounts

-preparing budgets and financial reports-handling the payment of salaries and wages-planning and monitoring cash flow-handling the organization’s tax matters

Purchasing DepartmentHead of the department: Purchasing Manager

or Chief Buyer. This specialist department handles all the buying needs of the organization and is responsible for

-sourcing for suitable suppliers at the best prices-placing the orders-making sure purchases are received on schedule-controlling the movement and monitoring the

level of purchased stock

Sales/ Marketing DepartmentThe head of department: Sales or Marketing

Manager. This specialist department handles all matters dealing with sales and marketing, including:

-forecasting sales and setting targets-making sure that sales targets are met-maintaining the goodwill of customers through

fast after-sale service such as repairs and replacement of spare parts

-dealing with customers’ complaints

Production DepartmentHead of department: Production Manager. This

specialist department handles the manufacturing of the organization’s products, as well as:

-making sure that the machinery is in good condition

-allocating work and components to make sure that completion deadlines are met

-carrying out inspection and quality control checks of the goods produced

-maintaining proper stock control to record supplies purchased and goods produced.

That’s all for today!