The following are the basic functions of an office: II

The following are the basic functions of an office:II

1. To receive or collect information
2. To prepare a record of such information
3. To process and arrange such information
4. To supply ready made information to the authorities when asked for.

03.To process and arrange information:
                      The information received by the office may be lengthy and the same in its original form may not be much useful to the management.Therefore,after collecting such information,it will be processed,categorized,arranged and systematically kept for ready made information.certain letters will have to be converted into charts,statements etc.by doing calculations or analysis over such information.For instance,orders have been received every day and complied.The orders themselves will not serve any purpose to the departmental head because the orders may be in the form of letters.Therefore,it will be most useful to the sales manager,if these have been shown in a compact form,say sales week wise.This can be done through charts,statements etc.Then the sales manager is at ease to understand the position of the sales by looking at the statements or charts and come to a decision within no time.Thus it is possible for all the departments or the management to understand the position easily and quickly and come to certain conclusion.If the information is not properly analyzed or arranged,much time will have to be spent.An efficient office supplies ready made information to departments or managers who take proper decisions on the basis of such information supplied.Therefore,a good office is the foundation of a business organization.