Answer to Question #317459 in Management for yakskie

Question

Discuss your own function of an office and be able to explain each function.

Answer 1

An office performs the managerial function of planning, staffing, organizing, directing, training, discipline, coordinating and controlling the activities of a group of people who are working to achieve business objectives efficiently and economically.

Planning- planning is the basic function of office management. It is concerned with deciding in advance what is to be done. To plan is to produce a strategy to action.

Staffing- An office manager is requested to recruit and select the office staff by the top management. They determine the number of staff required, their qualification and experience if any, decide the sources of recruitment, receiving applications, conduct the interviews and tests and finally select the right personnel.

Organizing resources- The organizing function brings resources together to achieve the goals established in the planning function. Resources include materials, personnel and financial backing. Leaders need to identify what activities need to coordinate tasks to keep resources moving efficiently towards goals. It is important to prioritize which resources are essential at any given time.

Directing- This refers to the way a manager issues instructions to his staff and otherwise indicates what it is that should be done. Direction can be regarded as the process of guiding and supervising staff.

Training- The need of training is decided by the office manager. The regular training programs are also devised and imparted to the new recruits as well as existing staff. Orientation training program is provided to new staff and refresher course program is provided to existing staff.

Controlling systems- This refers to all the processes that leaders create to monitor success. This business function requires leaders to establish performance standards, measure actual performance and compare the metrics to determine anomalies.

Discipline – It is the duty of an office manager to implement rules and regulations of an office. There should not be personal bias while implementing rules and regulations. He also attends to the grievances of office staff. Discipline is maintained in his way.