Office

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Introduction
Different types of organization are established in the society. These organizations are established
to achieve definite objectives. In order to achieve these goals, such organizations are required to
perform a number of functions on a regular basis. To perform these functions efficiently, those
organizations require a number of resources like men, materials, money, means of
communication and transportation. These resources should be utilized in the best possible
manner to meet ever changing the need of the society. Hence, every organization requires an
office for the effective management of resources and information for achieving objectives.
Meaning and definition
The office is the center of an organization. It is the focal point of the organization which carries
out different functions like planning, organizing, directing, coordinating, controlling and
communicating are performed. It can be regarded as the information center, decision-making
place as well as public relation center. The following are the main definition of an office:
"Office is a place where clerical operations are carried out." -J.C Denyer
"The office is the administrative center of a business." -Mills and Standing Ford
"An office is the place where the control mechanisms for an enterprise are located, where records
are initiated for communication, control and efficient operation of the enterprise." -George R.
Terry

"The office is that part of a business enterprise which is devoted to the direction and coordination
of its various activities. It is the seat, not only of the administration activities which determine
the policy of whole business but also of the principal executive activities whereby that policy is
carried into effect." -James Stephenson
Functions of Office
An office has to perform a number of functions in order to achieve the objectives of the
organization. They are given below:
Administrative functions
Administrative functions are performed for the smooth and efficient operation of whole activities
of the organization. These functions are performed by the board of directors, office chief, and
sectional chief. The major administrative functions are as follows:
1. Preparing and implementing plans
Planning is a process of deciding in advance about the course of actions. It is concerned
with deciding what, when, where, why and how official activities are performed. The
office prepares long term and short term plans and implements them by proper utilization
of available office resources.
2. Performing personal functions
Personnel function is concerned with selecting and appointing the right candidates in
different managerial and clerical posts. The personal function also includes the activities
relating to placing, training, promoting, transferring, remunerating, keeping a personal
record and retiring the office staff. The organization establishes a separate personnel
department to carry out such personal functions.
3. Coordinating, controlling and communicating
Coordination is the process of linking the activities of different persons and department
for the achievements of organizational objectives. Controlling is the process of evaluating
the actual performance of office personnel and departments, comparing the actual
performance with determined performance and taking corrective actions to minimize the
variations in future. Communication is the process of exchanging official information
between people or department inside or outside the organization. All these functions are
carried out by the office.
4. Safeguarding assets
The office purchases necessary assets utilizes properly and safeguard them. It keeps a
proper record regarding the value and condition of assets. It also maintains the record of
the officers who are responsible for the proper utilization and maintenance of assets and
reporting the condition of such assets.
Clerical function

Clerical functions are also known as routine functions. These functions are performed regularly
to assist for the smooth operation of administrative functions. These functions are performed by
clerical staff or office assistants. The main clerical functions are given below:
1. Receiving information
The office receives various types of information from internal and external sources. It
collects the information from internal sources like office personnel and departments such
as production, marketing, finance, accounting and personnel departments.
2. Recording the information
The information received from internal and external sources may be different in respect
of its priority. The office records that information which are useful and important for the
organization.
3. Processing information
The information which is received and recorded cannot be used readily for planning and
decision making. The office should process the information in a suitable form. The act of
processing information involves calculating, grouping, tabulating, diagrams, drawing
charts, summarizing and analyzing the information.
4. Handling visitors
The office handles all the visitors properly. It establishes a separate reception section for
better services and satisfaction of the visitors and customers. Such better services and
satisfaction of the visitors and customers helps to increase goodwill and promoting sales
of the organization.
5. Communicating information
The office has to communicate the processed information to different persons and
departments inside the organization. It also communicates such information to all the
concerned parties like customers, suppliers, and government outside the organization as
per their requirements. The information is communicated through fax, telephone, internet,
e- mail etc.
Importance of the Office

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The office of an organization is the most important unit. It is regarded as the mainspring of a
watch and steering of a car. It is equally important to a government unit, the business
organization as well as service motive organization. It essential to perform a number of
administrative as well as clerical functions in the process of achieving the organizational
objectives. There is some importance of the office, they are:
1. Planning and decision-making center: The office formulates various
types of plans and policies regarding production, sales, cost, profit, and loss.
It makes different types of the decision like changing the amount of capital,
objectives, rules and regulations of the office.
2. Coordinating and communicating center: The office is important due to
its coordination and communication functions. It links the activities of
different persons and department and directs them towards the attainment of
organizational goals. It passes useful information to the staff and
departments inside the organization and to the concerned parties outside the
organization as per their requirements.
3. Controlling center: The office is regarded as the controlling center of the
organization. It supervises and evaluates the performance of different staff
and departments. It compares the actual performance of different staff and
departments with the standard performance and takes corrective action to
minimize the variations in future.
4. Public relation center: The office maintains good public relation for
operating its business successfully and increasing the goodwill of the
organization. It provides accurate and reliable to all the concerned parties as
per their requirements. It provides better services to customers, suppliers,
lenders, owners, competitors and government in order to maintain good
relation with them.
5. Proof of existence: The office is the proof of the existence of an
organization. It gives the identity of the organization. It gives evidence that
the organization is operating its business in the society.

6. Record center: The office is considered as a storehouse of information. It

records important and useful information for future reference. It maintains a
systematic record of information and documents in files, books of accounts,
computer, etc.
7. Service center: The office is regarded as a service center of an organization.
It provides necessary materials and information to the employees and
departments increase the efficiency of employees and department.
Formation of Office

Every organization forms an office to perform its activities in an efficient manner for achieving
the organizational goals. Nature, size and duration of the office depend upon the volume of
activities and objectives of the organization. The organization which has limited human and other
resources forms a small sized office. Similarly, the organization which has the objectives of
producing and distributing good and services over a long period of time from a permanent office.

Permanent office

A permanent office is also known as the long term office. It is established for the
production and distribution of goods and services over a long period of time. Its activities
are not time bounded and its objectives are not sought within the specified time frame.
Usually, the size of the permanent office is large with a large number of employees, a
huge amount of capital and assets. Its files and transactions are voluminous. Ministries,
departments, public enterprises, joint stock company, hospital, school, etc. from the
permanent offices for operating their activities.

Temporary office

The temporary office is also known as short term office. It is established with the
objectives of producing and distributing goods and services over a short period of time or
completing a particular job within a specific number of employees, a small amount of
capital and assets. Its transactions are limited. Such office can be as follows:
1. Temporary office for completing a particular job: It is such type
of temporary office which is established for the completion of a specific
job. After the completion of such specified job, the office is
automatically closed. The office formed for constructing building,
canal, road, bridge is some examples of the temporary office.
2. Temporary office for a specific period: It is such type of temporary
office which is established for the specific period of time. After the
expiry of such specific duration, the office is automatically closed.
Hence, such office exists till the period exists. The offices are formed
for conducting seminar; workshop and training are some of the
examples of such temporary office. The office of different commissions

established for investing and reporting about different incidents within

specified time frame are other examples of such office.

A temporary office is one which is completing a particular job or producing and distributing
goods and services for a specific period of time.

Types of Office

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Different types of office are established in the societies with different objectives. Some offices
are established by the government in the public sector and some are established by individuals as
a private sector. Some offices are established with the views of service motive and some are
established with the profit motive. Therefore, on the basis of ownership and objectives, offices
are divided as follow:

1. Government office:
The government offices are the one which is established by the government for providing
administrative services to the citizens and social-economic development of the country. The
government approves the annual budget for such office and releases the budget for maintaining
its expenditure. It follows government accounting system to record its revenues and expenditure.
The employees are permanent who are appointed by the government. It is established in a
country to provide security and peace. It provides administrative services to the people and
involves in the social and economic development of the country. Ministry of Finance, Office of

the Auditor General, department of Tax and District education office are some of the examples of
government offices.
The following are the main characteristics of government offices:
1. It is established, managed and controlled fully by the government.
2. It deposits its revenues in the government fund.
3. Its accounts are audited by the Office of the Auditor General.
4. It performs its financial transactions through the central bank (Nepal Rastra Bank).
5. It receives its budget from the government to meet its expenditure.
Functions or objectives of government offices are:
1. To maintain law and order and peace in the country.
2. To defend the country against the internal and external attack and violation.
3. To monitor the social and economic activities of the private sector.
4. To maintain and develop warm the relationship with foreign countries.
5. To provide different types of administrative services to be the individuals and
corporations.
6. To develop the basic infrastructures in the country.
7. To protect private as well as public properties.
2. Business Office:
A business office is one which is established by the individuals or government for the production
and distributions of goods and services with a view of earning money by satisfying the
consumers. They are established by the industrial, trading and service businesses. The office of
industrial business buys raw materials, converts these raw materials into finished goods and sold
them in the market. The office of trading business buys finished goods and sells them in the
market. The office of service business renders like banking, communication, insurance,
transportation, and electricity to earn a profit.
On the basis of ownership and objectives, business office can be classified as follows:
1. Office of Private Investment: The office which is established by the individuals in the
private sector for maximizing profit is called the office of the private investment. The

primary objective of such office is to maximize profit. They are established by sole
trading, partnership firm and Joint Stock Company. They are managed and controlled by
the proprietor, partners and board of directors. The office of Buddha Air Pvt. Ltd. And
Panchakanya Industries Pvt. Ltd, Nepal Life insurance Co. Ltd. are examples of office of
the private investment.

Characteristics of office of private investment

1. It is established with the investment of owner, partners, and shareholders.
2. Its volume of transactions is usually limited.
3. It develops accounting system independently.
4. It reports its activities, profit or loss and financial position to the owners and
shareholders.
5. Its accounts and financial statements are audited by the registered auditor.
6. It is independent in making decisions and forming rules and regulations.
2. Office of Government Investment: The office which is established by the investment of
government in the public sector for the production and distribution of goods and services
of daily necessities at the responsible price is called the office of the government
investment. It is also known as public enterprises. The primary objective of this office is
to provide services to the general people. It provides goods and services of daily
necessities at a reasonable price. It is managed and controlled by the board of cooperation
and Joint Stock Company. The office of Nepal Airlines Corporation, Nepal Oil
Corporation, Nepal Telecom Company and Nepal Electricity Authority are some
examples of office of government investment.
Characteristics of Office of government investment
1. It is established with the sole or majority investment of the government.
2. It is managed and controlled by the board of directors nominated by the government.

3. It has a large volume of transactions.

4. It is established and operated with the primary objective of rendering services.
5. It reports its activities, profit or loss of organization or government.

3. Service motive office

The service motive office is one which is established by the individuals or government for
providing education, health, social and cultural services to the society without the intention of
maximizing profit. It is managed and controlled by the executive committee or board. It is
established with the aim of providing educational, health, social and cultural services to the
society without any intention of maximizing profit. The office of Nepal Red Cross Society, Maiti
Nepal, Nepal Children Association and Nepal Netra Jyoti Sang are some of the examples service
motive offices.
Characteristics of service motive office
1. It is established by the service motive office.
2. It meets its expenditures with the amount of subscription contributed by the members or
donation granted by the members and others.
3. Its accounting is based on a cash basis.
4. It reports its activities, incomes, expenses and financial position to its members.
5. Its account and financial transaction are audited by the registered auditor.
6. It has a separate legal status with independent management.