The Office in the Business World: Functions, Equipment and Material

The office in the business world represents the part of the company where the data received and issued are processed, in order to deliver the information required by the organization for the normal development of its operations or activities.

Its importance is given because every company that produces goods or services, regardless of the branch in which it specializes, needs a set of people that manages the operation and manages the other administrative functions. Most of these people work in offices.

The amount of staff in an office can vary, but all organizations, regardless of their type or size, need office employees to take care of everyday tasks. Office workers handle many different aspects of a company.

These aspects include accounting, text and data processing, telecommunications and other activities. They are needed in all sectors of the economy, from manufacturing to transportation.

The technology makes a basic contribution in the office: allows a greater amount of work to be done in a shorter period.

Functions

- The important services provided by the office include both administrative and other services to the other departments of the organization, which can not function without the office.

- The office is as important in an organization as the brain in the human body. Therefore, the office is the brain of the company. It collects information from different internal and external sources, registers it, organizes it and analyzes it to make it available to management. All types of information, both past and present, are available in the office.

- The office also acts as an intermediary. Connect the outside world with the different departments and vice versa. All sales orders are received through the office. Connect the organization with customers, suppliers, government and the general public. Public relations are very important in modern offices.

- It is the heart of all business activities; It's like an administrative nerve center. Information about purchases, sales, finances and communications circulates from the office.

- It is a control center; it is the means for the company's policies to take action. When the business grows, each leader is delegated power to make their own decisions and actions. Thus, each department will have its own office, to facilitate management to outline its plans and policies.

Some key actions that are made in the offices are:

• Meetings
• Call attention.
• Agree the strategy of the company.
• Agree objectives.
• Organization of physical and computer files.
• Customer Support.
• Printing and copying of documents.

Equipment and material

Office equipment has evolved to allow greater automation. Office automation means using machines to perform repetitive and tedious tasks that people used to do. Teams also help workers to do their jobs more quickly and efficiently.

Among the equipment that we can find in an office are:

Commercial telephone system and desk phones

They are the main means used for direct communication with customers and suppliers.

Computers

To process the information, which is currently the soul of any office. They are also essential for communication, thanks to email.

Computer network and Internet connection

If information is the soul of the company, then computer networks are the arteries that channel this information through all areas of the business. Ethernet cabling, routers and a modem are needed to connect the local network to the Internet.

Multifunction printers

When the information is digital, we want to print it, and if it is printed, we want to scan it. On the other hand, we want to receive it or send it by fax. These teams do everything.

Paper shredders

When generating printed paper, many times you have to destroy it. The office is responsible for the information it has.

Photocopiers

Fundamentals for making copies of documents.

Video projectors and screens

Used for presentations in the meeting room.

Equipment for merchants

Point of sale machines and cash registers.

Furniture

Inside the furniture in an office we can find the following:

• Chairs
• Desks
• Cubicles
• Cabinets
• Carpets
• Meeting tables

Office supplies and supplies

Some of the materials and supplies necessary for the operation of an office are:

- White sheets of paper: Used for printing and photocopying, for writing small notes and for presentations on flip charts.

- Roll paper: thermal paper for fax, label tape, paper for point of sale.

- Preprinted forms: invoices, tax declaration, payment receipts, desktop calendars.

- Labels and adhesive paper: labels for folders, price labels and post-it notes.

- Consumables for printing: ink cartridges and toner cartridges.

- Portable storage media: USB memories and memory cards.

- Mechanical fasteners: clips for paper and butterfly type, staples.

- Chemical fasteners: transparent adhesive tape, glue.

- Cleaning items: mops, bins, recycling bins, brooms, soap, air fresheners, disinfectants, paper towels and toilet paper.

- Small machines: paper punches, staplers, staplers, rubber seals, numbering machines and pencil sharpeners.

- Physical storage: folders, envelopes, boxes, shelves and desk organizers.

- Writing materials and correctors: pencils, pens, markers, corrective tape, correction fluid and erasers.

Examples of jobs in an office

Writers / editors on websites and newspapers

Writers and editors, whether they belong to the work team or work from home, work in an office. Writers create content for print publications, web pages and blogs. The editors correct the content that has been written.

Receptionists

A receptionist works in an office receiving clients and suppliers, writing emails, answering phone calls, taking messages, sending emails, communicating phone calls to specific employees and filing.

The customer service representative must be well informed about the business for which he works, as well as about his products and services, in order to help customers. You must answer calls and emails, take orders and issue refunds.

Accountants

Accountants or accountants work in an office environment. Their duties include preparing taxes, paying bills, receiving payments, among others.

Managers

Office managers manage the work of the office. Their duties may vary from hiring, firing or scheduling the work of the staff, delegate duties, train new employees, create and enforce office policies, supervise the work team, resolve situations and maintain computer systems.

Call care-Call centers

People who work in a call center require answering telephone calls from customers of the company for which they work. You need to give them answers to your questions, receive complaints and process orders.

References

1. Rob Waugh (2017). What's next for office technology? The Telegraph. Small Business Connect. Taken from: telegraph.co.uk.
2. StateUniversity (2018). Business Looking Into Computers and Office - TODAY'S OFFICE, THE BUSINESS WORK FORCE, TRENDS IN BUSINESS, THE WORLD OF FINANCE. Taken from: careers.stateuniversity.com.
3. Lucy Kellaway (2013). How the computer changed the office forever. BBC News Taken from bbc.com.
4. Wikipedia, the free encyclopedia (2018). Office management Taken from: en.wikipedia.org.
5. Yajaira Gutierrez (2012). Basic notions of office. Taken from: pedageducomercial.blogspot.com.
6. James Bucki (2018). Essential Office Equipment for Starting a Business. The Balance Operations & Technology. Taken from: thebalance.com.