YABA COLLEGE OF TECHNOLOGY

SCHOOL OF MANAGEMENT & BUSINESS

STUDIES

OFFICE TECHNOLOGY & MANAGEMENT

(OTM)

COURSE: OFFICE ADMINISTRATION &

MANAGEMENT

CODE: OTM 314

LECTURER: MRS. OLUGBODE, N. O

HND II (PT) c/o

GANIU TEMITAYO OPEYEMI

P/HD/21/3630036
WHATS AN OFFICE?
An office is a space where an organization's employees perform administrative work in order to
support and realize objects and goals of the organization. The word "office" may also denote a
position within an organization with specific duties attached to it (see officer, office-
holder, official); the latter is in fact an earlier usage, office as place originally referring to the
location of one's duty. When used as an adjective, the term "office" may refer to business-
related tasks. In law, a company or organization has offices in any place where it has an official
presence, even if that presence consists of (for example) a storage silo rather than an
establishment with desk-and-chair. An office is also an architectural and design phenomenon:
ranging from a small office such as a bench in the corner of a small business of extremely small
size (see small office/home office), through entire floors of buildings, up to and including
massive buildings dedicated entirely to one company. In modern terms an office is usually the
location where white-collar workers carry out their functions. According to James Stephenson,
"Office is that part of business enterprise which is devoted to the direction and co-ordination of
its various activities."
Basic functions of a Office
The functions of an office can be divided into two. They are basic functions and
administrative management functions. These functions are common to every business unit
whatever may be the nature of business. This article discusses some of the basic functions of
modern office briefly.

1. Receiving Information
The information may be received from within the organization or outside the organization. If
information is received from various departments and executives of the organization, it is
termed as information received within organization.

If information is received from outsiders say customers, government departments, share

holders, suppliers, they are termed as information received from the outside organization.

2. Collecting Information
Collecting information is differing from receiving information. If an office gets information
voluntarily, it is receiving information. If an office gets information after an enquiry or
demands, it is collecting information. Enquiry or demands may be made through letters
and/or telephone calls.

Managers or departmental executives can visit other offices to collect information.

Information may be received or collected if it helps the management in taking decisions.
3. Recording Information
Both received and collected information should be properly recorded in suitable form. An
office determines the form, number and nature of records to be maintained according to the
needs. Some forms are specified in the respective statutes.

For example, Indian Companies Act requires the companies to maintain books and registers
in a specified way.

4. Creating Records
The information should be converted into according to the needs and prepare financial and
cost accounts, production details, sales particulars, man hours worked, price list and the like.
These records are used as a reference library of the management.

5. Processing or Arranging Information

The received and collected information have to be arranged in a systematic way. If not so,
there is no use of such received and collected information. Financial statements and
statistical statements are examples of arranged information.
According to J.C. Denyer,

6. Computation and Statistical Work

Calculations have to the made for preparing statistical charts and / or diagrams. Cost Sheet,
Production Budget, Sales Budget, Purchase Budget, Master Budget, Fund Flow
Statement and Cash Flow Statements are also prepared.
7. Analyzing Information
One has to analyze the information to find a truth. The hidden fact has to be highlighted
through proper analysis. Reports are also drawn up out of analysis. Market analysis,
Production Report, Financial Report and Employees Report are also prepared.

8. Maintenance of Records
Created records should be maintained in a proper way. The future reference will be very easy
through proper maintenance of records.

9. Retention of Records
Records may be classified into two types i.e. necessary records and outdated records. The
necessary records should be preserved under the control and supervision of office manager.
The outdated records can be destroyed.
10. Communication of Information
The office supplies information from its records as and when required by management for
taking decisions. The information may be supplied verbally or in writing. Normally, the urgent
information is supplied verbally.
The validity of the information depends upon the promptness with which the office supplies
information. The giving information should be precious, specific, accurate and complete.
Irrelevant information should not be supplied to anybody.

The importance of office and the success lies on the following factors:
(a) Planning,

(b) Organising,

(c) Directing,

(d) Staffing,

(e) Controlling and coordination,

(f) Office correspondence,

(g) Recruitment,

(h) Budgeting.

WHATS OLD OFFICE?

A old office is a private office space dedicated to one business. It usually means one business
leasing one to multiple floors, or a whole building. They can be setup exactly to your
specifications to suit your business’s needs. Sometimes this can be more of an open layout
style similar to flexible workspaces, but often there is more of a focus on individual work with
private offices or cubicles.
WHATS MODERN OFFICE?
what an modern office even stands for. According to insightful office related websites
like Bizfluent the modern office promotes open plan layouts, collaboration, creativity, fewer
divisions and employee wellness. Furthermore, famous Psychologists like Herzberg have also
highlighted that, getting the working conditions right is exceptionally vital if you want your
workforce to remain motivated.
DIFFERENCE BETWEEN OLD OFFICE AND TRADITIONAL OFFICE

 modern workplace concentrates more on how to create an inspiring workplace for your
colleagues, the traditional office is more about working in a more robotic style office
environment.
 Modern organizations are more dynamic with multiple business strategies. Believing
that traditional organizations are stable this might be true, and since their activities
are planned upfront it does not allow for progress and change, meaning these
strategies can become outdated
 Unlike traditional organizations which are fixed, inflexible and planned, modern
organizations are more flexible for change in every aspect of their work environment:
from knowledge and skills, to approaches and workflows.
 Traditional organizations maintain specific policies and standards in order to mitigate
any kind of risk. They are risk-averse, unlike modern enterprises which are risk-takers
with well-defined calculations which assess risks from multiple dimensions. This is not
only applied for a given issue at a certain point in time that has already occurred,
instead, they look at the possibility of potential risk.
 Traditional organizations are centralized and (too) careful to accept advanced
methodology and technology. With this rapid pace in technological innovation, the
chances to survive with ever-changing market demands are much harder, maybe even
impossible. Going modern means switching to a contemporary mindset, focused on
what is happening now. Companies that do not accept technological modernization
and new ways of working will be anchored in the past.