COURSE: DIPLOMA IN APPLIED SCIENCES

UNIT: IOM
TOPIC: OFFICE PRACTICE By PM Owuor
An office is a place where the control mechanisms for an organisation are located;
where records are initiated for communication, control and efficient operations of the
organisation.

INTRODUCTION
Definition of an office
Office is a room where relevant records for the purpose of
control, planning and efficient management of the organization
are prepared, handled and preserved.
Office provides facilities for internal and external
communication and coordinates activities of different
departments of the organization.

Basic Elements of an office

1. People
– Workers to manage the transaction
2. Secure structure
– Building where security of materials is maintained
3. Physical location
– Contact information such postal address, telephones
numbers, e-mail address, etc
4. Records materials
– Files, reports, etc
5. Organisation
– Leaders and those who are led (supervisor and
subordinates, etc)

Definition of procedure
· A series of operations pointed towards achieving a
particular objective.
· Procedure may be defined as a step by step activity
which must be followed in order to achieve a set goal or
objective.- for example, incoming mail handling procedures,
procedure of filing, procedures for recruiting and
selection, etc

Definition of an office procedure

· A series of related clerical steps, usually performed
by more than one person which constitutes an established and
accepted way of carrying on an entire of activity
· A planned sequence of operations for handling recurring
official transactions uniformly and consistently
· Hence, office procedure refers to established
procedures to be followed when carrying out official business.
It is therefore important for every member of staff in the
office to follow the procedures for the smooth operation for
the business.
Office procedures are necessary to ensure efficiency in the
workplace. Handling calls in and out, paperwork, filing,
taking messages, customer interaction and even furniture
arrangement can all fall under office procedure. Office
procedures create a uniform way of doing things that create
consistency, efficiency and professionalism within the office
environment.

Guideline for setting up office procedures

i) Determine of purpose of work
ii) Justification of the purpose of routine (done
through careful analysis of each step)
iii) Steps in routine should be systematic and
logically arranged
iv) Each step must contribute to the advancement of
the work
v) Avoid duplication of work and minimize paper
work

Importance of office procedures

i) Promote fairness-treat people equally
ii) Promote democracy –allowing people to
participate fairly
iii) Promote certainty of accomplishment of a
certain task
iv) Cost-effectiveness in terms of time, money
v) Incentive to work-if procedures are simple,
one is motivated to work

TYPES OF OFFICE
There two types of office
Cell Office - A cell office is small room which is separated
from one another by wall or partition. Usually the door
leading to the office bears the title of officer. For example,
Director General, Human Resources Manager, Administrative
Manger, Records Officer e.t.c
Cell office is ideal for top management/executives due to
confidentiality

Open Office - An open office refers to a large room or hall in

which all the sections of the office are located
An open office is a large room which shared by several
sections of a department.
Each section or department is allotted a separate space in the
same room or hall which is often demarcated by counter-high
filing cabinets or shelves.

Quality of an Office Worker (Public Servant)

In order to be able to work in an office, an office worker
must be have certain important qualities. The following are
some important qualities of an office worker;
 Punctuality - Coming early in the office to keep
appointments and finish pending work
 Initiative - Being able to think and decide at your own.
Do not wait to be told everything
 Training in office subject - Training in office practice,
book-keeping and typewriting. These will enable you to do
office work
 Neatness - Being neat in dress, body and work
 Thoroughness - Being correct and accurate in your work,
i.e to do your work without mistakes
 Reliability - To be able to do your routine duties
without supervision
 Orderliness - Arranging your work and office nicely/tidy
 Loyalty - Respecting your seniors, co-workers and being
honest and fsithful
 Tact - To be able to deal with awkward situations and
handle difficult people

FUNCTIONS OF AN OFFICE
Basic/primary functions of an office are;
The primary functions of an office are mainly concerned with
the recording of the business transaction, i.e., making, using
and preserving records for future reference.

 Receiving and collecting information

  Recording information
 Processing and arranging information
 Retrieval of information
 Safeguarding/protecting assets
 Auxiliary/Secondary/Administrative functions
 Planning and Scheduling
 Supervision and Control
 Coordination of employees
 Personnel Management
 Purchasing of office equipment
 Maintain public relations

NOTE: The above are some of the important administrative

functions of an office. The nature of these functions differs
from organisation to organisation as per the needs of
particular organisation.

3.3 Importance of an office

The importance of office will become evident from the
following:
 It Helps in Identification of Business
 Facilitates Preparation of Records and Report
 Aids Management in Carrying Out its Functions
 It Provides Employment Opportunities

END