OFFICE ORIENTATION

Tania Nelson
11 Gray
S.B.A PowerPoint
Roles and four function of the office
Roles of the office
 Production of goods and/or
services
 Distribution of goods and/or
services
 Exchange of goods and/or
services
Five function of the office
 Collecting data
 Processing data
 Preserving information
 Disseminating information
 Dealing with financial
matters stock and control
methods
 Fulfilling organizational and
legal obligation
 Four differences between small and large business

Small business Large business


Duties and responsibilities are not clearly set Close working relationship with manages and
out in any documents. supervisors are reduced.


Salaries are not high and no pension scheme The firm provides modern, up-to-date
is usually provided. equipment.

There are several avenues for training and


When on employee is absent, there might be
promotion in the firm.
no one available to do that person’s work.
Duties and responsibilities are clearly outlined

The firm rarely organizes social and cultural in job discerptions and job specifications.
activities for its employees.
Definition of “Centralization” an “Decentralization” and advantages
Centralization
 Centralization- is the situation where certain
types of office service for all department are
done at a particular place by specialist.
ADVANTAGES
 More economical use is made of staff, space,
supplies and equipment.
 A wider variety of the best equipment can be
used more efficiently.
 There is better control of records and
stationery.
 Better office layout, lighting and air
conditioning are possible.
 Decentralization
 Decentralization- is the situation where staff of
each department performs their own office services
within the department itself.
ADVANTAGES
 There is more socialization among personnel and
better interpersonal relationship with executives.
 If there is any query, there well be no delay and no
need for cross-referring because all document are
kept in the department.
 Department staff are easier to deal with because
there are fewer tasks to be performed then in the
centralized services.
 Types of office and advantages and disadvantages
Advantages
 Enclosed, private or cellular office
ADVANTAGE
Open-plan office
 Supervision of staff is easier because of the absence
of dividing walls.
 The movement of documents from one section to
another is easier and faster.
Virtual office
 Less time is wasted on commuting
 The employee can wear any type of clothing.
Disadvantages
Enclose, private or cellular office
DISADVANTAGES
 In case of a personal emergency, help may not be
immediately available
 It is not always possible to supervise staff which may lead
to lower productivity
Open-plan office
• It is not suitable for discussion of confidential matters.
• Gossip and grapevine communication develop.
Virtual office
• Greater self-discipline is required
• The employee can miss updates and other changes in a
company.
 Five Types Of Equipment And Their Purpose

Types of equipment Their purpose

 Calculating equipment- is to compare
 Calculating figures and produce a permanent record of
 Communication calculations
 Communication equipment- is to transmit
 Filing information and to alert travelling offers to
 Mailing contact the office.
 Printing  Filing equipment- is to secure confidential
records and information and store records.

 Mailing equipment- moisten and seal

envelope flaps and stamp the date and time
on mail received etc.
 Types and Definition of “organization chart”
Definition
 Organization chart- An
organization chart a diagram
that visually conveys a
company’s internal structure
by detailing the roles,
responsibilities and
relationships between induvial
within an entity. It is one way
to visualize a bureaucracy.
 Types of Organization charts
 Functional organization chart- is a chart that has a
sequenced top-down that starts from high authority levels.
It gradually marks its way down to the lowest position
with minimum responsibility.
 Hierarchical organization chart- it is a pyramid-shaped
chart with the firm’s main organizer at the top, and then as
the levels go down, authority and post levels decrease.
 Matrix organization chart- its usage is primarily for
special projects that remain inside different teams. The
appearance of the diagram resembles a grid. Therefore,
the relationship diagram and authority division are better.
 Horizontal organization chart- another name for this type
of chart is flat chart because of its appearance. It is in
wide use for startup businesses as they do not need
massive chart s divisional diagrams at the business start.
Definitions of “training, skills, attitude and
attributes” and four example of each
Example of each

Definitions

Training- is the instruction, 
Training- formal training
on-the-job
theoretical and practical for a job
long-term training

Skills- is the ability acquired to do formal training
something well and expertly with

Skills- literacy
your mind, your body or with tools
numeracy
and equipment as a result of time management
training, practice or experience. good human relations

Attitude- is a person’s feeling or

Attitude- cooperation
reaction towards a situation or tolerance
another person. environment awareness

Attributes- is a quality or social responsibility
characteristic of a person or thing. 
Attributes- honesty
self-esteem
regularity
willingness
Definition of “Humane Relation”, factor that contribute to
good human relation and its importance of good relation

 What is good Human Relation-

the way an problem.
organization’s employee and
leaders feel about each other,
interact and solve
 Factors that contribute to good human relation and
importance
 Factors that contribute to good Human Relation
• Respect
• Courtesy and poise
• Willingness to assist others

 Importance of good relation

• A better working environment
• Good morale among employee
• Greater productivity
 Bibliography

 Office Administration by Frank Ramtahal

 http://www.Investopedia.com/terms/o/organizational-chart.asp
 www.edrawsoft.com/organization-chart.htmi