OFFICE IN THE BUSINESS WORLD: FUNCTIONS, EQUIPMENT AND MATERIAL - JOB - 2024

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, whatever the branch in which it specializes, needs a set of people to manage the operation and handle the other administrative functions. Most of these people work in offices.

The number of staff in an office can vary, but all organizations, regardless of type or size, require office workers to handle day-to-day tasks. Office workers run many different aspects of a business.

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

Technology makes a basic contribution to the office: it allows more work to be done in a shorter period of time.

Features

- The important services provided by the office include both administrative and other services to the other departments of the organization, which cannot 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, records, organizes and analyzes it to make it available to management. All kinds of information, both past and present, is available in the office.

- The office also acts as an intermediary. It connects the outside world with the different departments and vice versa. All sales orders are received through the office. Connects 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 is like an administrative nerve center. Information on purchases, sales, finances and communications is circulated from the office.

- It is a control center; it is the means by which company policies are taken action. As the business grows, each leader is empowered to make their own decisions and actions. Thus, each department will have its own office, to make it easier for management to outline its plans and policies.

Some key actions carried out in the offices are:

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

Equipment and supplies

Office equipment has evolved to allow for greater automation. Office automation means using machines to do repetitive and tedious tasks that people used to do. The computers also help workers get their jobs done faster and more efficiently.

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

Business phone system and desk phones

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

Computers

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

Computer network and Internet connection

If information is the lifeblood of the company, then computer networks are the arteries that channel that information through all areas of the business. Ethernet cabling, routers, and a modem are required 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 it all.

Paper shredders

When generating printed paper, it often has to be destroyed. The office is responsible for the information it holds.

Photocopiers

Essential for making copies of documents.

Video projectors and screens

Used for presentations in the meeting room.

Equipment for traders

Point of sale machines and cash registers.

Furniture

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

• Chairs
• Desks
• Cubicles
• Cabinets
• Rugs
• Meeting tables

Office supplies and supplies

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

- Sheets of white paper: Used for prints and photocopies, for writing short notes and for flip chart presentations.

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

- Pre-printed forms: invoices, tax returns, pay stubs, desk 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 sticks and memory cards.

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

- Chemical fasteners: transparent tape, glue.

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

- Small machines: paper punches, staplers, staple removers, rubber stamps, numbering machines and pencil sharpeners.

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

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

Examples of jobs in an office

Writers / editors on websites and newspapers

Writers and editors, whether they are on the work team or working 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 is busy in an office welcoming customers 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 knowledgeable about the business for which he works, as well as its 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. Her duties include preparing taxes, paying bills, receiving payments, among others.

Managers

Office managers manage the work of the office. Their duties may range from hiring, firing, or scheduling staff work, delegating duties, training new employees, creating and enforcing office policies, supervising the work team, resolving situations, and maintaining computer systems.

Call attention-Call centers

People who work in a call center are required to answer phone calls from customers of the company they work for. You need to answer 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). Office basics. Taken from: pedageducomercial.blogspot.com.
6. James Bucki (2018). Essential Office Equipment for Starting a Business. The Balance Operations & Technology. Taken from: thebalance.com.