Office : The Definition and Its Functions

The term "office" actually comes from the Dutch word "kantoor" and the French word "Comptoir," both of which refer to a place for running a company on a regular basis. An office can be a small room or a multi-story building, which is divided into branch offices and the main office.

An office is the center of administrative activities where data and information are processed. It can also represent an identity or an organization that plays an important role in the structure. The office itself has several important functions within an organizational structure, as follows:

Types of Office Functions You Need to Know

1. Receiving Information

An office receives all information that comes from both internal and external sources. This can include reports from employees, customers, and the general public. Information received internally usually covers company finances, employee conditions, and other business activities.

External information typically includes customer complaints, market conditions, and others. To accommodate as much information as possible, companies usually offer accessible channels such as social media, websites, email addresses, newspapers, office television, and magazines.
 

2. Storing Information

As it is known, offices receive a large amount of information, making it crucial to record and store all of it. This way, the information becomes data that can be processed by the company. The purpose is to store detailed information quickly if internal parties request it.

Some of the data obtained can be used to meet the management and legal requirements in planning, organizing, executing, and controlling the company. Stored data may include negotiation details, order lists, financial reports, and correspondence.

There are many media available to store information, both physical and digital. Physical data storage includes books, shelves, cabinets, lockers, folders, file boxes, safes, and the like. Meanwhile, digital media that can be considered include DVDs, tapes, flash drives, hard disks, and others.
 

3. Analyzing Information

Not only is information received and stored, but offices also collect data which is then analyzed in detail to meet future informational needs. This helps the company in making decisions and determining the appropriate actions for smooth business strategy implementation.
 

4. Distributing Information

The analyzed information is then distributed to the relevant persons or departments to help make informed decisions and support other operational activities. The attached data must be accurate because it will be accountable.

Therefore, storing, organizing, and managing all information must be orderly and easily identifiable. Offices usually provide a reception area to receive visitors, give out necessary information, and handle incoming calls or letters.
 

5. Protecting Information

In addition to distribution, information must also be well protected, starting with separating different types of information. This way, company secrets are securely kept and shielded from competitors who might have malicious intentions. It can be said that the office's function is also to protect the company's assets.

Some information cannot be accessed by the public, such as unpaid debts and stored cash amounts. In such cases, the office is typically located not too far from the company’s main entrance to ensure that visitors do not directly enter the production area but must first obtain permission from the office.
 

Thus, the explanation above covers the functions of an office that must be known to build a business. The presence of an office plays an important role in streamlining business activities to receive, record, process, store, distribute, and protect information.

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Example of office souvenirs for a company event. | Credit: Studiokado

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