A modern office can be divided into two types of functions. They are basic functions and administrative management functions . Whatever the nature of the business, these functions are common to all business units:-

• The primary or fundamental functions
• Administrative or auxiliary management functions

A Modern Office’s Basic Functions

The functions of an office are primarily related to information management. It aids in the reception, recording, organization, analysis, and transmission of data. The primary or basic functions are listed below:-

1.  Receiving Information: The information could come from within or outside the organization. Information received within the organization refers to information received from various departments and executives within the organization.Information received from outside sources, such as customers, government departments, stockholders, and suppliers, is referred to as information received from an outside organization.
2. Collecting Information: Receiving information is not the same as gathering information. An office is receiving information if it receives it voluntarily. When an office receives information in response to a request or a demand, it is collecting data. Letters and/or phone calls can be used to make inquiries or demands.Managers or departmental executives can collect information by visiting other offices. If the information assists management in making decisions, it may be received or collected.
3. Recording Information: Both received and collected data should be properly recorded in a format that is appropriate. According to the needs, an office determines the type, number, and nature of records to be kept. Certain forms are outlined in the relevant statutes.The Indian Companies Act, for example, mandates that businesses keep specific books and registers.
4. Record-keeping: The data should be converted to meet the needs, and financial and cost accounts, production details, sales particulars, man hours worked, price list, and other documents should be prepared. These documents serve as the management’s reference library.
5. Processing or Arranging Information: The information that has been received and gathered must be organized in a systematic manner. If this is not the case, the information that has been received and collected is useless. Arrangements of information include financial statements and statistical statements.
6.  Computation and Statistical Work: Calculations must be performed in order to prepare statistical charts and/or diagrams. A cost sheet, a production budget, a sales budget, a purchase budget, a master budget, a fund flow statement, and a cash flow statement are all created.
7. Analyzing Information: To find the truth, one must analyze the data. The hidden fact must be revealed through careful analysis. Analyses are also used to create reports. Market research, production reports, financial reports, and employee reports are all done.
8. Maintaining Records: It is necessary to keep track of the records that have been created. The proper maintenance of records will make future references very simple.
9. Retention of Records: Records are divided into two categories: necessary records and obsolete records. The necessary records should be kept under the supervision and control of the office manager. The old records can be disposed of.
10. Communication of Information: Management requests information from the office’s records as and when it is needed to make decisions. The data can be provided verbally or in writing. Typically, urgent information is communicated verbally.The accuracy of the information is determined by how quickly the office provides information. The information provided should be valuable, specific, accurate, and comprehensive. Anyone should not be given irrelevant information.

Administrative or auxiliary management function

1. Management function: Good management is required for any business to be successful. The office aids in efficient management. Planning, organizing, staffing, directing, and controlling are all part of the process. It aids in the organization’s smooth operation.
2. Public relations: The organization’s public relations must be excellent. The main goal of public relations is to make the organization appear trustworthy to everyone who interacts with it.
3. Development of office system and procedure: Every office establishes a specific office system and a set of procedures. It aids in the smooth operation of the office. The procedure of office work is another name for the system.
4. . Safe guarding the assets: All assets, both movable and immovable, as well as documents and office records, must be safeguarded. They can object to these assets via insurance policies, lockers, and other means.
5. Form designing and control: An office develops, designs, and prepares a variety of forms that are required for office management. It aids in obtaining maximum benefits. These office forms are essential tools for data collection and storage.
6. Purchasing supplies and stationery: Working in an office requires the use of office supplies and stationery. It aids in increasing productivity and improving the quality of work produced. The office should pay close attention to the type of stationery and supplies it purchases.
7. Purchasing office equipment and furniture: For efficient performance, offices require a variety of office furniture and machines. The ability and quality of assets such as office furniture and machines determine the quantity, quality, consistency, and completeness of work.
8. Personnel function: The office is also involved in employee recruitment, training, placement, and promotion. Employees contribute to the company’s success.