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recorded and processed by it to the management whenever required; on the other
hand, it is also the duty of the office to communicate the policy decisions, guidelines
and instructions issued by the management to the departments and departmental
executives for their guidance. The information supplied to the management may be
of a routine nature, viz., staff attendance, stock position, cash and bank balances, etc.
The information may be supplied verbally or in writing.

2. Administrative management functions

It is not enough for the office to carry on its basic function of collecting, processing,
recording and supplying information to the management. It has also to arrange for
the safeguarding of the furniture, equipment, machines, cash, securities, records,
contracts and other valuable assets of the organization; to organize the office
scientifically and set up suitable systems and routines for each phase of office work to
look after the selection, training, placement and remuneration of the office personnel;
and to devise suitable methods for evaluation of their performance; to arrange for the
selection and purchase of office furniture, machines and equipment; to arrange for
the designing, production and purchase of office forms and stationery; and carry out
the management processes of planning, organizing and collecting. The exact nature
and scope of these functions are discussed below:
a. Carrying out management process
The efficient management of any business organization depends on the successful
application of three major management processes - Planning, Organizing and
Controlling. This also applies to the management of the office itself. This involves
planning of the objectives, polices, organization and operations; setting up of the
actual organization to carry out the plan; and directing, coordinating and controlling
the execution of the work according to plan.
b. Designing and purchase of office forms and stationery
Office work being mostly paper work, adequate supply of office stationery of suitable
quality and of suitably designed office forms is of vital importance for the systematic
and speedy performance of office work. Use of standardized forms and stationery
simplifies office operations, increases output of work and reduces cost of office
management. It is the function of the office to book after the standardization selection,
and purchase of office stationery and its distribution of different departments.

c. Office systems and routines
For the efficient and economical performance of office operations, each major phase
of office work has to be carefully analyzed and a planned procedure or system of
performing each phase of work has to be set up. One of the important functions of
the office is to plan and set up suitable systems and routines for each major phase of
office work.
d. Selection and purchase of office furniture, equipment and machines
The efficient and economical performance of office work also requires the provision
of suitable and adequate furniture, equipment, machines, etc. for the different

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