4:43 AM
Hem Raj Khatri
1. Receiving and Collecting Information:-
One of the major functions of the office is to receive and collect information relating to the activities of the organization form various sources. Information my be received form internal sources, i.e., the various department, management and executives in the form of letters, inter department notes, circulars, reports etc information may also be received from external sources i.e., form suppliers, customers, other organizations, Government departments etc. in the form of letter, orders, invoices, inquiries, reports circulars, telephonic messages, etc. Sometimes the office itself has to send out inquiries, questionnaires, etc., to collect information from various sources if it is found necessary for helping the management in taking decisions. Another source of information is personal contact. Information is personal contact. Information may also be received from visitors coming to office for meetings or conferences. Again, managers or departmental executives visiting other offices may also collect information.
2. Recording Information or Making Records:-
After receiving and collecting information, the next major function of the office is to record the information in suitable form. The information received has to be converted into some form of written record. The different forms in which records are maintained are correspondence, reports, circulars, statements, lists or harts, books and registers, etc. Conversion of all information into written record not only facilitates its communication but also its preservation for future reference. The management while formulating policy decisions, often have to consult information relating to past events and activities. It is, therefore, not only to record all information in a suitable form, but also to preserve them in such a way that they may be readily got hold of and used at any time in future. Records of information prepared by the office serve as a reference library for use by the management.
3. Processing or Arranging Information:-
The information received and collected by the office form various sources is rarely in the form in which these may be readily used by management in the decision-making process. Information, facts and data collected have to be arranged, processed and organized in a suitable form before these can be supplied to the management. The information should be arranged in a readily usable form. The usual forms in which information is arranged are costing sheets, financial and statistical statements, charts and lists, reports etc.
4. Communication of Information:-
4. Communication of Information:-
The office may be compared to a two way pipeline for supplying information. On one hand, it is the function of the office to supply information as collected records and processed by it to the management, whenever required, on the other hand, it is also the duty of the office to communicate policy decisions, guidelines and instruction issued by the management to the department and departmental executives for their guidance. The information supplied to the management may be of a routine nature e.g. Periodical returns on sales, stock position, staff attendance etc., or it may be of special nature e.g. estimiates of a special job, credit information regarding a particular client, etc. Again the information may be supplied to the management, the value of this function will depend on the promptness with which it is done . Information, however, accurate and complete, loses much of its value if it is not provided or is not available in time, or is delayed in the process of communication.
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