RBSE Class 11 Business Studies Notes Chapter 6 Office

Rajasthan Board RBSE Class 11 Business Studies Notes Chapter 6 Office

Office

Office is a place from where the activities of any institute are conducted.
This place can be related to the work of a business or public importance. It deals with various operational activities, related to administrative and clerical functions of an institute.
The records related to the institute are preserved here.

Characteristics of Office

There is a fixed place for the office, from which all the work is operated.
In office, there are different departments in which distribution is done according to the work.
Work conditions are created through time, convenience and arrangement.
Clerical staff is there in the office for the collection, administration and conservation of records.
Appointed in the vast workplace of the institute, office is place for sharing information.

Importance of Office

The office is important for the origin and preservation of records.
The proof of the existence of a company is its office. It is also mandatory to have an office for registration under the Companies Act.
Fundamental tasks like leadership, co-ordination, correspondence, control and evaluation are done from the office.
A Business provides opportunities of employment.
Complement means auxiliary and fulfilling. There are many activities in the office which complement the business.

Functions of Office

Collection of information from various local, regional employees, divisions and managers is its main function.
To collect and preserve various records.
To analyze and edit information.
Working on both physical and non-physical assets.
Communicating messages within the office, between different managers and officers, departments.
Planning and implementation of various activities.
Supervising and controlling various business activities.

Types of office
1. On the Basis of work

On the basis of work, office is divided into two parts
(1) Head office
(2) Branch office.
The main office is one, branch offices can be many.
The main office has control over the branch offices.

2. Based on Location

Based on location, there can be two types of office
(1) Regional office
(2) Local office.
The branches of any office are distributed according to the area and places of the company’s operations.
The subordinate office of the regional office is the local office.

3. Based on Legal Status

On the basis of legal status, there are two types of office — Registered office, Other offices.
In context to Companies Act, the place where the business is registered in the name of the office, that is the registered office.
Other offices of the company are unregistered branch offices.

4. On the Basis of Expansion

Depending on the size of the office, the division of office may be — large, medium and small.
Such offices are built not only on the basis of shape and size, but also on the basis of the number of employees and facilities required.

5. On the basis of Organizational Structure
(a) Line Organization
Line Organisation consists of two types
(i) Pure line organization,
(ii) Department line organisation.

Pure line organization includes the one in which the activity of those working at one level are the same and activities are classified on the basis of convenient control.
In department line organisation, various activities of the institute are divided into many departments and those departments work under their respective heads of department.

Features of Line Organisation

Authority flows from top to bottom in a straight line.
Direct relationship between officials and subordinates is in a vertical manner.
All orders and instructions are issued by only one person.
Each officer or subordinate receives the order from his immediate superior.

(b) Line and Staff Organisation

It is an important part of the organisation.
Experts are appointed as counsellors to assist the line managers in an employee organisation office.
Hence, the staff is all concerned about doing and getting the work done.

Characterstics of Linear and Employee Organisation

In this, the thinking and working staff are separate.
Superiority (Right) flows from top to bottom, in a straight line.
Line head is the operational executive officer, whereas the staff members are experts.
Liability flows from bottom to top.

The functions of the activities are determined here.
Experts in relation to their specific function are given a special authority through line authority to order the employees.
It is also known as activity foremanship.

Characterstics of Functional Organization

It is based on work division, that promotes the division of activities.
The areas are divided on the basis of related action and specific action.
Experts are appointed to fulfill these activities. These tasks must be done with expertise.
There is separation between planning and implementation.

(d) Committee Organisation

The committee is a group of people who are assigned some work and they should do these tasks together or jointly.
It is an informal committee of the employees in which three or more persons are appointed.
It helps in getting combined knowledge.

Characterstics of Committee Organisation Office

This is a group of persons appointed by selection.
This is an informal committee of managerial employees.
There are independent group discussions among the members of the committee.
Members of the committee have joint responsibility

Office Class 11 RBSE Notes Important Terms

• Office — Office is a place from where the activities of any institute are conducted. It is a place which deals with various operational activities, related to the administrative and clerical functions of the institute.

• Departmentation — Various activities of the institute are divided into many departments, like production department, financial services department, etc. This is called departmentation.

• Organization — It is a place where activities of those working at one level are the same and they are classified on the basis of convenient control.

• Line Organisation — This is the most traditional form of organization. In this, each person can give order to his/her immediate sub- ordinate only, and the sub-ordinate is answerable to that immediate superior only.

• Line and Staff Organization — Experts are appointed as counsellors to assist the line managers in an employee organisational office. Line officers have an absolute right to issue orders to their subordinates.

• Functional Organisation — It is a type of organisational structure that uses the principle of specialization based on function or role.

• Committee Organisation — The committee in an organisational group of people, who are assigned some work on this condition that they should do these tasks together, jointly.

• Responsibility — The state or fact of having a duty to deal with something or of having control over someone.