DEPARTMENTATION OF OFFICE

In modern times, office work consists of diverse activities required to be carried out on a large scale. For efficient performance of operations, the activities are divided into various categories of functions; each classified function being performed by a group of employees as a ‘department’. Different departments perform different functions and work in coordination with each other. Each department performs a specific function and the staff attached to it becomes specialised in that particular function by virtue of continuous handling of the same job.

It must be clearly understood here, that the number and importance of different departments ID an office are not the same in all cases. It depends on the nature of business and the volume of work.

1. Cash Department: This department mainly deals with revenue income and expenditure of the entire business. Cash department is headed by a cashier who organises .the work of the department. He is responsible for the safe custody of cash, banks, transaction, maintenance of cash book and payment against proper vouchers bills etc.

2. Legal Department: This department is headed by a legal expert. The department is to render legal advice to all other functional departments. Matters relating to lawsuits, disputes before the tribunal are looked after by this department.

3. Filing Department: The main job of the filing department is to maintain records of the organisation for future reference. The filing department is responsible for storing, file movement, and also the safe custody of records and documents. If records are maintained properly, the requisite information can be traced and passed on without loss of time to the person who requires such information.

4. Malling Department: All written communication which may be despatched or received pass through the mailing department. It collects all written communications and passes on the same to various functional departments and takes such steps as are required to despatch letters from the organisation. The person in charge of this department must be familiar with the latest postal rules and regulations.

4. Communication Department: This department provides for internal and external communication facilities for which intercom, external telephone, telex, FAX etc. are some of the most effective means used.

5. Duplicating Department: Multiple copies of letters, circulars, notices, etc. are often required to be made out in the office to disseminate information or data among managers of different departments or to communicate with customers, dealers, and other parties. Photo-copying machines are now widely used in offices to take out multi-copies.

6. Stationery Supply Department: Office personnel require stationery, like pen, pencil, paper, pin, ink, rubber etc. in their day to day work. This department ensures a continuous supply of stationery items, makes purchases, issues items of stationery on requisition by staff, and maintains sufficient stock of the same.

7. Maintenance Department: The maintenance department is to ensure that office machine and equipment are serviced regularly and repaired whenever necessary without disturbing normal office work. A schedule of preventive maintenance is generally drawn up to secure continuity of use.

8. Security Department: The responsibility of this department is to provide for the safety and security of the properties and assets of the organisation. It ensures that durable assets and other valuables are insured against loss due to theft, fire etc.

9. Relationship with other Department: The office undertakes certain important activities to assist the production and distribution functions of business enterprises. Business operations are carried out through various functional departments, viz. purchases.. marketing, sales, or finance, production, advertising, personnel, etc. In large organisations, a section officer is attached to each of the major department to provide clerical services.