Question

Office Procedure a) Encplain the meaning and need of office procedure:

Answer 1

Answer:

Meaning of Office procedure:

Office procedure is the combination of two words : office and procedure. Office means the place where overall administrative and clerical functions are performed for achieving organizational goals. Procedure means a series of actions conducted in a certain manner, an established way of doing something, a process of making decision and the specific way of performing official task which is set by the office as per organizational objectIves for getting decision from authorized level.

The process of getting decisions from the authorized level in order to perform a specific official task as per the objectives set by office or organization is called office procedure.

Need of office procedure:

It is necessary for an organization to carry out the official activities following certain procedures. These procedures are adopted in a systematic way by considering rules and policies of the organization. The following points highlight the importance or need of office procedures:

• Effective office performance

It provides a necessary guidance about official system. So , it supports to perform the official jobs in a simple and uniform way.

• Brings flexibility

Office procedures involve the provision of flexibility in official activities. It is the reason that it supports to perform the organizational activities in a flexible and effective manner.

• Support to subordinates

It involves necessary information of past and present performance of office. It provides support to involve the subordinate level staff in decision making process. It increases the commitment of lower level staff.

• Develop participatory approach

It facilitates to develop participatory approach for solution of official problems. It considers the opinion , ideas and information provided by the subordinate level staff in decision making process.

• Fulfill legal requirement

It involves systematic and safely preservation of valuable official documents in proper files. Whenever any documents are required to government officials it can be provided within proper time. Therefore, it facilitates to fulfill legal procedures and requirements.

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