Office Administration

Graphics courtesy of Bishop StateOpens in new window Office administration includes planning work assignments for staff, supervising staff, and requesting new office equipment and repairs on existing equipment.

When used as an adjectiveOpens in new window, the term office may refer to business-related tasks. In legal writing, a company or organization has offices in any place that it has an official presence, even if that presence consists of, for example, a storage silo rather than an office.

An office is an architectural and design phenomenon and a social phenomenon, whether it is a tiny office such as a bench in the corner of a “Mom and Pop shop” of extremely small size through entire floors of buildings up to and including massive buildings dedicated entirely to one company. In modern terms an office usually refers to the location where white-collar workers are employed.

History of Offices

The word stems from the latin officium, as its equivalents in various mainly romance languages. Interestingly, this was not necessarily a place, but rather an often mobile bureau in the sense of a human staff or even the abstract notion of a formal position, such as a magistrature. The relatively elaborate Roman bureaucracy would not be equaled for centuries in the West after the fall of Rome, even partially reverting to illiteracy, while the East preserved a more sophisticated administrative culture, both under Byzantium and under Islam.

Offices in classical antiquity were often part of a palace complex or a large temple. There was usually a room where scrolls were kept and scribes did their work. Ancient texts mentioning the work of scribes allude to the existence of such “offices”.

These rooms are sometimes called “libraries” by some archaeologists and the general press because one often associates scrolls with literature. In fact they were true offices since the scrolls were meant for record keeping and other management functions such as treaties and edicts, and not for writing or keeping poetry or other works of fiction.

The medieval chanceryOpens in new window was usually the place where most government letters were written and where laws were copied in the administration of a kingdom. The rooms of the chancery often had walls full of pigeonholes, constructed to hold rolled up pieces of parchment for safekeeping or ready reference, a precursor to the book shelf.

The introduction of printing during the RenaissanceOpens in new window did not change these early government offices much. Pre-industrial illustrations such as paintings or tapestries often show us personalities or eponymsOpens in new window in their private offices, handling record keeping books or writing on scrolls of parchment.

All kinds of writings seemed to be mixed in these early forms of offices. Before the invention of the printing press and its distribution there was often a very thin line between a private office and a private library since books were read or written in the same space at the same desk or table, and general accounting and personal or private letters were also done there.

Office Structure

There are many different ways of arranging the space in an office and whilst these vary according to function, managerial fashions and the culture of specific companies can be even more important.

Choices include, how many people will work within the same room. At one extreme, each individual worker will have their own room; at the other extreme a large open plan office can be made up of one main room with tens or hundreds of people working in the same space.

Open plan offices put multiple workers together in the same space, and some studies have shown that they can improve short term productivity, i.e., within a single software project. At the same time, the loss of privacy and security can increase the incidence of theft and loss of company secrets.

A type of compromise between open plan and individual rooms is provided by the cubicle, possibly made most famous by the Dilbert cartoon series, which solves visual privacy to some extent, but often fails on acoustic separation and security. Most cubicles also require the occupant to sit with their back towards anyone who might be approaching; workers in walled offices almost always try to position their normal work seats and desks so that they can see someone entering, and in some instances, install tiny mirrors on things such as computer monitors.

Office Buildings

While offices can be built in almost any location in almost any building, some modern requirements for offices make this more difficult. These requirements can be both legal (i.e. light levels must be sufficient) or technical (i.e. requirements for networking). Alongside such other requirements such as security and flexibility of layout, this has led to the creation of special buildings which are dedicated only or primarily for use as offices.

The primary purpose of an office building is to provide a workplace and working environment primarily for administrative and managerial workers. These workers usually occupy set areas within the office building, and usually are provided with desks, PCs and other equipment they may need within these areas.

An office building will be divided into sections for different companies or may be dedicated to one company. In either case, each company will typically have a reception area, one or several meeting rooms, singular or open-plan offices, as well as toilets.

Many office buildings also have kitchen facilities and a staff room, where workers can have lunch or take a short break.