What Is the Meaning of Office Procedures?

Office procedures set the standard for how a staff works together in the office. Often, it is a set of rules or policies guiding the operations of an office or small business.

Function

The reason to have office procedures is so that an office can run efficiently. Handling calls in and out, paperwork, filing, taking messages, customer interaction and even furniture arrangement can all fall under office procedure.

Benefits

Office procedures create a uniform way of doing things that create consistency, efficiency and professionalism within the office environment.

Effects

Office procedures often fall in line with company policies. For instance, a company policy may be that no liquid is allowed near the computers. With that policy may come a procedure for staff members to safely have water or soft drinks a safe distance from the computers such as in a break room. Following that office procedure would be mandatory. Disobeying it could cost a staff member their job.

Examples

Office procedures mandate an employee's actions while at work (i.e., no personal phone calls, checking voice mail in the mornings, no unnecessary conversations with clients). They can also include the handling of office equipment such as reloading empty copy machines and refilling staplers. These procedures are in place to make the office run efficiently.

Significance

Often office procedures are written out for new employees. They hardly ever come as a surprise. By knowing office procedures and allowing them to become part of a job description, an employee can focus on his daily tasks as a priority.

References

• CHIRO: Introduction to Office Procedure
• Department of Technical Education: Office Procedures and Management