Definition of an Office System

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A look into a business office from outside.
A look into a business office from outside. (Image: Thomas Northcut/Digital Vision/Getty Images)

One way to view an office system is as an interconnected network of resources. This includes the physical layout of the office, supplies and equipment as well as the relationships between people, technologies and other business resources. All of these must work together well to achieve a smooth operating environment and successful outcomes.

Flow of Information

One way to understand if an office design works well, including how people and resources are arranged, is to examine the speed, quality and reliability of information flowing through the system. Office personnel can improve internal processes, such as how information flows electronically through email, fax, workflow databases and paper trails, to increase efficiency, ensure timely access to accurate information and reduce the time it takes to complete essential tasks.

Task Distribution

An office system also works better if the right people are assigned to the right tasks. In an office, therefore, someone must coordinate daily operations, ensuring people receive adequate training and resources and perform appropriate duties. A good office design also includes training employees to perform essential operational tasks, big and small, in the absence of other employees, so workflow is not interrupted.

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