An office is a place where people do clerical and administrative work. It is used for receiving, processing, storing, protecting, and sharing information.

An office is a physical space where various activities and functions are organized and managed to support an organization’s operations.

Example: The principal’s office in your school keeps school records and communicates with teachers and parents.

1. By Size:


• Small Office : Has few staff and few tasks (e.g., principal’s office, reception).


• Large Office : Has many staff and many tasks (e.g., bank, post office).


2. By Layout:


• Open Office : Shared space, no partitions.


• Closed Office : Separate rooms or cubicles.

1. Receiving Information: Collect letters, messages, or emails.


2. Processing Information: Arrange and check data for decisions.


3. Storing Information: Keep records safely.


4. Protecting Information: Keep information secret.


5. Disseminating Information: Send information to the right people.

1. Administrative Office: Controls and plans activities.


2. Finance Office: Handles money and accounts.


3. Human Resource Office: Manages staff recruitment and welfare.


4. Sales Office: Sells products and serves customers.


5. Reception Office: Welcomes visitors and clients.

Office staff are people who work in an office to do administrative tasks.

1. Managerial Staff: They plan, organize, and control office work.


Example: Principal, manager, or head of department.


2. Clerical Staff: They perform routine office work.


Example: Typist, receptionist, secretary.


3. Support Staff: They help keep the office running.


Example: Cleaners, messengers, security personnel.

• Managerial Staff


• Plan and organize office work.


• Supervise staff.


• Make important decisions


• Represent the office or organization


• Clerical Staff


• Attend to visitors and customers.


• Sort and file documents.


• Answer telephone calls.


• Keep office clean and organized.


• Record minutes of meetings.


• Handle mails and letters.


• Support Staff


• Keep the office clean and safe.


• Deliver messages and documents.


• Protect the office property.


• Drive staff or goods from place to place.

1. Punctuality – Come to work on time.


2. Honesty – Be truthful in all dealings.


3. Neatness – Keep self and work tidy.


4. Politeness – Be respectful and kind to others.


5. Hard work – Be serious and committed to duties.


6. Confidentiality – Keep office secrets safe.


7. Good communication skills – Speak and write clearly.

• They make the office run smoothly.


• They ensure that information is well kept and shared.


• They represent the image of the office.


• They help management to achieve the goals of the organization.


• They make work easier and more organized.

• Punctuality: Be on time.


• Accuracy: Do work correctly.


• Neatness: Keep files and work tidy.


• Confidentiality: Keep information secret.


• Courtesy: Be polite and friendly.

• Managerial Staff: Principal, Vice Principal.


• Clerical Staff: Secretary, typist, bursar’s clerk.


• Support Staff: Cleaner, messenger, security guard, driver

• Confidentiality means keeping office information, documents, and records secret, safe, and away from unauthorized people. Every office deals with public information and confidential information.


• Public Information → information that can be shared with everybody. Example: adverts, notices, annual reports.


• Confidential Information → information that must be protected and not disclosed without permission. Example: salaries of workers, business strategies, account records.

1. Staff personal records (age, salary, medical records).


2. Customer and client files.


3. Bank statements and financial reports.


4. Minutes of meetings.


5. New product ideas and company plans.


6. Office correspondence marked “Confidential.”

Confidentiality is very important in every office for the following reasons:

1. To protect the organization from fraud and theft.


2. To prevent leakage of secret business strategies.


3. To maintain trust and confidence between employer, employee, and clients.


4. To avoid conflict, jealousy, or misunderstanding among workers.


5. To safeguard the good name and reputation of the organization.


6. To ensure peace, orderliness, and security in the office.

1. Keep confidential files in lockable cabinets or safes.


2. Do not discuss official matters with outsiders.


3. Use passwords on computers and office devices.


4. Do not disclose official information to unauthorized persons.


5. Always follow office rules on information handling.


6. Shred or destroy documents that are no longer useful but contain sensitive information.

1. It promotes discipline and professionalism.


2. It increases clients’ confidence in the organization.


3. It prevents loss of important documents and data.


4. It protects workers from unnecessary embarrassment or exposure.


5. It ensures smooth running of the organization.