DEPARTMENT IN AN OFFICE/ORGANIZATION
Meaning of Department
- A department is a section of an organization that performs a particular kind of work.
- Each department has a specific role to play in the organization.
- Departments help the organization run smoothly by dividing work among workers and ensuring every task is completed properly.
Various Departments in an Organization
- Administrative Department.
- Purchasing Department.
- Accounting Department.
- Sales Department.
- Personnel Department.
- Planning Department.
- Transport Department.
Heads of Departments
- Administrative → Administrative Manager.
- Purchasing → Purchasing Manager.
- Accounting → Chief Accountant.
- Sales → Sales Manager.
- Personnel → Personnel Manager.
- Planning → Planning Manager.
- Transport → Transport Manager
Functions of the Departments
Administrative Department
- Organizes and coordinates all office activities.
- Manages office supplies and equipment.
- Handles incoming and outgoing letters and messages.
- Arranges meetings, events, and schedules.
Purchasing Department
- Buys raw materials, goods, and office supplies.
- Negotiates with suppliers to get good prices.
- Ensures goods are delivered on time.
- Keeps records of materials bought and stored.
Accounting Department
- Keeps accurate financial records.
- Prepares accounts, reports, and statements.
- Manages payment of salaries and wages.
- Ensures taxes are paid on time.
Sales Department
- Sells the products or services of the organization.
- Promotes products to customers through advertising.
- Conducts research to find out customer needs.
- Maintains good relationships with customers.
Personnel Department
- Recruits and selects employees.
- Provides training and development for staff.
- Handles promotion, discipline, and welfare of staff.
- Keeps staff records and reports.
Planning Department
- Sets goals and objectives for the organization.
- Plans strategies and actions to achieve goals.
- Monitors the progress of work in all departments.
- Coordinates the activities of other departments.
Transport Department
- Manages all company vehicles.
- Organizes delivery of goods to customers.
- Ensures vehicles are maintained properly.
- Keeps records of transport activities.
Importance of Departments
- Specialization: Workers focus on specific tasks and become skilled in them.
- Efficiency: Helps work to be done faster and more accurately.
- Coordination: Departments work together to achieve the organization’s goals.
- Accountability: Makes it easy to track who is responsible for what.
- Growth: Departments make it easier for an organization to expand and develop.
Examples of Departments in Real Life
- Schools: Administration manages records; Accounts handle fees; Planning organizes school events.
- Banks: Accounting manages money; Personnel recruits staff; Sales promotes banking services.
- Hospitals: Administrative manages patient records; Purchasing buys medical supplies; Transport manages ambulances.
Evaluation Questions
- Define a department in an organization.
- List seven departments commonly found in an organization.
- Who is the head of the Accounting Department?
- Give two functions of the Administrative Department.
- State two duties of the Personnel Department.
- What does the Sales Department do?
- Mention two functions of the Planning Department.
- Why is the Transport Department important in an organization?
- Explain why departments are necessary for an organization.
- Give an example of how departments work together to achieve organizational goals.
