Exotech | Referring to the meaning of the word, in the Big Indonesian Dictionary (KBBI) it is explained that means are anything that can be used as a tool to achieve aims and objectives. Meanwhile, infrastructure refers to everything that can be used as the main support in the implementation of a process.
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Simply put, facilities can be described as tools or moving objects, such as computers, machines, writing instruments, and others. Meanwhile, infrastructure refers more to things or objects that are immovable, for example buildings, rooms, land, and many more.
For more details, see the explanation regarding facilities and infrastructure management below!
Types of Facilities and Infrastructure in the Company
1. Office supplies or equipment (Office Supplies)
To be more specific, office facilities and infrastructure are divided into several types, namely:
Office equipment includes all tools and materials used to help employees work. With the hope that the work can be completed more quickly and precisely. This office equipment is divided into two categories, namely;
- Office equipment seen from its shape
Judging from its shape, this equipment consists of three types, namely; in sheet, non-sheet and book form. Equipment in the form of sheets, for example various types of paper, transparent plastic, folders and envelopes. Meanwhile, equipment in non-sheet form or without sheets, such as; pencils, pens, rulers and various other stationery.
Apart from that, there are also office supplies in the form of books, say things like; notebooks, guest books, agenda books and organizational manuals which contain history, structure and work procedures.
- Office equipment seen from its use
Based on how to use it, office equipment is divided into two types, namely; consumables and non-consumables. Consumables refer to supplies/equipment that can only be used once and do not last long, such as; various types of paper, ink, pens, carbon, and many more. This is of course different from non-consumable goods, which in fact tend to last longer. For example, scissors, staplers, cutters, and other types of stationery that can be used repeatedly.
2. Office Machines
Office machines include all tools used to make work easier, especially in data management activities. Starting from the process of collecting, recording, to processing data/information. Of course, this office machine works electrically, mechanically and magnetically. Call it something like; computers, laptops, LCD/Projectors, photocopiers, printers and other machines.
3. Communication Engine
Apart from the office machines mentioned previously, a company also needs communication equipment. With the aim of facilitating coordination, cooperation and communication within the company's internal environment, as well as externally with other parties. Communication machines include telephone, fax, intercom and internet network (WiFi).
4. Office Furniture (Office Furniture)
In fact, in an office there must also be various types of furniture whose presence can help the process of carrying out tasks or activities. Call it something like; tables, chairs, bookshelves, cupboards, blackboards and sofas for guests.
5. Office Interior
Apart from the main furniture, items are also needed that can add an aesthetic impression, are comfortable, enjoyable, and encourage employees to complete their work well. Those included in this category, for example; national symbols, pictures of the president and vice president, paintings, red and white flags, statues, flower vases, wall clocks, and live and ornamental plants.
All facilities and infrastructure must be arranged in such a way that is appropriate to the floor area and office space. Good layout or layout will certainly provide comfort and convenience for employees and guests.
Characteristics of Good office Facilities and Infrastructure
What are the characteristics of good office facilities and infrastructure?
In the process of procuring office facilities and infrastructure, there are at least several important things that must be considered to avoid regrets. Firstly, the procurement team must first collect data regarding what facilities and infrastructure are needed, along with the quantity and quality expected. In this case, it is also important to analyze various factors, which include cost, functional, prestige and standardization factors.
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Never be tempted by cheap prices, but first ensure the quality of the product/goods. So, here are the characteristics or characteristics of good office facilities and infrastructure.
- This equipment has use value or is really needed to help and facilitate office work. In other words, with this equipment the process of completing the work will be more effective and efficient.
- The equipment is of good quality and at an appropriate price.
For this reason, in the process of procuring facilities and infrastructure, you cannot be careless. It should be understood that the availability of good and quality office equipment will further ensure the smooth running of employees' work activities.
Management Steps for Facilities and Infrastructure
In order to meet the need for facilities and infrastructure, companies should carry out effective and efficient management. Starting from the planning, procurement, implementation, to supervision stages.
The following are several series of activities in efforts to manage or manage facilities and infrastructure.
1. Procurement
Simply put, procurement is the activity of providing office facilities and infrastructure to support work activities. This procurement must of course be adjusted to the needs of each division, and therefore a planning process must be carried out first. This planning is important to know and ensure the use value (benefits) of the equipment, along with the range of costs that must be incurred.
If the plan has been approved, then the goods procurement process will be carried out. Of course, this process must be in accordance with the procedures applicable to the organization or company.
2. Storage
The next activity is the storage process. This process can be interpreted as an effort to accommodate goods or equipment resulting from procurement, whether from company purchases or assistance from other parties. The purpose of storage is so that;
- The equipment was not damaged
- No loss occurred
- It is more neatly arranged so it will be easy to take when needed
- Easier to supervise
- Supplies and equipment are always clean
- Simplifies the process of analyzing goods
3. Maintenance
It's not enough to go to the storage stage, these items must also be looked after or cared for so that they remain in good condition and ready to be used. In this case, maintenance is an ongoing activity, with the aim of;
- Goods are not damaged, whether due to temperature (weather) or animals (pests).
- Goods do not shrink
- Items are not lost
- Items are always clean
- Items do not expire
4. Inventory
Inventory can be interpreted as an effort to record data regarding facilities and infrastructure owned by the company. This data collection process is important with the aim of;
- There is written evidence regarding procurement and management of goods that can be accounted for
- Easy process for checking goods
- Easy monitoring process
- Items are not easily lost
- Easy to process mutation or deletion of item data
That is a glimpse of information related to facilities and infrastructure management. In practice, this management is not only the duty and responsibility of General Affairs (GA), but also requires an active role from all parties. Nothing else, so that facilities and infrastructure can be used effectively, efficiently and according to usage procedures.