UNIT IV - OFFICE LOCATION, OFFICE MAIL MANAGEMENT, AND OFFICE AUTOMATION Flashcards
1
Q
The main aim of any ______ is to get the office work done with maximum efficiency at minimum cost.
A
office
2
Q
This aim can be achieved only when the office is properly located with __________________.
A
good building and layout
3
Q
The_____________ ensures congenial working condition.
A
location of an office building
4
Q
Office ____________may concentrate their mind in work under congenial working condition
A
Office employees
5
Q
the __________ has to spend a large part of the day in the office for doing such work. Thus it is clear that providing adequate and suitable office accommodation is necessary for efficient performance of work.
A
office clerk
5
Q
It is an accepted fact that the office work is mostly brain work much of which is __________ and ___________in nature. So, unless ______________ and ________is not provided, it will not be possible to perform the office work very efficiently.
A
monotonous and repetitive
good office layout and building
5
Q
A _______________ of office will give naturally maximum efficiency at a minimum cost on all occasions.
A
systematic arrangement
6
Q
A systematic arrangement of office will give naturally _________________ at a ______________ on all occasions.
A
maximum efficiency
minimum cost
7
Q
the________________ of the company has the responsibility of providing proper and adequate office facilities to the staff so as to get maximum result.
A
top management
8
Q
The _________ has to consider the present and future requirements of office while selecting a building for office.
A
office manager
8
Q
The __________ of _____________ and _________________ and ___________ is of basic importance in an office management.
A
provision of proper and adequate office location and layout
9
Q
The following points should be bear in mind in the selection of office location and layout:
A
The site or location of an office building.
Securing suitable office building or space
Size and shape of office
Layout of office
Physical conditions of office
Cost of office accommodation or space
Lighting
Ventilation and air condition
Facilities of office
Open office or private office
Staff and customer convenience
Health
Sanitation
Noise
Safety
9
Q
The _______________ has to play the major role in determining the arrangements of office.
A
office manager
10
Q
Besides the _______________ of an office is also a difficult one.
A
future expansion
10
Q
If an ___________ is selected, there is a great inconvenience caused to the office staff and to the customers.
A
unsuitable location
11
Q
The problem of selection of office location:
A
- At the time of starting of business unit
- Change of office location due to increased volume of work
- At the time of expansion of business.
- The lease of an office building has expired.
- The owner of office building requires for his own use.
- Shifting of the business from one place to another or one state to another.
12
Q
An _____________leads to loss of time and effort and thereby reduces the efficiency of work.
A
unsuitable location
13
Q
Factors affecting selection of office location
A
- Surroundings
- Nearness to Related Business
- Nearness to Other Units
- Nearness to Service Units
- Nearness to Transport Service
- Availability of Employees
- Building Constraints
14
Q
The nature of business may be manufacturing and located in the outer place of a city or town area.
A
Nearness to Other Units
14
Q
The office building should be located in a quiet place.
A
Surroundings
14
Q
The reason is that these are some responsible factors for reducing work efficiency of office employees.
A
Surroundings
14
Q
The _________ of office buildings should be free from noise, congestion, dust, fumes and obnoxious smell.
A
Surroundings
15
Q
It is advisable to locate the office very nearness to other offices in the same line of business in order to get the benefits of localization.
A
Nearness to Related Business
15
Q
Location helps the organization to keep in touch with the money market trends and to provide better service to customers.
A
Nearness to Related Business
16
If so, the space for the office is selected very near to the factory, warehouse etc. This is necessary for smooth operation of business.
Nearness to Other Units
17
An office is rendering service to its parent unit. Even though, the office is requiring service of other units. They are banks, post office, courier service, market, stock exchanges etc.
Nearness to Service Units
17
The availability of this service saves valuable time and effort and improves the efficiency of operations.
Nearness to Service Units
18
Transport service is necessary for the convenience of the staff as well as for the customers.
Nearness to Transport Service
19
The smooth operation of business is ensured by receiving adequate raw materials and dispatching of finished goods in time. Nearness to the railway station, port or air terminal is an added advantage for some offices.
Nearness to Transport Service
20
An office should be located very near to the place of sources of employees.
Availability of Employees
21
The reason is that labor turnover has increased due to modern means of transport and landing of Multinational Corporation. If there is any need for skilled employees, the office should be located near the source of such employees.
Availability of Employees
22
Building constraints have to be considered before the site selection for an office building.
Building Constraints
23
Such constraints may be found in the conveyance deed or in local municipal rules and regulations
Building Constraints
24
The ____________ should be located in a quiet place.
office building
25
________________ is necessary for the convenience of the staff as well as for the customers.
Transport service
25
An ________ is rendering service to its parent unit.
office
25
The ___________________ is ensured by receiving adequate raw materials and dispatching of finished goods in time.
smooth operation of business
26
An ______ should be located very near to the place of sources of employees.
office
27
This have to be considered before the site selection for an office building.
Building constraints
27
The reason is that labor turnover has increased due to modern means of transport and landing of ____________________.
Multinational Corporation
27
Such constraints may be found in the conveyance deed or in local municipal rules and regulations
Building constraints
28
It means the place and site where the office of an organization is situated.
Location
29
_______________ of the office is of great importance to every organization.
Proper location
29
While taking a decision on this issue, the __________ must take into consideration the present as well as future needs.
management
30
Being in the _________ __________ is a key ingredient in a business's success.
right location
31
If a company selects the __________, it may have adequate access to customers, workers, transportation, materials, and so on.
wrong location
32
Effective __________________ develops a positive image of the office among the customers and visitors.
office layout
32
__________ often plays a significant role in a company's profit and overall success
location
32
____________ provides comfort to the employees in their work by creating a systematic layout of departments and physical facilities give favorable impression to customers and visitors:
Office layout
33
Office layout provides comfort to the employees in their work by creating a ___________of departments and physical facilities give favorable impression to customers and visitors
systematic layout
33
Choosing the ______________ is a key business decision
right premises
34
Conversely, those that “pull” a business toward a location are lower labor costs, a growing consumer base, government incentives, improved transportation and communication systems
35
Your ________ should help you to operate effectively without excessive costs.
premises
35
The _____________has a direct effect on an operation's costs as well as its ability to serve customers.
location decision
35
These are difficult and costly to undo.
location decisions
35
The _________________ are often significant and run the risk of inconveniencing customers and staff.
costs of moving an operation
36
It is always best to get the location decision right__________.
first time
36
Main factors influencing choice of business location
- The costs of the operation
- The customer service that the business wants to provide
- The potential revenues that can be achieved from the location
36
Two broad factors that influence the choice of business location
Supply factors
Demand factors
37
These are mainly concerned with the operating costs of the location
Supply factors
37
These factors mainly affect customer service and revenues
Demand factors
38
SUPPLY FACTORS
Labor costs
Land costs
Energy costs
Transport costs
Community factors
39
Often a major factor, particularly if the decision is to locate in areas where thist may vary from regions
Labor costs
40
Sometimes the ____ will be purchased, but more often it will be rented along with the business buildings and facilities. Rentals can vary enormously depending on the location and the facilities provided. Government grants and other incentives are also often available to reduce the land costs of locating in poorer regions.
Land costs
40
Transport includes the cost of getting inputs into the business (e.g. raw materials for the production line or stocks for sale) and also the cost of getting products delivered to customers.
Transport Costs
41
It can vary enormously depending on the location and the facilities provided.
Rentals
41
A business needs to be close to its source of supply if the cost of _______________ raw materials is high or difficult
transporting
42
These are also often available to reduce the land costs of locating in poorer regions.
Government grants and other incentives
42
Some businesses use substantial amounts of _____ (e.g. gas, electricity) but they should be able to negotiate a good price for their ____ needs regardless of location
Energy costs
43
For many businesses the cost of distributing to customers is not a significant issue. Delivery firms might carry out the transportation. In many cases the customer comes to the business – e.g. in a hotel
Transport Costs
43
The costs of a business location can be influenced by many non-financial factors, but which can still be significant when making the choice. That include Local amenities & services, Local government attitude to supporting business, Language, and Political stability
Community Factors
44
A business needs to be close to its source of supply if the cost of _______ raw materials is high or difficult
Transport Costs
45
This includes the cost of getting inputs into the business and also the cost of getting products delivered to customers.
Transport
45
___________firms might carry out the transportation
Delivery firms
46
The costs of a business location can be influenced by many non-financial factors, but which can still be significant when making the choice. These include:
Local amenities & services
Local government attitude to supporting business
Language
Political stability
47
Probably the most important factor in Demand Factors.
Customer convenience
48
DEMAND FACTORS
Customer convenience
Labour skills
Site suitability
Image
Expansion potential
49
Many businesses need to be located where customers find it quick, easy and cheap to access the service being provided.
Customer convenience
49
Where specialist skills are required, this can be a big issue.
Labour skills
49
A site may need to have some particular characteristics to maximise customer satisfaction and revenues.
Site suitability
49
This is more intangible, but often important. Some customers associate a product with a certain area and prefer to buy from there.
Image
50
This is more intangible, but often important.
Image
51
Some customers associate a product with a certain area and prefer to buy from there.
Image
51
Future production capacity often has to be taken into account. A location might tick many other boxes, but if it provides limited scope for expansion then it might be rejected. If a location restricts output, then revenues are potentially damaged.
Expansion potential
51
A location might tick many other boxes, but if it provides limited scope for expansion then it might be rejected.
Expansion potential
52
Future production capacity often has to be taken into account.
Expansion potential
52
Factors to consider in your business location analysis
How much can you afford?
What type of space do you need?
What type of space do you need?
What other businesses are nearby?
Can you grow with the location?
how easy it is for people to get to your business?
What is the neighborhood like?
What are the zoning rules?
52
It is one of the most important business location factors because you’re probably not flush with cash as a new business.
budget
52
It is important for you to do a ____________ to learn about your customers and competing businesses in the area.
market analysis
53
_____ rules might restrict what buildings can be used for commercial purposes, hours of operation, noise levels, signage types, and chemical usage.
Zoning rules
53
How to choose a business location
Your local chamber of commerce
A commercial real estate agency
Online real estate listings
Local small business groups
Rental and sale signs in your area
53
Factor in how easy it is for people to get to your business.
First, think about your customers
Second, think about how you will get supplies and deliveries
54
__________________ regulations might limit how you can use small business locations.
Local zoning regulations
55
Office communication may be primarily driven by ___________________and _______________, but nearly every office still receives and processes a tremendous amount of paperwork.
electronic mail and instant messaging
56
Factors to Consider for an Effective Office Communication Process
Designate Appropriate Staff
Create Mail-Distribution Flow Charts
Provide Necessary Supplies
Keep Track of All Incoming and Outgoing Mail
57
Better office mail-management procedures can go a long way toward ensuring a ___________ of internal and external communication.
smooth flow
58
This becoming a more popular choice for communication and distribution of official documents, handling paper mail can be just a part of an employee's job description, depending on the volume of mail that goes through the usual corporate-communications channels.
email
59
the ____________ is generally the best person to receive and sign for incoming packages because of its prime location.
receptionist
60
Managers and employees responsible for mail distribution should collaborate on developing guidelines—using ___________, ______ or whatever format your company is most comfortable with—that all employees, especially the staff who will oversee mail distribution and collection, will follow.
flow chart
or checklist
61
Mail-Distribution Flow Charts
gathering the mail at the central collection center;
collating at a specific location in the office designated solely for;
mail sorting;
distributing either to departmental or individual mailboxes or hand-delivering to each office;
collecting outgoing mail and ensuring that all outgoing mail is appropriately addressed and stamped;
and keeping the mail collection/sorting area neat and fully stocked.
62
Create an ______________________ to track all incoming and outgoing mail.
electronic mail-management system
62
Make sure that the mail collection/distribution station has all the __________ the staffer needs to do his job.
supplies
62
erect a sturdy mail/literature organizer or mail sorter with ________________ for each department or staff member and clearly label each one.
plenty of cubbyholes
62
Office supplies
cubbyholes
tape rolls and tape dispensers
packing material
envelopes
return labels
mailing labels
time and date stamps
package scale
pens
markers
storage bins
small hand-truck or dolly
industrial-sized shredder
recycling bins
62
It refers to a combination of computer hardware, software, and network connection, made available to simplify and automate a variety of office operations, such as inventory management, facility management, accounting, email, and word processing.
office automation
63
It's especially important to create these systems if your company receives a lot of sensitive legal documents and packages.
electronic mail-management system
64
It started primarily as data processing and word processing tool, it now includes more sophisticated and complex tasks like integrating front office and back-end systems.
office automation
64
It is used to digitally create, store, manipulate, and relay office information and data, needed for accomplishing basic tasks and goals.
office automation
64
This makes it possible for business organizations to improve their productivity and recognize easier ways to do business in profits.
office automation
64
Benefits of Implementing Office Automation System
For Data Storage and Manipulation
For Data Management
For Data Exchange
Accuracy
Saves Time and Resources
Reduced Costs
64
help in optimizing the existing office procedures by saving time, money and human efforts.
office automation
65
The Disadvantages of Office Automation
Initial investment costs may hinder organization from automating processes (source)
Team will become reliant on automated / electronic processes
Automation may be seen as a silver bullet to resolve organization woes or competitive gaps
Organizations may not have the skillset to manage office automation efforts
Businesses may automate the wrong processes
Reduces team or customer interaction if some high value processes are automated
66
This includes important and confidential office documents and records.
Data storage
67
This includes data applications, which are used to create or edit a document, file, spread sheet or an image
Office automation system
67
This is one of the major components of office automation system that offers strategic advantages by simplifying the management of stored data and information.
Data management
67
Large business organizations can monitor and control various projects and activities within the office through this.
electronic management system
67
Features that empower businesses to have an eye on all business processes without any hassle
Program schedules,
tickler systems or reminder systems,
and task management
67
The ______________ are more reliable than the human, who actually made it.
software programs
68
________________ or ______________ and____________ is also an important component of an office automation system.
Exchange of stored or manipulated data and information
68
Through a __________, all data and information, including text documents, presentations, spread sheets, images, and videos can be sent in real-time within a few seconds.
network connection
68
______________ and other machines are as effective as a human brain.
Computer systems
69
It empowers businesses to save both time and money.
Office automation
69
It simplifies and automates those complex tasks, which earlier required a dedicated resource and a great amount of time.
Office automation
69
It eliminates the need of preserving hard copies and hence, saving paper and nature as well.
digital storage
