UNIT V - OFFICE SYSTEMS AND PROCEDURES Flashcards
1
Q
An _______ has its own system to do office work
A
office
2
Q
It means a preplanned approach to do the day to day work to achieve the desired objectives of an organization.
A
System
3
Q
It is a network of procedures which are integrated and designed to carry out a major activity
A
System
4
Q
Three factors are involved in doing office work:
A
persons
forms
and equipment.
5
Q
The ___________ are used to do the office work very effectively.
A
standard forms
6
Q
It means planning of an office work systematically to achieve the main and subsidiary objectives of an organization within minimum efforts and costs.
A
Office system
6
Q
It can be defined as an orderly arrangement of whole activities of an office and framing of procedures to be followed for the effective and economic performance of work.
A
Office system
7
Q
It is based on the nature of work performed and the extent of inter-linking among them.
A
office system
8
Q
office system is required to achieve the following objectives.
A
Improve Operating Efficiency
Maintain Uniform Procedure
Optimum Utilization of Resources
Reduce office Expenses
Minimize the Operating Expenses
Fixation of Responsibility
Facilitating the introduction of new checks:
Achieving Organization Goals
Simplify the training
Errors Reduced
Smooth Running of an Office
Prevention of Fraud
Better Coordination
9
Q
It helps to avoid unnecessary motions there by improve the efficiency in the performance of work.
A
Office system
10
Q
__________is maintained in the collection of dues from the debtors.
A
Uniformity
11
Q
This is used mostly by the real estate business units. They are keeping documents under type of materials or contracts. Likewise educational institutions are also maintains books on the basis of subjects.
A
subject classification
11
Q
Principles of an Office System
A
To avoid any interruption in the smooth running of office work.
To avoid duplication of work and records.
To avoid unnecessary movement of persons.
To avoid unnecessary writing.
To avoid using unnecessary forms.
To prepare the best use of specialization
To adopt labour-saving machines.
To minimize the writing work of the staff.
To apply the principle of management by exception
To have simple, economic, efficient and practicable system and procedure.
To avoid unnecessary checking or verification.
To use simple forms to be filled in.
To avoid use of machines for personal gains.
To increase the efficiency of the office work.
To achieve goals at the minimum cost.
11
Q
In a_________________, all letters and documents relating to a subject are arranged in the same file. A separate file is maintained for each subject. The files can also be arranged alphabetically.
A
subject classification
12
Q
Advantages of Subject classification of files
A
- is very easy to locate the files if subject is known.
- Every subject file gives complete information about a subject.
3.Unlimited expansion of file is possible under this method.
13
Q
In chronological classification, the records are filed and arranged in ________
A
date wise
14
Q
Disadvantages of Subject Classification of files
A
- It is very difficult to classify and identify the documents if the subject is not understood by the employee.
- Subject classification requires cross reference frequently which leads to consumption of lot of time.
- An index should be prepared if the volume of correspondence is large.
- It is not suitable for miscellaneous papers.
Great care should be devoted to select a title for files. Titles must be short and self-explanatory.
15
Q
Advantages chronological classification of files
A
- When dates are known, it is very easily to find out.
- It is good for overall classification
- Chronological classification of filing is very simple to operate.
15
Q
It is highly useful since the invoices and vouchers are associated with accounts and constitute a journal.
A
date wise
16
Q
Disadvantages of chronological classification of files
A
- Chronological filing is not useful for large scale business units.
- It is very difficult to locate the documents if the date is not known.
- Incoming letters might be separated from out going replies.
17
Q
Steps involved in maintaining efficient filing routine
A
- Instruction for Filing
- Classification
- Indexing
- Cross Reference
- Follow up Slip
- Issue of Files
- Disposal of Obsolete Files
18
Q
The filing documents and papers are classified according to the _____________ decided in advance.
A
classification system
18
Q
It means receiving of papers, placing them in the concerned files and issue of files for ready reference. The establishment of this is necessary for effective management of records.
A
Filing routine
19
Q
the _______– can file the received documents and papers.
A
clerk
20
This is decided only by the experienced and responsible person to avoid misfiling.
system of classification
21
It is where a code number and a heading for each file is prepared by the filing clerk and kept the same in the relevant file. Then, the filing clerk will prepare the index relating to the papers filed by him.
Indexing
22
It is where the filing documents and papers are classified according to the classification system decided in advance. Then, the clerk can file the received documents and papers.
Classification
23
It is where there is a need of cross reference to certain documents and papers. For which, cross reference cards is prepared and inserted in the relevant files by the filing clerk for easy reference.
Cross Reference
24
It is where the follow up action is necessary to purchase order and credit sales. The details of purchase order and sales are notes down by the concerned officer. Then, the filing clerk can prepare follow up slip and attaches it to the relevant file.
Follow up Slip
25
It is whenever a file is necessary for reference to an executive, he can send a requisition slip to the filing clerk. Then, the filing clerk can prepare an issue slip or issue card to know the whereabouts of the file. The file will be sent to the concerned officer after preparing issue slip or issue card. Whenever the issued file is received back, the issue slips or issue card is removed and destroyed.
Issue of Files
26
It is where the inactive files and unnecessary files are transferred to the store room. When the file becomes obsolete or dead, the same can be destroyed according to the policy of the management.
Disposal of Obsolete Files
27
This can vary depending on the volume of information to be filed, the complexity of the filing system and how often information is retrieved and needs to be re-filed.
Delegating filing authority
28
According to _______________, one of the ways to keep your files organized is by color coding them.
PowerHomeBiz.com
29
An ______________ is dynamic and leaves room for expansion and addition.
active file system
29
According to PowerHomeBiz.com, one of the ways to keep your files organized is by __________ them.
color coding
30
A ___________ should be based on how files are used in the office, what features of the file are most often referred to and how files are verbally requested.
filing system
30
These files are currently active files that have an end date assigned at which time the file can either be destroyed or placed with archived files.
Temporary files
31
It is the core of records management.
Filing
31
These files are those not accessed as often but need to be kept in the archives for future reference.
Permanent files
32
Advantages of Good Filing System
Efficiency
Ready Reference
Protection
Planning
Better Control
Quality Decision
Evidence
Legal Compliance
Follow Up
Goodwill
33
This helps the office staff to refer the relevant papers and documents very quickly.
Filing arrangement
33
A good ___________protects the documents from possible loss or damage.
filing system
34
The ___________ can be framed and planning of the project can be done by referring past records by the management, Hence, the documents provide a basis for future planning.
business policy
35
This enables the executives to take quality decision at time.
Filing
35
In the case of a legal dispute, __________ provides documentary evidence in the court of law.
Filing
36
It fulfills the legal obligation such as keeping documents according to income tax; value added tax and the like.
Filing
37
It facilitates the management in case of securing order from the customer and collecting dues from them also.
Filing
38
A good_____________enables the office staff to handle correspondence correctly and quickly. This creates and increases the goodwill of the business organization in the business world.
filing system
39
The primary component of office environment is _____________.
lighting
40
It requires longer time to read and visual image is vague.
poor lighting
41
It causes eyestrain, mental fatigue and irritation to the employees.
poor lighting
41
is not only avoiding delays and mistakes but also improves the motivation and morale of employees
good lighting
42
This should make possible more than more seeing, it should make it possible for the worker to see what he is doing – clearly, quickly and accurately,
Office lighting
43
Sometimes,_____________-is also responsible for over strain and headache to workers.
over lighting
44
Characteristics of Good Lighting System
Sufficient Quality
Sufficient Quantity
Brightness
Intensity
Illumination
No contrasts
Right Diffusion
45
It refers to the unit measurement of light.
Foot candle
45
between _____ and ______ foot candles light is recommended for office work.
50 and 60 foot candles
46
____________of light means the light reflected from an object. It also controls contrast which affects seeing. The great contrast prevents seeing.
Brightness
46
The ________________ should provide the right degree of intensity. The light should be well spread over the workplace and should not cast shadows. The spreading of light should be uniform over the entire work surface.
lighting system
47
Good _____________ should not cause any glare on surface.
lighting system
48
This glare results from sunlight or ceiling light. The use of shadows or light mixtures prevent it.
Direct glare
49
Types of Office Lighting System
Direct Lighting
Indirect Lighting
Semi-Direct Lighting
Semi-Indirect Lighting
General Diffuse Lighting
50
This system uses some shade or reflector for the source of light.
Direct Lighting
51
Approximately 90% to 100% of the light is directed downward to the working surface in this type of lighting.
Direct Lighting
51
It provides a good intensity of light. At the same time, it casts dark shadows around and raises a, direct and reflected glare that could cause eyestrain to the office employees.
Direct Lighting
52
This type of lighting system is soft and avoids shadows and glares and does not cause eyestrain.
Indirect Lighting
53
In this system, 90% to 100% of the light is directed towards the ceiling or walls and then the directed light is diffused and reflected on the work surface.
Indirect Lighting
54
This type of lighting system is highly useful for general illumination but not for office work.
Indirect Lighting
55
In this type of lighting, a transparent or translucent shade is used which directs 60% to 80% of the light downward.
Semi-Direct Lighting
56
This lighting system is an improvement of direct lighting. So, dark shadows on the ceiling and glare are eliminated in this system.
Semi-Direct Lighting
56
A 20% to 40% of the light may be directly diffused downward on the working surface. The remaining 60% to 80% of the light may be directly towards the ceiling and walls.
Semi-Indirect Lighting
56
The remaining light is directed upward and the directed light is reflected from the ceiling.
Semi-Direct Lighting
57
Such directed lighting is reflected downward to the working surface. This form of lighting is intermediate between direct lighting and indirect lighting.
Semi-Indirect Lighting
58
An equal amount of light is diffused directly and indirectly by its reflection from ceiling and walls in this type of lighting system.
General Diffuse Lighting
59
This system gives more light with the same wattage than the semi-indirect lighting system does.
General Diffuse Lighting
59
Kinds of Lighting for Office
Natural Lighting
Artificial Lighting
60
______________ or day light is the best form of lighting.
Natural light
61
It is advisable and less expensive to use this at the maximum. Windows should be large and high up.
Natural Lighting
62
The use of this light protects the health and efficiency of employees.
Natural Lighting
63
The proper provision should be made to prevent direct sun light falling upon the working surface.
64
These are used to control the glare during the bright days or during bright hours of the day. In normal working positions, the employees should not allow to face windows.
Venetians and blinds
65
This is used to supplement natural light.
artificial light
66
It helps to provide adequate light on the working surface.
artificial light
67
Great developments have taken place in this type of lighting over the last 75 years. From gaslight, science has progressed to carbon filament electric lamps, tungsten and fluorescent lamps.
artificial light
68
It is not fully dependable and adequate.
Natural light
68
The primary advantage of this lighting is that it can be easily controlled as in the form of quantity, quality and intensity.
artificial light
68
Two Types of Artificial lighting
Fluorescent Lighting
Incandescent Lighting.
69
closely resembled with natural lighting.
Fluorescent Lighting
69
This type of lighting system involves heavy expenses to install.
Fluorescent Lighting
70
Many office buildings have been constructed with luminous ceilings to eliminate shadows and glare on working surface.
Fluorescent Lighting
70
The installation of this lighting is much less expensive than fluorescent lighting.
Incandescent Lighting.
70
Even distribution of light on the working surface, less heat, less glare, consume less electricity and longer life are the characteristics of this lighting.
Fluorescent Lighting
70
This type of lighting system involves the use of filament bulbs.
Incandescent Lighting.
71
Generally, this lighting is not preferable by anybody. The reason is that this lighting has many inconveniences. They are less natural colours, less life bulbs, consumes more electricity, more glare and shadows.
Incandescent Lighting.
72
Therefore, this lighting is used in residential houses and small offices at the maximum.
Incandescent Lighting.
73
the _________ has to purchase the stationery and supplies.
office manager
74
Factors to be considered in forms designing
1. Suitable for the Purpose
2. Ease in Use
3. Simple Design
4. Size of the Form
74
Purchasing procedure for office stationery
The user departments or sections have given purchase requisitions.
Sometimes, the storekeeper may inform the purchase officer to buy the stationery items, which have reached the minimum level.
The purchase officer may place the order by considering the rate of use of stationery and the balance of stock in hand.
Re-order quantity is taken into account for placing an order.
The purchase officer has to consider offer, discount, price, after sales service, quality, design and the like.
The purchase officer makes enquiries from the suppliers about the terms and conditions of supply and asks for price lists, quotations etc. after deciding the type of stationary required.
The purchase officer has to prepare the comparative statement based on price lists, quotations and samples sent by the suppliers.
The purchase officer can commence negotiations with suppliers based on lowest price quoted by the supplier.
The supplier has decided the terms and conditions for supply of stationery items and purchasing officer, then an order has been placed with the selected supplier in a prescribed form.
The purchasing order contains the details like quantity, quality, rate, time of delivery, terms of payment etc.
The purchasing officer or the office manager may sign the order.
The purchase officer also takes the follow up action if there is any delay in the delivery of stationery items.
The purchase officer has to check up the stationery items whether they are supplied according to order or not.
After receiving the stationery items, entries are made in the stationery stock register under appropriate heads.
Then, the purchase officer has to inform the department, which requisitioned the stationery regarding receipt of the same from the supplier.
75
It plays a very important part in the operations of the business of any type organization.
Office forms
75
It also sizeable costs if these are not thoroughly designed and may avoid duplication and provide clarity for the office employees uses.
Office forms
75
These forms may not bet expensive and excessive that simplify it office operations flow and filing systems.
Office forms
76
Easy ____________ is the main purpose of designing an office form.
clerical operation
76
Easy clerical operation is the main purpose of designing an ______________.
office form
77
The forms should be designed that they are _____________.
easy to use
78
It facilitates the user in use and requires less time in completion.
Simple form
79
_______________ means providing clear column, headings, concise and clear instruction for use and adequate space for numbering.
Simple design
80
This depends upon the purpose for which the forms are meant.
size of the form
81
Following points to consider deciding size of the form:
- Size of the column permits entries to be made
- Description of data or information is entered at the top of the form and the space needed for it.
- Title of Form and Number
- Proper Printing
- Use of Paper
- Ease in Punching, Scoring and Perforation
81
The title of the form and number should be printed at the _______ of the form.
top
82
The title should be _____ and _____.
short and simple
