Assam ASSEB Higher Secondary Skill Subject Office Management flashcards

40 cards. Read the term and the definition here. The deck at the top of this page is optional.

Span of control

The number of subordinates who report directly to one supervisor. Narrow spans suit complex or supervisory-heavy work; wide spans suit routine, standardised tasks with competent staff.

Unity of command

The principle that each employee should report to only one supervisor. Violating it splits accountability, creates conflicting instructions, and makes performance evaluation ambiguous.

Line versus staff authority

Line authority gives direct command over subordinates and decisions. Staff or functional authority advises, supports, and sets standards without commanding line units directly.

Open-plan office

A layout without full-height partitions that places many workstations in one space. It improves supervision and saves space but increases noise and reduces privacy.

Grapevine communication

Informal communication flowing through social networks rather than official channels. It spreads quickly but is often inaccurate, so management should supply timely formal information.

Full block letter format

A business letter layout in which every element, including date, inside address, and closing, is aligned at the left margin with open punctuation and no indentation.

Memorandum

An internal written communication using TO, FROM, DATE, and SUBJECT headings. It omits salutation and complimentary close and records routine instructions or information.

Seven Cs of communication

Clear, concise, concrete, correct, coherent, complete, and courteous. These criteria guide drafting so the receiver understands the message without ambiguity or unnecessary effort.

Numerical filing

A filing method assigning each file a unique number, with an index linking number to name. It permits unlimited expansion and precise identification but requires the index for retrieval.

Cross-reference slip

A card placed in a file directing the searcher to a related file location. It avoids duplicating documents while preserving retrieval through an alternative name or subject.

Retention schedule

A documented rule stating how long each class of record is kept before destruction or transfer to archives, based on legal, operational, and historical requirements.

Out-guide card

A card placed in the file cabinet in place of a removed file. It records the file name, borrower, date taken, and expected return, preventing loss.

UPS

An uninterruptible power supply providing battery backup for short power interruptions. It protects equipment and data during outages but is not a substitute for a generator.

Dots per inch

A measure of printer or scanner resolution indicating how many ink dots or sampled points fit in one inch. Higher optical dpi gives finer detail but larger files.

Cross-cut shredding

A shredding method cutting paper in two directions into small pieces. It gives higher security than straight-cut shredding and is used for confidential records.

Multifunction device

An office machine combining printing, scanning, copying, and often faxing in one unit. Shared network use lowers per-page cost but requires usage and confidentiality policy.

Inward mail register

A record of received correspondence listing serial number, date received, sender, subject, and the department or person to whom the item was routed for action.

Workflow

The defined sequence of tasks, people, and handoffs that converts an input into a completed office output, with each step's responsibility and order specified.

Office manual

A document setting out standard procedures, responsibilities, and rules so tasks are performed consistently and new staff can be trained from a common reference.

Tickler file

A dated reminder system holding documents or notes that require action on a future date, ensuring follow-up deadlines are not missed in routine office work.

Herzberg two-factor theory

Hygiene factors such as pay and conditions prevent dissatisfaction but do not motivate. Motivators such as achievement, recognition, and growth produce genuine satisfaction and effort.

Delegation

Assigning a task together with the authority and resources needed to complete it, while the manager retains overall accountability for the outcome.

Democratic leadership

A style in which the supervisor involves staff in decisions. It builds commitment and uses team knowledge but takes longer than unilateral decision-making.

Induction programme

Structured orientation for new staff covering structure, rules, safety, colleagues, and job expectations. It reduces early errors and turnover and speeds productive contribution.

Imprest petty cash system

A fixed cash float from which small expenses are paid against vouchers. The float is reimbursed by the exact amount spent, restoring the original balance.

Bank reconciliation

A statement explaining differences between the cash book bank balance and the bank statement, adjusting for unpresented cheques, deposits in transit, charges, and interest.

Accounting equation

Assets equal liabilities plus capital. Every transaction affects at least two elements so the equation stays balanced under double-entry bookkeeping.

Three-way matching

A control comparing purchase order, goods received note, and supplier invoice before payment. All three must agree in quantity and price to prevent overpayment.

Absolute cell reference

A spreadsheet reference such as $A$1 that does not change when the formula is copied. It is used for fixed rates or constants in calculations.

Mail merge

A word processing feature combining a main document with a data source to generate personalised letters, labels, or envelopes for many recipients.

Digital signature

An electronic cryptographic mark that authenticates the signer and reveals later alteration of the signed document, unlike a scanned image of a handwritten signature.

Pivot table

A spreadsheet tool that summarises large datasets by grouping rows and aggregating values, letting users change the view without altering the source data.

PASS technique

The fire extinguisher procedure: Pull the pin, Aim at the base of the fire, Squeeze the handle, Sweep side to side until the fire is out.

Repetitive strain injury

Pain or damage in muscles, tendons, or nerves caused by sustained repetitive movement or awkward posture. Early reporting and workstation adjustment reduce severity.

Hazard versus risk

A hazard is a potential source of harm; risk is the likelihood and severity of harm arising from that hazard. Risk assessment evaluates both.

Accident register

A record of workplace incidents noting date, person, circumstances, injury, and action taken. It supports investigation, prevention, and legal compliance.

Primary data

Data collected first-hand for the specific project through questionnaires, interviews, or observation. It is tailored to the objectives but costs time and effort.

Reliability and validity

Reliability is consistency of measurement across repeated use; validity is whether the instrument measures what it is intended to measure. Both matter for credible findings.

Pilot study

A small-scale trial of a questionnaire or method before full data collection. It reveals ambiguous items, timing problems, and practical difficulties so they can be corrected.

Sampling bias

A distortion arising when the selected sample is not representative of the population, so findings cannot be generalised. Random selection and clear method reduce it.