Assam ASSEB Higher Secondary Skill Subject Office Management key terms

The way work, people, space and authority are arranged within an office so that tasks are assigned clearly and objectives are met efficiently.

The number of subordinates who report directly to one supervisor; a wide span means many reports, a narrow span means few.

Assigning a task and the authority needed to complete it to a subordinate, while the manager keeps overall accountability for the result.

An office pattern where line units give direct orders along the chain of command, while staff units advise and support without commanding line staff.

The unbroken path of authority from the top of an organisation down to each employee, showing who reports to whom.

The obligation of a person to answer for the results of assigned duties and to accept consequences for how authority was used.

Concentrating office activities such as typing, filing or purchasing in one unit so that work is standardised and duplication is reduced.

Scattering office functions across departments or branches so decisions are taken closer to the work and response times are shorter.

The planned arrangement of desks, machines, storage and aisles in an office to support workflow, supervision and safe movement.

A layout without full walls between workstations, giving easy communication and supervision but less privacy and more noise.

Designing furniture, equipment and tasks to fit the human body, reducing strain, fatigue and injury during office work.

The exchange of information, instructions and feedback among office members through spoken, written or electronic channels.

Messages sent through officially recognised channels such as memos, notices and letters, carrying authority and leaving a record.

The informal network through which rumours and unofficial news travel in an office, fast and hard to control.

A short internal written message from one employee to another, usually with heading, purpose, details and signature, used for routine instructions.

One copy of a notice sent to many recipients at once, commonly used to announce policy, meetings or staff changes.

A brief public announcement displayed on a board or circulated to staff, giving information or instructions of common interest.

The ordered list of items to be discussed at a meeting, circulated in advance so participants can prepare.

The official written record of what was discussed and decided at a meeting, kept as evidence and for follow-up action.

The systematic control of documents from creation through use, storage, retention and final disposal, covering both paper and digital files.

Storing documents in a planned order so that any required paper can be located and returned quickly without loss.

Arranging files by the letters of names or subjects in dictionary order, the simplest method but slow when names are many.

Creating a guide or list that points to where each file or document is kept, so retrieval does not depend on memory.

Placing a pointer in one file to related material held elsewhere, preventing duplication and helping the searcher find linked documents.

The fixed length of time a record must be kept before it may be destroyed, set by law, audit needs or office policy.

Destroying paper documents by cutting them into strips or particles so that confidential information cannot be read or reused.

A machine that makes paper copies of documents by scanning the original and printing an image of it onto plain paper.

A device that converts a paper document or photograph into a digital image file that can be stored, emailed or edited.

Using machines and software to carry out routine office tasks such as typing, calculating, copying and record keeping with less manual effort.

The sequence of steps, people and approvals through which a task passes from start to finish in an office.

The total time taken from receiving a request or document to completing it and returning the result to the sender.

A record book or log in which every letter or document received by an office is entered with date, sender and reference number.

A log of all letters and documents dispatched by an office, noting date, addressee, subject and dispatch mode for later proof.

The study and practice of how people interact at work, aiming at cooperation, morale and fair treatment within the office.

The overall confidence, enthusiasm and satisfaction a group of employees feels about their work and workplace.

The inner or outer force that makes an employee willing to put effort into work, influenced by rewards, recognition and working conditions.

A complaint by an employee about unfair treatment, working conditions or a decision, which should be settled through a stated procedure.

A periodic review of an employee's work against agreed standards, used for feedback, training needs and promotion decisions.

A small fund of cash kept in the office for minor day-to-day expenses, recorded in a book and topped up periodically.

A method of controlling petty cash in which a fixed float is given, spent amounts are recorded, and the float is restored to its original level.

A written document supporting a payment or receipt, showing date, amount, purpose and the signatures that authorise it.

A commercial document from a seller to a buyer listing goods or services supplied, quantities, prices and the amount due.

Comparing the office cash book with the bank statement to explain differences and confirm the true bank balance.

Software that arranges numbers in rows and columns and recalculates results automatically when a value is changed.

Software used to type, format, save and print text documents such as letters, reports and notices.

A word-processing feature that combines one standard letter with a list of names and addresses to produce many personalised copies.

An organised collection of related data that can be searched, sorted and updated, such as a staff or file register.

Keeping files on remote internet servers so they can be reached from any device and shared with chosen colleagues.

Converting paper records into electronic form so they can be stored, searched and shared by computer.

The duty to keep private information secure and to share it only with people who are authorised to receive it.

Pain or damage in muscles, tendons or nerves caused by repeated movements such as long hours of typing without breaks.

Measures taken to prevent accidents and illness at work, including safe wiring, clear walkways, fire exits and first-aid provision.

Accepted manners at work such as punctuality, courteous speech, appropriate dress and respecting colleagues' time and space.

A supervised practical assignment in which a student plans, carries out and reports on a real office task or small study.

An oral examination in which an examiner questions a candidate about submitted practical work to test understanding and originality.