Odisha CHSE +2 Vocational Office Management flashcards

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

Definition of office management

The planning, organising, staffing, directing, coordinating and controlling of office activities and resources so that information is produced accurately, promptly and at minimum cost.

Centralisation of office services

Concentration of typing, filing, mailing, duplicating and record-keeping in a single service department serving the whole organisation; it gives uniformity and better equipment use but slows service.

Decentralisation of office services

Placement of clerical services within individual departments so each unit handles its own filing and correspondence; it gives faster response and closer supervision but may duplicate equipment and effort.

Span of control

The number of subordinates one supervisor can effectively direct. A narrow span produces a tall hierarchy with close supervision; a wide span produces a flat structure with more delegation.

Elements of delegation

Delegation requires assignment of responsibility for a task, grant of adequate authority to perform it, and creation of accountability for results. Authority can be delegated; accountability cannot.

Office layout principles

Arrange work stations for straight-line flow of work, minimum movement of staff and files, adequate lighting and ventilation, and flexibility for future expansion of staff or equipment.

Principles of form design

A form should follow the logical sequence of entries, carry pre-printed standard headings, serve one purpose only, and be compact so that clerical writing time and paper cost are minimised.

Records retention schedule

A written list stating how long each class of record is kept - permanent, long-term or short-term - and the authority for its eventual destruction.

Office efficiency measures

Office efficiency is assessed through work measurement, time study, cost per unit of output, volume of work handled and periodic office audits comparing actual with planned performance.

Duties of an office manager

The office manager plans work, allocates duties, supervises staff, controls stationery and equipment, maintains records and reports, and coordinates the flow of information between departments.

Qualities of a good office manager

Sound knowledge of office systems, organising ability, leadership and communication skill, tact in handling people, decisiveness, and a sense of economy in the use of office resources.

Line and staff functions

Line functions carry direct authority for achieving objectives; staff functions advise and support the line. Office management is typically a staff or service function serving all departments.

Coordination through office manuals

An office manual records procedures, forms, duties and standards in writing, so that different departments follow uniform practice and coordination is achieved without constant personal supervision.

Work simplification in the office

Systematic examination of each clerical operation to eliminate unnecessary steps, combine related tasks and simplify the remainder, reducing cost and delay in the flow of work.

Office audit

A periodic independent review of office procedures, records, forms and costs to check compliance with prescribed systems and to recommend improvements in efficiency.

Organisation chart

A diagram showing positions in an organisation, the lines of authority between them and the formal channels of communication; it clarifies reporting relationships but omits informal relations.

Office accommodation factors

Choice of office premises depends on nearness to customers and staff, cost of rent, space for expansion, lighting, ventilation, safety and availability of transport and communication.

Open office advantages

A large undivided hall permits easier supervision, better use of floor space and light, and cheaper rearrangement of work; its drawbacks are noise, lack of privacy and distractions.

Private office advantages

A separate room gives privacy for confidential work and interviews, reduces noise and interruption, and confers status; its drawbacks are higher cost per person and weaker supervision.

Filing classification methods

Papers may be classified alphabetically by name, numerically by serial number, chronologically by date, or by subject; each method balances speed of retrieval against ease of expansion.

Centralised filing advantages

One filing section avoids duplication of records, allows trained filing staff, permits better equipment and uniform indexing, but risks delay and congestion when many departments need the same file.

Indexing and cross-referencing

Indexing provides a guide to locate files under a chosen system; cross-referencing links a paper filed under one heading to another related heading so it can be traced from either.

Functions of office communication

Office communication transmits instructions, information and decisions between levels and departments; it must be accurate, timely, clear and recorded where the matter is significant.

Types of office correspondence

Inward correspondence is received and recorded in an inward register; outward correspondence is despatched after signature and entry in the outward register, which gives proof of posting.

Drafting rules for business letters

A business letter should state its purpose in the opening, give complete and accurate particulars in the body, close courteously, and use clear, concise and courteous language throughout.

Office stationery control

Stationery is controlled by fixing minimum stock levels, keeping a stock register, issuing against requisitions and reordering when consumption trends show the minimum level will be reached.

Office equipment selection

Equipment is chosen on the basis of the volume of work, cost of purchase and maintenance, saving in labour and time, durability, and availability of service and consumables.

Office safety and staff welfare

Office management provides safe wiring, proper lighting, first-aid facilities, fire precautions, clean drinking water and sanitary amenities, since staff welfare directly affects efficiency.

Meaning of office

An office is a place where information is received, recorded, classified, processed and communicated, and where clerical activities support the work of all other departments of the enterprise.

Importance of office to management

The office supplies management with facts and figures needed for planning and control, preserves records for legal and audit purposes, and coordinates communication within and outside the organisation.

Office manual versus office circular

An office manual is a lasting written statement of procedures and duties; a circular conveys a single instruction or change to many recipients at once and is usually temporary in effect.

Filing equipment

Filing equipment includes horizontal and vertical cabinets, shelves, visible-index trays and mechanical or electronic systems; choice depends on volume, access frequency and available floor space.