Maharashtra HSC Office Management (Bifocal) flashcards

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

Office

A place where information is received, recorded, processed, stored and communicated so that business transactions and management decisions can be carried out efficiently.

Line and staff organisation

A structure in which line managers hold direct command authority over subordinates while staff officers provide specialist advice and support without exercising command over line staff.

Span of control

The number of subordinates who report directly to one superior; a narrow span produces a tall hierarchy, while a wide span produces a flat structure.

Delegation

The process by which a superior assigns responsibility, grants the necessary authority and creates accountability in a subordinate; authority can be delegated but accountability remains with the superior.

Illumination level

The amount of light falling on a work surface, measured in lux; general office tasks need roughly 300 to 500 lux while reading and accounting need about 500 to 750 lux.

Open-plan office

A layout without full-height partitions in which many employees work in one large room; it saves space and aids supervision but increases noise and reduces privacy.

Ergonomics

The study of fitting workplace design and equipment to human physical capabilities, covering chair adjustability, desk height, screen position and prevention of strain injuries.

Communication process

A sequence in which a sender encodes a message, transmits it through a channel, the receiver decodes it and gives feedback, with noise able to distort every stage.

Grapevine communication

Informal communication that spreads through personal contacts rather than official channels; it is fast and satisfies social needs but is often inaccurate and unverifiable.

Inward mail register

A record in which incoming letters are entered with date, sender, subject and department to which routed, providing proof of receipt and a check against loss.

Circular letter

A letter carrying the same message to many recipients, sent to inform them of a policy, event or change, and usually recorded in a circular register.

Numerical filing

A classification in which each file is given a number and an index links the number to the name or subject; it is expandable and confidential but needs an index.

Retention schedule

A written plan stating how long each category of record must be kept before transfer to archives or authorised destruction, based on legal and operational needs.

Out-guide

A marker placed in a file's position when the file is removed, showing who has taken it and when, so that its location can be traced.

Centralised filing

A system in which all records of the organisation are kept in one registry under a records officer, giving uniform control but risking delay and total loss.

Franking machine

An office machine that prints postage impressions on envelopes or labels, records the amount used and may also print a date stamp and company slogan.

Data versus information

Data are raw, unprocessed facts and figures; information is data processed and organised so that it is meaningful and useful for decision-making.

Local area network

A network connecting computers and devices within a limited area such as one office or building, allowing shared files, printers and internal communication.

Standard time

The time allowed for a task computed by multiplying observed time by a performance rating and then adding allowances for personal needs, fatigue and unavoidable delays.

Work sampling

A work measurement technique in which random observations are taken over a period to estimate the proportion of time spent on various activities.

Work distribution chart

A chart showing each employee, the activities performed and the time spent on each, used to reveal duplication, overload and idle time in an office.

Job specification

A statement of the qualifications, skills, experience and personal attributes required to perform a job, derived from job analysis and used in recruitment and selection.

Herzberg's two factors

Hygiene factors such as salary and working conditions prevent dissatisfaction, while motivators such as achievement, recognition and growth create genuine satisfaction and motivation.

Induction

The orientation given to a newly appointed employee about the organisation, its rules, colleagues and job duties, helping the person settle in and become productive.

Imprest petty cash system

A system in which a fixed sum is given to the petty cashier, who records small payments and is reimbursed exactly the amount spent so the float is restored.

Bank reconciliation statement

A statement prepared to explain the difference between the balance shown by the cash book and the balance shown by the bank passbook on a given date.

Trial balance

A statement listing the debit and credit balances of all ledger accounts to test arithmetical accuracy of posting; it cannot detect errors of principle or complete omission.

Petty cash voucher

A pre-numbered document supporting each small payment, showing date, payee, purpose, amount and authorising signature, used for control and audit.

Fire extinguisher classes

Extinguishers are chosen by fire type: water for solid combustibles, foam for flammable liquids, and carbon dioxide or dry powder for electrical and liquid fires.

Visitor register

A record kept at the office entrance noting each visitor's name, organisation, purpose, time in and out, and person visited, supporting security and emergency evacuation checks.

Public relations

A planned, sustained effort to build and maintain mutual understanding and goodwill between an organisation and its various publics through honest communication.

Service recovery

The action taken to remedy a service failure by apologising, correcting the problem promptly and compensating where appropriate, so that customer loyalty is retained.