Maharashtra HSC Office Management (Bifocal) key terms

The process of planning, organising, staffing, directing and controlling office work and resources so that information is produced, stored and communicated accurately, on time and at reasonable cost.

The way office work is divided into units and posts, with authority and responsibility assigned, so that every task has a defined owner and reporting line.

A diagram showing the formal structure of an office, including departments, posts and lines of authority, used to clarify reporting relationships and avoid confusion about who reports to whom.

The number of subordinates who report directly to one supervisor; a wide span reduces supervision depth, while a narrow span increases levels of management.

Assigning a specific task together with the authority needed to complete it, while the delegating officer remains accountable for the result.

Concentrating common services such as typing, filing, stationery stores or reprographics in one unit to avoid duplication of equipment and staff across departments.

The arrangement of desks, furniture, machines and storage in office space so that work flows smoothly, movement is short and space is used efficiently.

A layout without full-height dividing walls in which many employees work in one large area, giving easy supervision and communication but often more noise and less privacy.

An open layout in which screens, plants and movable partitions create informal work zones, combining the flexibility of open space with partial visual and acoustic separation.

Designing furniture, equipment and tasks to fit the physical capabilities of the worker, reducing strain, fatigue and injuries such as back pain and repetitive strain.

The provision of adequate, glare-free light on work surfaces, measured in lux, so that reading, writing and screen work can be done without eye strain.

Supplying fresh air and controlling temperature, humidity and pollutants in the office so that occupants stay alert, comfortable and free from stuffiness or odours.

Reducing unwanted sound in the office through acoustic panels, carpets, machine enclosures and separation of noisy equipment, so that concentration and speech communication are not disturbed.

A formal written communication to an external party, containing heading, date, inside address, salutation, body, complimentary close and signature, used for enquiries, orders, claims and replies.

An internal written message from one employee or department to another, usually brief and without a salutation, used to record instructions, decisions and information within the organisation.

One message copied identically to many recipients at once, used to announce policies, events or instructions without writing separate letters to each person.

A short written announcement displayed or circulated to inform staff of a meeting, holiday, rule or event, usually containing date, subject, details and issuing authority.

The ordered list of items to be discussed at a meeting, circulated in advance so that participants can prepare and the chair can keep discussion on schedule.

The official written record of a meeting, covering attendance, decisions taken and action points, approved at the next meeting and kept as evidence of what was agreed.

A register in which incoming and outgoing letters are recorded with date, sender or addressee, subject and reference, providing proof of receipt and dispatch.

Systematically arranging and storing documents so that any required paper or record can be located quickly and returned to its correct place after use.

A filing method in which documents are arranged by name or subject in A-to-Z order, simple to understand but requiring careful cross-referencing when names are similar.

A filing method in which each file is given a number and files are arranged in number order, allowing unlimited expansion and easy cross-reference from an index.

A written plan stating how long each class of record must be kept and what happens afterwards, such as destruction or transfer to permanent archives.

A low-cost storage area for semi-active records that are still needed occasionally but no longer required in prime office space.

An office machine that reproduces documents by electrostatic means, used for quick multiple copies of letters, forms and reports without retyping.

Using computers, software and networked devices to perform routine office tasks such as typing, calculating, filing and messaging with less manual effort.

Making duplicate copies of electronic files stored separately from the originals so that information can be restored after accidental deletion, equipment failure or malware attack.

A defined step-by-step sequence for carrying out a recurring office task, showing who does what, in which order and on which form.

Examining each step of an office procedure to remove duplication, delay and unnecessary movement, so the same output is achieved with less effort and cost.

Timing and analysing office tasks to establish the standard time a trained worker needs to complete a unit of work at a normal pace.

A stated level of output, accuracy or service, such as documents typed per day or enquiries answered within a set time, against which actual performance is compared.

A written statement of the duties, responsibilities, reporting relationships and working conditions of a particular post, used in recruitment, training and appraisal.

A statement of the qualifications, skills, experience and personal qualities a person needs to perform a particular job satisfactorily, used when shortlisting applicants.

The orientation given to a new employee about the organisation, its rules, colleagues and facilities, helping the person settle quickly and become productive.

A periodic formal review of an employee's work against agreed standards, leading to feedback, training needs and decisions on increment or promotion.

A book in which small payments such as postage and stationery are recorded, kept under an imprest system and periodically reimbursed from the main cash account.

A method of controlling petty cash in which a fixed float is given to the cashier and later restored by the exact amount spent, supported by vouchers.

A supporting document such as a bill, receipt or requisition that authorises and evidences a payment or entry in the books of account.

Measures taken to prevent accidents and injuries at work, including safe equipment, clear walkways, first-aid provision and safe handling of materials and electrical fittings.

Precautions such as extinguishers, alarms, marked exits, evacuation drills and safe storage of flammable material that protect people and records from fire.

The duty to keep private information such as personnel records, salaries and client data accessible only to those authorised to see it.

The legal entitlement of citizens to obtain information held by public authorities, subject to exemptions, obliging offices to maintain records and respond to requests within time limits.

Planned effort to build and maintain goodwill between an organisation and its public through honest communication, prompt replies and consistent behaviour.

The assistance given to clients and visitors before, during and after a transaction, judged by courtesy, accuracy, speed and willingness to resolve problems.

The formal process of receiving, investigating and settling complaints from employees or customers within stated time limits, so that dissatisfaction does not escalate.

Accepted standards of honest and fair conduct at work, covering use of office time and property, avoidance of conflicts of interest and respectful treatment of colleagues and visitors.