Tamil Nadu HSE First Year Office Management and Secretaryship key terms

A place where clerical and administrative work is carried out, where information is received, recorded, processed and communicated to support decisions and coordinate the activities of an organisation.

The process of planning, organising, staffing, directing and controlling office activities and resources so that information work is performed efficiently and organisational objectives are achieved.

The role of an office as the central point where data from departments and outside sources is collected, processed, stored and passed on to those who need it.

The pattern of authority, responsibility and reporting relationships that shows how work is divided among positions and how the parts are coordinated towards common objectives.

The grouping of related activities into units such as departments or sections, commonly by function, product, territory, customer or process, to make coordination and control easier.

The transfer of defined authority and responsibility by a superior to a subordinate for particular tasks, while the superior remains accountable for the results.

The number of subordinates who report directly to one superior; a narrow span allows close supervision, while a wide span requires fewer levels of management.

The principle that every employee should receive orders from and be answerable to only one superior, so that instructions do not conflict.

The dispersal of decision-making authority to lower levels of an organisation, so that managers nearer the work can decide matters quickly using local knowledge.

A large room where many employees work without permanent dividing walls, giving easy supervision and communication but less privacy and more noise.

A separate enclosed room, usually for one person or a small group, providing privacy for confidential discussion, concentrated work or senior staff.

The arrangement of desks, furniture, equipment and work areas within the available floor space so that work flows smoothly and space is used efficiently.

The supply of fresh air and the removal of stale air, heat and odours from an office, by natural means such as windows or mechanical means such as fans and air conditioners.

Measures taken to reduce or absorb unwanted sound in an office, for example carpeting, acoustic panels, soft furnishings and placing noisy machines away from work areas.

The study of the relationship between people and their working environment, applied to the design of furniture, equipment and tasks so as to reduce strain and fatigue.

The immediate area at which one employee works, including desk or table, chair, equipment, lighting and storage arranged to suit the task.

Uniform items such as desks, chairs, tables and cupboards adopted throughout an office, giving interchangeability, economy in purchase and a consistent appearance.

The systematic arrangement and storage of documents in a definite order so that they can be traced, retrieved and returned quickly when required.

The preparation of a guide, list or reference that shows where a file or document is kept, so that it can be found without searching the whole system.

A system in which folders stand upright in drawers one behind another, with tabs visible at the top so that a file can be picked out quickly.

Correspondence received by an organisation, which is opened, date-stamped, sorted, entered in a register and routed to the department or person concerned.

Correspondence sent by an organisation, which is drafted, checked, signed, entered in the dispatch register, posted or transmitted electronically, and filed as a record.

Money sent by one party to another, usually in payment of a business transaction, handled through cheques, drafts, bank transfers or cash and recorded on receipt.

The conventions of courtesy, clarity, accuracy and suitable tone followed in business letters, including correct salutation, neat layout and a prompt reply.

A machine that produces many copies of a document from a prepared master, using processes such as stencil, spirit or digital reproduction.

The use of computers and software to carry out office work such as typing, calculating, storing records and communicating, replacing many manual operations.

The stages through which a record passes, from creation and active use through maintenance and semi-active storage to final destruction or permanent preservation.

The length of time a record must be kept before it may be transferred to storage or destroyed, fixed by legal, administrative, accounting or audit requirements.

The system of requisitioning, issuing, recording and checking stationery items so that supplies are available when needed and waste or misuse is prevented.

The systematic review, standardisation and monitoring of forms used in an office, so that unnecessary forms are eliminated and the rest are well designed.

Communication that moves through the official channels and hierarchy of an organisation, following prescribed procedures and usually recorded in writing.

Communication arising from personal contact rather than official channels, such as the grapevine; it is fast and satisfying but often inaccurate.

Any obstacle that blocks or distorts a message between sender and receiver, such as unclear language, noise, prejudice, fear or too many levels of authority.

Attentive, purposeful hearing in which the receiver concentrates on the message, notes key points, avoids early judgement and confirms understanding before replying.

A person who assists an executive by handling correspondence, records, appointments and confidential administrative work, and who may also supervise the routine of an office.

A secretary attached to one particular executive, giving confidential personal assistance and managing that person's correspondence, appointments, reminders and follow-up work.

The list of items of business to be taken up at a meeting, arranged in a definite order and sent to members along with the notice.

The official record of the proceedings and decisions of a meeting, prepared by the secretary and showing what was discussed, resolved and assigned.