I85PREP
⌘ K
Tamil Nadu HSE First Year Office Management and Secretaryship study materials
Tamil Nadu HSE First Year Office Management and Secretaryship study resources

Tamil Nadu HSE First Year Office Management and Secretaryship practice questions

One question at a time. Build your Tamil Nadu HSE First Year Office Management and Secretaryship understanding.

First 50 of 200 questions. Each one lists the choices, the correct answer, and an explanation. The checker at the top of this page saves progress in this browser when it is available.

Continue in the practice tool above to load more questions, 50 at a time.

Question 1Introduction to Office and Office Management - meaning, functions, importance, office as an information hub

In office management, an office is best understood as:

  1. a place where employees live during working hours
  2. a place where information is handled and supplied Correct answer.
  3. a place where only cash is kept and disbursed
  4. a place where goods are manufactured for sale

Explanation

An office is an information-processing unit: it collects facts and figures, records and arranges them, and supplies the resulting information to users. Manufacturing belongs to production, cash custody is only one type of record, and residence is unrelated to office work.

Question 2Introduction to Office and Office Management - meaning, functions, importance, office as an information hub

Why is the office important to the management of an organisation?

  1. It removes the need for planning and control
  2. It provides ready information for planning, decision-making and control Correct answer.
  3. It guarantees profit in every transaction
  4. It decides the personal leave of all employees

Explanation

Management needs reliable information before it can plan, decide and control. The office collects, records and supplies that information, which is why it supports every managerial function. It cannot remove planning or guarantee profit.

Question 3Introduction to Office and Office Management - meaning, functions, importance, office as an information hub

Protecting files, registers and documents from fire, insects, theft, moisture and unauthorised access is the office function of:

  1. receiving information
  2. safeguarding records Correct answer.
  3. processing information
  4. communicating information

Explanation

Safeguarding means protecting records from fire, insects, theft, moisture and unauthorised access. Receiving, processing and communicating are stages of information flow, not protective measures.

Question 4Introduction to Office and Office Management - meaning, functions, importance, office as an information hub

A sales report received by the office is needed by the accounts, production and marketing departments. The office forwards copies to all three. This activity best shows the office as:

  1. a manufacturing centre
  2. an information hub linking departments Correct answer.
  3. a storage room for obsolete records
  4. a profit centre

Explanation

The office acts as a central point that receives information and distributes it to the departments that need it. This linking and distributing role is what makes the office an information hub. It is not a manufacturing, storage-of-obsolete-records or profit-making unit.

Question 5Introduction to Office and Office Management - meaning, functions, importance, office as an information hub

Office management refers to:

  1. the maintenance of the office building alone
  2. planning, organising, staffing, directing and controlling office work Correct answer.
  3. the sale of office furniture to customers
  4. the management of a company's manufacturing plant only

Explanation

Office management applies the management process-planning, organising, staffing, directing and controlling-to office work and resources. It covers people, equipment, records and procedures, so it is wider than plant management or building maintenance.

Question 6Introduction to Office and Office Management - meaning, functions, importance, office as an information hub

Which of the following is an objective of office management?

  1. Avoiding the use of any office equipment
  2. Increasing paperwork without regard to cost
  3. Keeping information away from all departments
  4. Achieving efficient office work at minimum cost Correct answer.

Explanation

The objective of office management is to secure efficient and economical office work while providing accurate information on time. Efficiency means achieving results without wasteful effort or expense, not increasing paperwork or hiding information.

Question 7Introduction to Office and Office Management - meaning, functions, importance, office as an information hub

A large company combines its typing, filing and stationery purchasing in one central office. Which advantage is most directly expected?

  1. Slower communication with all departments
  2. Better specialisation and economy in office operations Correct answer.
  3. Loss of uniformity in records
  4. Duplication of equipment across departments

Explanation

Centralisation brings similar office tasks together, so staff can specialise and machines are used more fully. This usually lowers unit cost and improves uniformity. Duplication and slower communication are more often associated with splitting services among departments.

Question 8Introduction to Office and Office Management - meaning, functions, importance, office as an information hub

An office manager assigns clerical work, trains new staff and checks that deadlines are met. These activities belong mainly to:

  1. auditing the company's financial accounts
  2. designing the company's advertisements
  3. directing and controlling office work Correct answer.
  4. manufacturing and selling products

Explanation

Assigning duties, training staff and checking deadlines are part of directing and controlling. These managerial activities are applied to office work rather than to production, audit or advertising.

Question 9Introduction to Office and Office Management - meaning, functions, importance, office as an information hub

The managing director complains that monthly reports reach her after the budget decisions have been taken. Which office function is most directly failing?

  1. Recruitment of production workers
  2. Maintenance of office furniture
  3. Timely communication of information Correct answer.
  4. Safeguarding of records

Explanation

Information has value only when it reaches decision-makers in time. Reports arriving after the budget is fixed show a delay in communication, even if the records are well preserved. Safeguarding, furniture and recruitment do not explain the late reports.

Question 10Introduction to Office and Office Management - meaning, functions, importance, office as an information hub

A firm sets up separate filing and typing units in each department instead of one central office. Which problem is most likely to result?

  1. Duplication of equipment and uneven office standards Correct answer.
  2. Immediate reduction in the number of office staff
  3. Complete absence of records in the firm
  4. Elimination of communication between departments

Explanation

Decentralisation places office services in each department, which can lead to similar equipment being bought repeatedly and different methods being followed. The result is higher cost and uneven standards. It does not automatically destroy records, stop communication or cut staff numbers.

Question 11Introduction to Office and Office Management - meaning, functions, importance, office as an information hub

The basic office function through which information is supplied to management in the form of reports, statements and returns is called:

  1. Preserving information
  2. Receiving information
  3. Presenting information Correct answer.
  4. Recording information

Explanation

The basic functions of an office follow a sequence: information is received, recorded, arranged, analysed and then presented. Presentation means placing the finished information before the persons who need it, in the form of reports, statements or returns. Preserving records is a protective function and does not supply information for decisions.

Question 12Introduction to Office and Office Management - meaning, functions, importance, office as an information hub

The office is described as the nerve centre of an organisation because it:

  1. Collects, processes and supplies information to all departments Correct answer.
  2. Prepares the final accounts and balance sheet of the firm
  3. Supervises the personal conduct of all employees
  4. Employs the largest number of workers in the organisation

Explanation

The office is the point at which information from inside and outside the enterprise is received, processed and passed on to the departments that need it. Just as nerves carry messages through the body, the office carries information to every level of management. This continuous information flow, not the size of its staff or its accounting work, is why it is called the nerve centre.

Question 13Introduction to Office and Office Management - meaning, functions, importance, office as an information hub

Which of the following is an auxiliary function of an office?

  1. Recording cash receipts in the register
  2. Analysing sales statistics for the manager
  3. Duplicating circulars for distribution Correct answer.
  4. Receiving enquiries from customers

Explanation

Office functions are broadly divided into basic functions, which handle information, and auxiliary functions, which support that handling through mechanical and clerical work such as typing, duplicating, filing, indexing and mailing. Duplicating circulars is a support task of this kind. Receiving enquiries, recording receipts and analysing statistics are themselves basic information functions.

Question 14Introduction to Office and Office Management - meaning, functions, importance, office as an information hub

Letters received by a firm are sorted department-wise and placed in the appropriate files. Which basic function of the office does this illustrate?

  1. Analysing information
  2. Presenting information
  3. Receiving information
  4. Arranging information Correct answer.

Explanation

After information is recorded, the office classifies and sorts it and keeps it in a form and place from which it can be retrieved quickly; this is the arranging function. Placing letters in department-wise files is exactly such sorting and storage. Receiving is the earlier step of accepting the letters, while presenting would mean sending a report to a user.

Question 15Introduction to Office and Office Management - meaning, functions, importance, office as an information hub

Which activity of an office most directly builds good public relations for a company?

  1. Replying promptly to customers' enquiries and receiving visitors Correct answer.
  2. Checking the arithmetic of sales returns before despatch
  3. Preparing the monthly salary register for all employees
  4. Filing purchase invoices carefully in the accounts section every day

Explanation

The office is the first point of contact for customers, visitors, suppliers and other outsiders. Courteous and prompt replies to enquiries and proper reception of visitors create a favourable image of the firm, which is the essence of good public relations. Internal record work such as filing invoices, payroll registers or checking returns does not face the outside public.

Question 16Introduction to Office and Office Management - meaning, functions, importance, office as an information hub

Which statement correctly distinguishes an office from office management?

  1. An office is found only in government organisations, while office management is practised only by private firms.
  2. An office is a group of clerks; office management is the building where they sit.
  3. An office deals mainly with machines, while office management deals mainly with staff welfare.
  4. An office is a place for information work; office management is the process of organising that work. Correct answer.

Explanation

An office is the place, or the department, where information is received, recorded and processed. Office management is the activity of planning, organising, staffing, directing and controlling that office work so that it is done efficiently. The first is a place or unit, the second is a managerial process, and that is the distinction.

Question 17Introduction to Office and Office Management - meaning, functions, importance, office as an information hub

Which element of office management is concerned with dividing office work into tasks, grouping them into sections and assigning responsibility to staff?

  1. Staffing
  2. Organising Correct answer.
  3. Planning
  4. Controlling

Explanation

Organising is the managerial function that creates the structure of the office: work is divided into tasks, related tasks are grouped into sections, and authority and responsibility are fixed for each. Planning decides in advance what is to be done, staffing fills the positions with suitable people, and controlling measures performance against standards.

Question 18Introduction to Office and Office Management - meaning, functions, importance, office as an information hub

A company must file its annual return with the Registrar of Companies within the prescribed time. Which importance of the office does this requirement illustrate?

  1. Providing job satisfaction to employees
  2. Building good public relations
  3. Fulfilling statutory obligations Correct answer.
  4. Helping in the formulation of policies

Explanation

The office maintains records and prepares the returns that a firm is legally bound to submit to government authorities such as the Registrar of Companies, the income tax department and other regulators. Timely filing is therefore a statutory obligation that the office fulfils on behalf of the organisation. Public relations, policy formulation and employee satisfaction are different contributions of the office.

Question 19Introduction to Office and Office Management - meaning, functions, importance, office as an information hub

An office receives a purchase order from a customer, enters it in the order book, and sends copies to the production and accounts departments. Which sequence of basic office functions does this represent?

  1. Receiving, recording and arranging information Correct answer.
  2. Recording, receiving and presenting information
  3. Presenting, arranging and recording information
  4. Analysing, presenting and receiving information

Explanation

The order is first accepted by the office, which is receiving information. It is then entered in the order book, which is recording. Copies are then sorted and passed on to the departments that need them, which is arranging, that is, distributing and storing information where it is required. The logical order is therefore receiving, recording and arranging.

Question 20Introduction to Office and Office Management - meaning, functions, importance, office as an information hub

Which feature best explains why the office is treated as a service department rather than a line department?

  1. It has authority over the production and marketing decisions of the firm.
  2. It supplies information and support to other departments rather than making goods. Correct answer.
  3. It employs more staff than any other department in the organisation.
  4. It earns revenue directly by selling the company's products in the market.

Explanation

A line department, such as production or sales, directly carries out the main business of the firm and earns revenue. The office does not manufacture or sell; it assists every department by providing information, records and clerical services. That supporting role, and not its size or authority, is what makes it a service department.

Question 21Office Organisation - principles, types of organisation structure, departmentation, delegation and span of control

Which principle of organisation states that each subordinate should receive orders from only one superior?

  1. Span of control
  2. Unity of command Correct answer.
  3. Delegation of authority
  4. Division of work

Explanation

Unity of command fixes a single superior for every subordinate, so that orders and accountability flow through one clear line. When the principle is violated, an employee may receive conflicting instructions and cannot be held clearly answerable for results. The other principles deal with supervision width, task specialisation and downward assignment of authority.

Question 22Office Organisation - principles, types of organisation structure, departmentation, delegation and span of control

When a manager can effectively supervise only a small number of subordinates, the resulting organisation tends to have:

  1. A matrix structure with dual authority
  2. A tall structure with many levels Correct answer.
  3. A flat structure with very few levels
  4. An informal structure without any levels

Explanation

A narrow span of control means each manager supervises few subordinates, so more managerial levels are needed to cover the same volume of work. This produces a tall structure with a long chain of command. A wide span, by contrast, produces fewer levels and a flatter shape.

Question 23Office Organisation - principles, types of organisation structure, departmentation, delegation and span of control

Line organisation is characterised by:

  1. Dual authority flowing from functional and project heads
  2. A direct vertical chain of authority Correct answer.
  3. Authority exercised mainly through standing committees
  4. Specialists who advise line managers without command authority

Explanation

Line organisation is the oldest and simplest structure, in which authority flows directly downward from the top executive to the lowest worker. Each subordinate is answerable to one immediate superior along a clear vertical chain. Staff specialists, dual authority and committee control belong to other forms of organisation.

Question 24Office Organisation - principles, types of organisation structure, departmentation, delegation and span of control

A manufacturing company groups its activities into production, marketing and finance departments. Which basis of departmentation is used here?

  1. Departmentation by customer
  2. Departmentation by territory
  3. Departmentation by process
  4. Departmentation by function Correct answer.

Explanation

Departmentation by function groups activities according to the nature of the work performed, such as production, marketing, finance and personnel. Territory, customer and process are separate bases and would require geographic, buyer-group or production-stage divisions instead.

Question 25Office Organisation - principles, types of organisation structure, departmentation, delegation and span of control

A manager delegates authority to a subordinate. Which statement is correct?

  1. Authority once delegated cannot be withdrawn
  2. The subordinate stays accountable to the manager Correct answer.
  3. Delegation reduces the total responsibility of the manager
  4. The manager ceases to be responsible for the task

Explanation

Delegation transfers work and the authority needed to perform it, but the subordinate remains accountable to the delegating manager for results. The manager also continues to remain responsible to higher management for the assigned task. Authority once granted can normally be withdrawn or revised by the delegator.

Question 26Office Organisation - principles, types of organisation structure, departmentation, delegation and span of control

Decentralisation is best described as:

  1. Dispersal of authority to lower levels Correct answer.
  2. Concentration of decision-making at the top
  3. Elimination of the chain of command
  4. Assignment of advisory roles to staff

Explanation

Decentralisation disperses decision-making authority to lower levels of the organisation, allowing quicker local decisions and developing subordinate managers. Centralisation, by contrast, keeps decision-making concentrated at the top. Decentralisation does not remove the chain of command.

Question 27Office Organisation - principles, types of organisation structure, departmentation, delegation and span of control

In line and staff organisation, the role of staff personnel is to:

  1. Share dual authority with project managers
  2. Issue orders directly to line workers
  3. Advise and support line managers Correct answer.
  4. Replace line managers during emergencies

Explanation

In line-and-staff organisation, line managers hold command authority over operations, while staff specialists provide advice, information and support. Staff personnel do not normally issue orders to line workers; they make recommendations through the line manager. This preserves unity of command while giving managers expert help.

Question 28Office Organisation - principles, types of organisation structure, departmentation, delegation and span of control

Which factor would most likely enable a manager to supervise a wider span of control?

  1. Highly routine and standardised work Correct answer.
  2. Complex and non-repetitive tasks
  3. Subordinates located in widely scattered locations
  4. Frequent need for close supervision

Explanation

A wider span is possible when work is routine, standardised and governed by clear procedures, because subordinates need less personal guidance. Scattered locations, complex tasks and a frequent need for close supervision all make control harder and therefore narrow the span a manager can handle.

Question 29Office Organisation - principles, types of organisation structure, departmentation, delegation and span of control

In a matrix organisation, a project manager and a functional manager both exercise authority over the same employee. This creates which situation?

  1. The scalar chain becomes shorter
  2. A dual line of authority exists Correct answer.
  3. Staff authority replaces line authority
  4. Unity of command is strengthened

Explanation

In a matrix organisation, employees belong simultaneously to a functional department and a project team, so two managers exercise authority over them. This dual line of authority can conflict with the principle of unity of command and requires careful coordination and clear role definition.

Question 30Office Organisation - principles, types of organisation structure, departmentation, delegation and span of control

Which statement best reflects the principle of parity of authority and responsibility?

  1. Authority should exceed responsibility so that managers can act freely
  2. Responsibility should exceed authority so that managers seek approval
  3. Authority granted should match the responsibility assigned Correct answer.
  4. Authority and responsibility should both rest with staff advisers

Explanation

The principle of parity of authority and responsibility requires that the authority granted to a person be commensurate with the responsibility assigned. If responsibility exceeds authority, the person cannot act effectively; if authority exceeds responsibility, it may be misused. The two must therefore be balanced in every position.

Question 31Office Organisation - principles, types of organisation structure, departmentation, delegation and span of control

Which principle of organisation states that work should be divided into small, repetitive tasks so that each employee becomes skilled in a particular job?

  1. Unity of direction
  2. Esprit de corps
  3. Scalar chain
  4. Division of work Correct answer.

Explanation

Division of work is the principle that splitting the total task into specialised sub-tasks improves speed and skill. Unity of direction concerns one head and one plan for a group of activities, while scalar chain is the line of authority. Esprit de corps refers to team spirit, not job specialisation.

Question 32Office Organisation - principles, types of organisation structure, departmentation, delegation and span of control

A trading company divides its operations into Northern, Southern, Eastern and Western regions, each headed by a regional manager. Which basis of departmentation is used?

  1. Departmentation by product
  2. Departmentation by process
  3. Departmentation by customer
  4. Departmentation by territory Correct answer.

Explanation

Departmentation by territory groups activities according to geographic areas such as zones or regions. Product departmentation groups by goods, process departmentation by stages of production, and customer departmentation by types of buyers.

Question 33Office Organisation - principles, types of organisation structure, departmentation, delegation and span of control

What is the name of the diagram that shows the positions in an organisation and the lines of authority connecting them?

  1. Organisation chart Correct answer.
  2. Office manual
  3. Balance sheet
  4. Job specification

Explanation

An organisation chart is a diagram that shows positions, departments and the reporting relationships among them. A balance sheet is a financial statement, a job specification lists the qualifications for a post, and an office manual contains procedures and rules.

Question 34Office Organisation - principles, types of organisation structure, departmentation, delegation and span of control

According to the scalar chain principle, when a subordinate at one level needs to communicate with an employee at the same level in another department, the message should normally travel:

  1. only through the board of directors
  2. through the staff officer concerned
  3. directly between the two employees
  4. via the common superior Correct answer.

Explanation

The scalar chain is the unbroken line of authority from the top to the bottom of an organisation, and normal communication moves along it. A message to an equal in another department therefore goes up to a common superior and then down. The gang plank is only a permitted shortcut, not the normal route, and staff officers have advisory rather than command authority.

Question 35Office Organisation - principles, types of organisation structure, departmentation, delegation and span of control

A company that manufactures footwear sets up separate departments for shoes, sandals and sports footwear. This is an example of departmentation by:

  1. function
  2. process
  3. product Correct answer.
  4. territory

Explanation

Grouping departments by the type of goods produced is departmentation by product. Functional departmentation uses activities such as marketing or finance, territorial departmentation uses geographic areas, and process departmentation uses stages of production.

Question 36Office Organisation - principles, types of organisation structure, departmentation, delegation and span of control

In the process of delegation, the obligation of a subordinate to carry out the assigned duty is called:

  1. accountability
  2. centralisation
  3. authority
  4. responsibility Correct answer.

Explanation

Responsibility is the obligation of a subordinate to perform the duty that has been assigned. Authority is the right to give orders and use resources, accountability is answerability for results, and centralisation is the concentration of authority at higher levels.

Question 37Office Organisation - principles, types of organisation structure, departmentation, delegation and span of control

Graicunas's formula is used in office organisation to determine:

  1. the number of possible superior-subordinate relationships Correct answer.
  2. the number of departments needed in a company
  3. the amount of stationery required per employee
  4. the salary payable to each subordinate

Explanation

Graicunas studied the growth of superior-subordinate relationships as the number of subordinates increases. His formula counts direct, cross and group relationships and shows why a wide span creates complexity. It does not calculate departments, stationery needs or salaries.

Question 38Office Organisation - principles, types of organisation structure, departmentation, delegation and span of control

Which statement correctly distinguishes delegation from decentralisation?

  1. Delegation is the organisation-wide dispersal of authority, while decentralisation is a superior-subordinate act.
  2. Delegation is always between equals, while decentralisation is between superiors and subordinates.
  3. Delegation involves only responsibility, while decentralisation involves only authority.
  4. Delegation can be withdrawn, but decentralisation is a permanent organisational policy. Correct answer.

Explanation

Delegation is a day-to-day superior-subordinate process and the superior can withdraw or modify the delegated authority. Decentralisation is a broader, longer-term policy of dispersing decision-making authority throughout the organisation. The other options reverse the concepts or confuse authority with responsibility.

Question 39Office Organisation - principles, types of organisation structure, departmentation, delegation and span of control

A company replaces individual departmental heads with a committee to make all major decisions. Which is the most common criticism of this committee form of organisation?

  1. Decisions are delayed and responsibility is hard to fix Correct answer.
  2. Employees are denied any opportunity to participate in management
  3. Authority flows only in a single straight line from top to bottom
  4. Specialist advice is completely unavailable to managers

Explanation

Committees can improve participation and bring specialist views together, but their common weaknesses are slow decisions and diffused accountability. Line organisation, not committee organisation, is marked by a single straight chain of command. Committees normally increase, rather than deny, employee participation.

Question 40Office Organisation - principles, types of organisation structure, departmentation, delegation and span of control

The informal organisation in an office is primarily formed through:

  1. social interactions and personal relationships among employees Correct answer.
  2. the official delegation of authority by the manager
  3. the departmentalisation shown on the organisation chart
  4. the rules printed in the office manual

Explanation

Informal organisation grows spontaneously out of social contact, friendship and shared interests among employees. Formal organisation is deliberately created through delegation, manuals and charts. The informal group has its own norms and leaders, which may help or hinder official work.

Question 41Office Organisation - principles, types of organisation structure, departmentation, delegation and span of control

A bank creates separate sections to serve salaried employees, students and business firms, each section handling the needs of its own client group. Which basis of departmentation has the bank adopted?

  1. Departmentation by territory
  2. Departmentation by customer Correct answer.
  3. Departmentation by product
  4. Departmentation by process

Explanation

Departmentation by customer groups activities around the type of customer served, so that each group's special requirements receive specialised attention. The bank is not dividing work by the goods it produces, by geographical area or by stages of a technical process, but by the class of client dealt with.

Question 42Office Organisation - principles, types of organisation structure, departmentation, delegation and span of control

A company brings purchasing, production and selling of its single product line under one departmental head, all working to one common plan. Which principle of organisation does this arrangement illustrate?

  1. Parity of authority and responsibility
  2. Unity of command
  3. Span of control
  4. Unity of direction Correct answer.

Explanation

Unity of direction requires one head and one plan for a group of activities that share the same objective, which is exactly what the company has created for its single product line. It is distinct from unity of command, which concerns a subordinate receiving orders from only one superior.

Question 43Office Organisation - principles, types of organisation structure, departmentation, delegation and span of control

A branch manager authorises a senior clerk to sanction small loans, but the manager alone must answer to head office if a sanction turns out to be irregular. Which statement does this situation illustrate?

  1. Authority and accountability both pass downwards together
  2. Authority may be delegated but accountability stays Correct answer.
  3. Accountability passes when authority is given in writing
  4. Responsibility alone passes to the clerk after delegation

Explanation

Delegation transfers authority to the subordinate and creates responsibility for performing the task, yet the person who delegates remains answerable to superiors for the outcome. The branch manager therefore continues to answer to head office even though the clerk exercises the authority to sanction loans.

Question 44Office Organisation - principles, types of organisation structure, departmentation, delegation and span of control

In a retail chain, each store decides its own staffing and display layout, while any purchase above a fixed value needs head office approval. Which conclusion about the chain's organisation is most defensible?

  1. The chain is fully decentralised because stores make decisions
  2. Centralisation and decentralisation are relative, so the chain uses both Correct answer.
  3. The chain is fully centralised since head office still controls
  4. Accountability for purchasing has been delegated to stores

Explanation

Centralisation and decentralisation are matters of degree rather than absolutes, and authority can be dispersed for some decisions while being retained at the top for others such as high-value purchases. A firm that splits decision rights in this way is neither wholly centralised nor wholly decentralised.

Question 45Office Accommodation and Layout - location factors, open and private offices, lighting, ventilation, noise control

A firm shifting its head office to a new city gives first preference to a site that is within easy reach of the railway station and the bus terminus. Which location factor is being given weight here?

  1. Easy reach of rail and bus services Correct answer.
  2. Low cost of land and building rent
  3. Availability of cheap labour nearby
  4. Nearness to raw material sources

Explanation

An office needs easy access for staff, visitors and correspondence, so a site near railway and bus services reduces travel time and delay. Land cost and labour supply are also location factors, but the stem specifically describes reachability of transport.

Question 46Office Accommodation and Layout - location factors, open and private offices, lighting, ventilation, noise control

In an open office, the work desks of a large number of employees are placed in one large hall without permanent partitions. Which advantage is most directly associated with this arrangement?

  1. Lower need for artificial lighting
  2. Reduced noise from neighbouring desks
  3. Better supervision of a large staff Correct answer.
  4. Complete privacy for confidential work

Explanation

An open office places many desks in one hall, which lets a supervisor see and guide a large number of employees at once. Confidentiality and quiet are reduced in this arrangement, so privacy and noise reduction are not its advantages.

Question 47Office Accommodation and Layout - location factors, open and private offices, lighting, ventilation, noise control

Which of the following is the most desirable source of lighting for a general office during daytime?

  1. A single high-wattage lamp at the centre
  2. Direct sunlight falling on the desks
  3. Natural daylight from the windows Correct answer.
  4. Coloured decorative lights on the ceiling

Explanation

Daylight is the cheapest and least tiring source of illumination when it is adequate and well distributed. Direct sunlight causes glare and heat, while a single lamp or decorative lighting gives uneven or unsuitable light for routine office work.

Question 48Office Accommodation and Layout - location factors, open and private offices, lighting, ventilation, noise control

A secretary has to handle confidential correspondence, hold private discussions and keep records under lock. Which type of office accommodation is most suitable for this work?

  1. A desk in the reception area
  2. A shared table in the record room
  3. A large open hall shared with other sections
  4. A separate cabin with a lockable almirah Correct answer.

Explanation

Confidential correspondence, private discussion and safe custody of records require a room that others cannot freely enter. An open hall or shared desk exposes papers and conversations, so a separate lockable cabin is the appropriate choice.

Question 49Office Accommodation and Layout - location factors, open and private offices, lighting, ventilation, noise control

A clerk in a closed room complains of headache and a stuffy feeling because stale air is not being removed. Which aspect of office accommodation needs improvement?

  1. Floor space
  2. Lighting
  3. Ventilation Correct answer.
  4. Noise control

Explanation

Ventilation is the supply of fresh air and the removal of stale air, and its failure produces stuffiness and headaches. Lighting, noise and floor space affect comfort but do not explain the stale-air complaint described.

Question 50Office Accommodation and Layout - location factors, open and private offices, lighting, ventilation, noise control

Which measure is most effective in reducing the noise of typewriters and printers disturbing a nearby clerk?

  1. Moving the clerk nearer the window
  2. Painting the walls in light colours
  3. Fixing acoustic tiles on the walls Correct answer.
  4. Increasing the number of tube lights

Explanation

Sound-absorbing or acoustic tiles on walls and ceilings reduce the reflection of sound and lower the noise reaching nearby workers. Wall colour, extra lights and window position do not absorb sound.