NSSCO Office Practice (6157) flashcards

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

Centralised office

Arrangement in which clerical work for the whole organisation is grouped in one office, giving standard procedures and shared equipment but longer communication lines to departments.

Span of control

Number of subordinates directly supervised by one manager. A narrow span allows closer supervision; a wide span needs more delegation and self-reliant staff.

Open-plan office

Layout with few or no internal walls, so many staff share one large space. It aids supervision and communication but increases noise and loss of privacy.

Ergonomic workstation

Workstation adjusted to the user: screen at eye level, forearms horizontal, feet flat, back supported, reducing strain and repetitive-injury risk.

Photocopier

Machine that scans an original and reproduces copies directly without a master. Suits short to medium runs and quick one-off copying.

Franking machine

Device that prints postage and a dated impression on envelopes, replacing stamps and recording postage spend for accounting.

Cross-cut shredder

Shredder that cuts paper into small pieces in two directions, giving higher security than strip-cut and suitable for confidential documents.

Backup

Separate copy of data kept so it can be restored after loss, theft, or failure; should be regular, automatic, and stored off-site or in the cloud.

Grapevine

Informal communication network among staff. It spreads news quickly but is often inaccurate, so information should be verified before acting on it.

Feedback

Receiver's response confirming the message was received and understood. Without feedback the sender cannot know communication succeeded.

Active listening

Concentrating fully on the speaker, not interrupting, noting key points, and paraphrasing back to confirm understanding before responding.

Lateral communication

Communication between staff at the same level in different departments, used to coordinate work without going up and down the hierarchy.

Numerical filing

System giving each file a number, with a separate index linking number to name. Allows unlimited expansion and confidentiality but depends on the index.

Cross-referencing

Placing a slip in a related file showing where a document is actually filed, so a searcher is directed to the correct location.

Retention schedule

List stating how long each class of record is kept before destruction or transfer to archive, based on legal, fiscal, and operational needs.

Bring-forward file

File or tickler holding papers that need action on a future date, with a diary reminder prompting the action when due.

Incoming mail register

Book or log recording date received, sender, subject, and routing of incoming mail, providing proof of receipt and a record of distribution.

Recorded delivery

Postal service giving proof of posting and a signature on delivery, used for documents needing evidence they were received.

Registered mail

Postal service giving proof of posting, signature on delivery, and compensation cover for loss or damage, used for valuable items.

Courier service

Private delivery service for urgent or tracked parcels and documents, usually faster than ordinary post and offering tracking.

Yours faithfully

Complimentary close used in a business letter when the recipient's name is unknown and the salutation is Dear Sir or Madam.

Memorandum

Internal business document with To, From, Date, and Subject headings, no salutation or complimentary close, used for communication within an organisation.

Credit note

Document issued by a seller reducing the amount a buyer owes, for example after returned goods, overcharging, or an allowance.

Reprography

Reproduction of documents by photocopying, duplicating, printing, or scanning; method chosen by run length, quality, urgency, and cost.

Quorum

Minimum number of members who must be present for a meeting to transact business validly; without it, decisions cannot be taken.

Agenda

Ordered list of items to be discussed at a meeting, sent with the notice so members can prepare; the chairperson follows it to keep time.

Motion

Formal proposal put to a meeting for debate and vote; when carried it becomes a resolution binding on the organisation.

Itinerary

Detailed travel plan showing dates, times, transport, accommodation, and appointments, prepared so the traveller and office know the schedule.

Risk assessment

Systematic review identifying workplace hazards, who may be harmed, and the controls needed to reduce risk to an acceptable level.

Clear-desk policy

Rule that desks are cleared of documents at the end of the day and papers locked away, protecting confidentiality and reducing fire risk.

Conflict of interest

Situation where personal or financial interest could improperly influence work decisions; must be declared and the person withdrawn from the decision.

Data protection

Principles requiring personal data to be collected lawfully, kept accurate and secure, used only for stated purposes, and not kept longer than necessary.