Commerce ePathshala NOTES
(IGNOU)
Important Questions & Answers
IGNOU
: BCOM
BCOE
144 – OFFICE MANAGEMENT & SECRETARIAL PRACTICE
Q – What is an Office ? State the requirements of an Ideal Office
Location.
Ans.
MEANING OF OFFICE
The English word "Office" first came into
light in 1395, which alluded to a "place where business is executed",
however, the word has more established roots. Office word is taken from the Latin
word Officium, which didn't guarantee to allude to a particular spot but
instead a department in the feeling of staff, or on the other hand, the more
theoretical significance of formal position. In layman’s terms, an office is a
workplace where people are engaged in an assigned task in a hierarchical manner
for the fulfilment of the organization’s common objectives and goals. It is
basically an information processing unit facilitating the responsible
authorities taking sound decisions for achieving the organization’s goals. An
office is a space where an association's representatives perform administrative
work to help and acknowledge the items and objectives of the association.
"Office" may likewise indicate a situation inside an association with
explicit obligations joined to it; the last option is as a matter of fact a
prior utilization, office as spot initially alluding to the area of one's an
obligation. Whenever utilized as a descriptor, the expression
"office" may allude to business-related assignments.
OFFICE
LOCATION
Office location means the place or site where the
office organization is situated. Deciding about the business location is one of
the most crucial tasks, as it largely affects employees’ job satisfaction and
work-life balance. An organization’s present and future plans must be taken
into consideration while deciding about the location. The location could be one
where the entire company can be served efficiently at an economical cost.
Various factors which must be taken into consideration while making the
decision about the office location are listed below:
1. Availability of sufficient space:
Sufficient accommodation and facilities should be there in an office to meet
present requirements to future expansions. The office should have sufficient
accommodation and facilities, rooms and storage space, etc.
2. Proximity
to other departments: The office should ensure appropriate proximity to other
departments and must be located in a central place to be easily accessible to
other sections or departments.
3. Availability
of transport facilities: An office should have a proximity to transport
facilities, providing convenience to office workers and other outsiders dealing
with it.
4. Service
facilities: Besides transport, the office location should have proximity to
other linked facilities as well such as banking, postal, internet, telephone, insurance
etc.
5. Healthy
environment: The office surroundings should be free from dust, noise,
congestion, obnoxious smell, and fumes as these factors may lead to reducing
the work efficiency of office employees.
Q- State the Types of Offices.
Ans.
TYPES OF OFFICES
Offices come in different shapes, sizes and classes.
One may choose the type of office that may suit the specific needs. The various
types of offices are discussed below:
1.
Traditional Office: A traditional office is ideal if the
business is indulged in financial services, hedge funds, law firms or similar.
The traditional or classic office layout includes a reception, boardroom and
private offices and gives quiet and private areas that help employees work and
converse with the clients.
2.
Creative Office: It focuses on teamwork and collaboration.
It is characterized by fewer barriers and more transparency. Creative offices
are more popular in start-up companies, creative agencies, advertising agencies,
and others. They are also space-efficient and employees can be fitted in tables
rather than cubicles.
3.
Private Office: It is rented to an individual entity which
comes in all sizes ranging from one person to hundred. It is characterized by a
lockable room which is located within a shared office facility. It provides a
quiet, secure and confidential space to work and allows one to join in with the
wider professional community.
4.
Co-working Office: It is one of the most flexible and favored
types of office which allows one to work alongside other businesses in an open
communal office. There is flexibility in terms of the number of desks that one
may rent. It is common among start-ups and small companies which need a
workspace for an indefinite period of time. Many of these may have unique
features like roof terraces or chill-out zones.
5.
Contiguous Office: Contiguous offices are usually rented to a
single tenant and are made up of multiple but combined suites on the same floor
of a building. 6. Executive Suites: It is a fully furnished and serviced office
space that is pre-wired for phone and internet services. It is often secured as
a sublet with flexible terms: monthly, quarterly or yearly.
7.
Enterprise Suite: It is a type of managed office that is
customizable to suit the needs of larger teams. It is a type of Co-working or
serviced office.
8.
Sublet: A sublet office allows to rent conventional office
space without taking on the responsibility and lease cost. The lead tenant has
permission to sublet their office. These offices give an independent feel of
the commercial lease without binding any long-term contract or large deposits.
Q – What do you mean by Virtual office ? State It’s Advantages &
Disadvantages.
Ans.
VIRTUAL OFFICE A
virtual office is basically a system that offers a
business owner all of the benefits of business space – including an office
address and phone number, connectivity and administration services, and access
to meeting rooms — without the requirement for physical office space. With the
rise of mobile solutions such as laptops, cellphones, and tablets, a person may
do business practically anywhere in the globe without the need for a permanent
office site.
The virtual office has grown in popularity since the
COVID-19 epidemic made remote or blended work a necessity. Besides the
financial savings involved with having a physical office, virtual offices
provide a dynamic environment that is particularly appealing to entrepreneurs,
self-employed employees, and small businesses.
ADVANTAGES
OF VIRTUAL OFFICE
The most significant advantages of acquiring virtual
office space include the following:
1.
Flexibility: One may work primarily or completely from
home. This implies that none are limited by geography, and one may recruit the
finest individuals for the position regardless of where they are. One may even
choose their own working hours and choose to work from home in their comfort if
they like.
2.
Costs less than hiring a traditional office space:
In virtual space, businesses are not renting a full office large enough to
accommodate the entire team on a daily basis. This means there is no need to
furnish an office, deal with commercial renter's insurance, or pay electricity
expenses. There is access to various services, such as assistants or
receptionists, which is far less expensive than hiring someone full-time.
3.
Access to additional services: One significant advantage
of virtual offices is the services they provide, such as virtual assistants,
answering services, in-office receptionists, and teleconferencing. They may
also provide postal services and accept actual mail on your behalf. This means
one can never skip a delivery that requires signature, and ideally, every
client call will be handled by a virtual receptionist for a human touch before
being sent to the voicemail. It is much easier to obtain all of these
services from one source rather than attempting to pay for and manage them
through many separate businesses or contractors, so if one wants these
advantages, a virtual office is a terrific option to investigate.
4.
Established and professional appearance: Startups enterprises are
more widespread than ever before, but it can also be more difficult to win
client confidence and establish credibility in some circumstances because
"everyone owns their own business." Having an actual company address
in an established building and a meeting location for the personnel is as
established as it gets, and it helps to inspire client trust in the brand.
5.
No maintenance concern: There is no need to repair those
creaking chairs or worry about what would happen to the structure in the event
of a severe natural disaster. Because the building's upkeep is not a concern
for the company, the business can concentrate on establishing its brand.
6.
An additional layer of privacy and security: Many startups and
small enterprises that work remotely do not have a traditional physical
workplace. As a result, the home address of the business owner is frequently
disclosed on everything from official business licenses to internet business
listings and even customer contracts. This may offer a privacy and security
risk, since individuals may simply identify the home address by conducting a
Google search with the company's name. One obtains an actual postal address
with a virtual office that one may use on any official papers, making it more
difficult for others to identify the personal home address. They can even block
consumers from seeing the personal phone number if they use their virtual answering
service as the primary business line.
7.
Fixed address with low overhead costs: When it comes to
establishing a business, having a fixed, permanent location may be a huge
benefit. And in certain states, if a business address changes during the year,
there is a need to pay for renewing the business license paperwork. Depending
on the state, this might cost a few rupees more. It's a pain to notify every
single client, banking institution, and business service every time a business
switches the location. Having a single permanent address when traveling around
is beneficial, especially merely moving around the same city and wanting
something more stable.
DISADVANTAGES
OF VIRTUAL OFFICE
While there are evident benefits to renting virtual
office space, there are certain disadvantages that business owners should be
aware of. These include the following:
1.
The use of the offices necessitates planning: Virtual office
space is not the same as a co-working space, where firms pay a monthly payment
to lease a single table or even a conference hall. If a business wants to hold
a meeting at the office, it may need to schedule ahead of time to rent or
ensure that the conference room is available. This might be challenging if
having a site to meet clients on a routine basis is one of the company's main
draws.
2.
There may be limited services available: Similarly to how
conference rooms are not always accessible, teleconferencing and
videoconferencing services may be restricted at any particular moment. Planning
ahead is feasible, but it may be difficult in fast-paced enterprises.
3.
Access might be restricted: It is conceivable that the membership
only allows to visit the office on particular days of the week or during
specific hours. It is quite usual for virtual workplaces to only provide access
during conventional business hours and on weekdays.
4.
Working in different places: Working remotely is not
suitable for every organization, especially if it is conducted full-time with
no in-office days. Some organizations are more productive in-office if their
duties make it impossible to interact virtually, which inhibits employees from
getting to know each other well and creating deeper personal relationships.
While many organizations are equally as productive (if not more) working
remotely than in-office, this may not be true for all organizations.
5.
Less cohesion: Giving a virtual staff the freedom to set
their own work hours, business may become more divided. For example, if there
is an emergency, such as a significant equipment failure or critical IT
troubles, it is difficult to organize a meeting of the whole group to deal with
these emergencies.
6.
Lack of community spirit: Social interaction promotes more
efficient teamwork. However, in a virtual workplace, there is not much chance
for employees to assemble for unplanned chats, which may frequently improve
cooperation.
7.
Risk to reputation: If potential customers learn that the
business run a virtual office with remote personnel, they may not consider the
company to be "genuine."
8.
Security and compliance concerns: It is exceedingly
dangerous in several sectors to keep secret information remotely. For example,
in some areas, such as financial services and healthcare, the inadvertent loss
or leakage of data might have serious consequences.
Q – State the Advantages & Disadvantages of Work from Home
Culture.
Ans.
Advantages of Work From Home
Working from home provides various advantages. Some of
them are discussed below:
1.
Greater independence: Working from home might give employees
with professional autonomy and independence that one may not have in a
traditional office. Furthermore, these sorts of professions need
self-discipline and drive sufficient to manage time properly and fulfil
professional obligations.
2.
No commuting to work: Work-from-home positions allow employees
to avoid commuting. They travel less if they work from home one or two days a
week.
3.
Reduce expenditure: This advantage has the potential to have a
wide ranging impact. For example, by eliminating commuting, one may save money
on gas and transportation. Telecommuting can also help save money on things
like work clothes, lunches, and even childcare. Saving money on day-care may be
especially beneficial for parents who work from home.
4.
Enhanced productivity: Working solo in a peaceful atmosphere
may allow employees to be more productive. Increased productivity is related to
various other things, including the freedom to roam around the house and take
breaks whenever. Being able to take a break from the work when needed might
help required to stay motivated and
minimize burnout.
5.
Improved technical skills: Telecommuting frequently necessitates
the use of technological tools such as online meeting, communication, and team
collaboration platforms. Employees can learn technological abilities that would
not normally utilize in a physical setting.
6.
Enhanced communication abilities: Working from home
necessitates regular contact between teams and management, which will most
likely necessitate more emails, phone conversations, video conferences, and
messaging platform discussions. Communication abilities will improve using
communication tools on a regular basis.
7.
Increased work flexibility: With most telecommuting jobs, there
is a lot of freedom. Many work-from-home professions, for example, are
unaffected by conventional business hours, making it is simpler to attend life
events such as medical check-ups. Work-from-home opportunities may be quite
beneficial for parents who work irregular schedules to accommodate their
family.
8.
No office distractions: When employees work from home, there
are no workplace distractions. Office noise, such as co-workers conversing,
office equipment running, or phones ringing, may be extremely distracting in
the workplace. These distractions do not exist in a home office.
9.
Collaborate across boundaries: Telecommuting can be
advantageous for multidivisional corporations with offices all over the world.
The capacity to communicate with people from other fields might open up new
opportunities for business growth. This might be advantageous to an employee's
career since they will be able to work with a wide range of industry
specialists from whom they will be able to learn.
10.
Reduction in work absences: Working from home provides
flexibility and can help to decrease work absences. Working from home can
minimize the number of days one needs to take off whether they are sick or have
an essential appointment.
Disadvantages
of Work From Home (WFH)
The disadvantages of work from home are explained as
below:
1.
Increased isolation: Working from home may get extremely
isolating if employees spend the most of their time alone, working
autonomously. To avoid loneliness and isolation as a remote worker, Planning trips
and activities with friends and family can be helpful. To enhance sociability,
several remote organizations have frequent team gatherings.
2.
Home office costs: Some distant locations need the use of
specialized equipment, such as headphones, cameras, or software, in order to
complete critical activities and projects. Employees should anticipate paying
some initial fees to have their home office organized if they want to put up a
desk, chair, and other furnishings.
3.
Overworking Risks: Telecommuting also carries the risk of
working more hours than necessary. This may undoubtedly result in burnout and
increased work-related stress. One may avoid this by carefully establishing
their timetable and assigning dedicated periods for work and personal
responsibilities. For some people, having a defined workstation that they can leave
when the workday is done is essential.
4.
Productivity Risks: Working from home might enhance
productivity, but it can also be a difficulty. With the ability to roam around
and take breaks whenever one wants, it may be tough to keep focused on the activities
he is working on. This can eventually lead to poorer productivity. Implementing
productivity tools such as time trackers and task management apps is one method
to fight this.
5.
At-home distractions: Distractions such as television, dogs, or
domestic tasks may all have an impact on how well employees execute their work.
Too many distractions might reduce productivity and motivation. Employees may
avoid this by keeping everything distracting in the house to a minimum. To
filter out disturbances like traffic and neighbourhood activities, using
noise-cancelling headphones and listen to peaceful music can be helpful. 3
6.
Workplace disconnect: Telecommuting might occasionally cause a
schism between employer and your employees. Working from home implies they
won't have rapid access to essential business procedures until someone in the
organization informs them. When they have queries or concerns, they need to
make sure to keep in touch with their actual workplace through frequent
contact.
7.
Unbalanced work-life balance: Working from home allows
employees to combine their family life with the employment, but it may also be
difficult to maintain a clear division between the professional and personal
lives. Setting clear limits between work and personal time, and explaining
these boundaries to everyone in the household may help to get a proper
work-life balance.
8.
Reduction in face time: There is less face time as a result
of isolation and job separation. Working remotely means employees may not have
the same possibilities to interact with co-workers and members of the
organization unless they get out and about. To connect with co-workers, the
employee may also incorporate more face-to-face interactions into online
conferencing systems.
Q – What is Line & staff Organization ? State it’s advantages
& disadvantages.
Ans.
Line and Staff Organization
Line organization is characterized by concentration of
authority and control in line managers and functional organization is
characterized by splitting authority into various functional managers and
having lose control over subordinates. In order to overcome the shortcomings of
line organization and functional organization, line and staff organization has
been proposed. In line and staff organization, line managers have line
authority over the subordinates and they get the advice of the staff
specialists whenever needed. Staff is in an advisory role in organization and
line managers take final decisions. Staff officers help line managers in
solving problems effectively.
Advantages
of Line and Staff Organization
1)
Better Decisions: Presence of specialists facilitates line
managers with expert knowledge which help in taking better decisions for the
benefit of organization.
2)
Relief to Line Managers: Presence of staff managers provides
much relief to line managers. Line managers can concentrate on routine and
administrative matters and execution of plans, whereas staff tackles with
technical and specialized work.
3)
Better Management: Division of line authority and functional
authority ensures that line and functional managers concentrate and focus on
the work in their own area.
4)
Flexibility: This organization is relatively more
flexible than other organizations. More staff can be added as per the need of
the organization without disturbing line authority. Also, stability of
organization is not dependent on few top line managers.
5)
Advancement of research: Experts in the organization can
undertake research and development work for betterment of organization such as
through product improvements, by introducing improved methods of doing work or
by introducing economical means of production.
6)
Training of Managers: Availability of expert advice of staff
proves to be an excellent training ground for Line managers. Young staff
managers also learn and acquire more expertise in their respective areas.
Disadvantages
of Line and Staff Organization
1)
Conflict between line and staff: Conflict between Line and
staff officials is the main problem of this organization. Staff managers always
complain that their advices are not properly implemented. On the other hand,
line managers complain that staff does not give sound advice, as the ultimate
responsibility of doing work is for line.
2)
Expensive: This organization may prove to be costly for smaller
firms as it is expensive to hire specialists due to their high remuneration.
3)
Confusion over line and staff authority: In this organization,
line and staff authorities are flowing simultaneously, which may confuse the
workers as to whom they should obey. Also, line managers may consider
themselves superior to staff to which they may object. This may pose hurdle in
effective functioning of the organization.
4)
Lack of sound advice from staff: Staff specialists may not
give sound advice, as they are not accountable for the outcome. At times, over
reliance on staff may also prove fatal as staff managers may give wrong advice.
They may be ineffective due to lack of command authority.
5)
Dissatisfaction among line managers: In line and staff
organization, Staff may steal the show for higher returns. This may leave line
managers dissatisfied.
Q – State the Advantages & Disadvantages of decentralization.
Ans.
Advantages of Decentralization
The various advantages of decentralization are as
follows:
1. Decentralization relieves top executives of their
workload by shifting routine decision making to lower executives.
2. Decentralization enhances job satisfaction and
motivation of subordinates by giving them autonomy and chances for
participation in decision-making.
3. Decentralization facilitates faster and accurate
decisions nearest to the point of action.
4. Decentralization helps growth and diversification of
office by giving autonomy for innovation and creativity.
5. Decentralization gives subordinates opportunities to
exercise their judgment, which leads to executive development.
6. Decentralization means wider span of control and
lesser layers of management through which communication has to travel. Thus,
there are lesser chances of distortion of communication.
Disadvantages
of Decentralization
The various disadvantages of decentralization are as
follows:
1. Decentralization increases administrative expenses
due to duplication of functions and underutilization of physical facilities.
2. Decentralization gives autonomy to different
divisions or departments. This may lead to difficulty in cooperation among various
units.
3. Due to decentralization, different departments may
implement policies and programs inconsistent to each other.
4. Decentralization is not possible if office lacks
competent personnel.
5. External constraints such as market uncertainties,
resource constraints, and government policies may create barriers to
decentralization.
Q – State the importance of office Management.
Ans.
IMPORTANCE OF OFFICE MANAGEMENT
Proper planning, organizing, coordination and control
of office activities, reduction of office costs etc. help in smooth functioning
of office work. It is very important to manage an office efficiently and
effectively as success of a business is dependent on efficient and effective
performance of the office work to a great extent. Below given points emphasize
the importance of office management:
1)
Helps in achieving goals: Office management helps in
achievement of office goals in a smooth, efficient and cost-effective way. This
becomes possible due to proper planning, organizing, coordinating and
controlling of various office activities and by managing change, challenges and
innovations in office.
2)
Optimum utilization of office resources: Office management can
ensure optimum utilization of scarce office resources such as human, material,
machines and equipment. Managers can guide the human resources as to how to use
resources efficiently. Managers can remove unnecessary activities and avoid
duplication of efforts using principles of organization. Coordination,
integration and control of various resources will also lead to better
utilization of resources.
3)
Cost reduction: Optimum utilization of resources (money,
man, material and machines) leads to reduction of wastage and helps in doing
the office activities in a cheapest manner. Work simplification, mechanization
and digitalization of office work can also lead to cost reduction. Similarly
sound planning, suitable organization structure, coordination among activities,
and effective control will help in reducing costs of operating an office and
make an organization more competitive.
4)
Maintains and enhances office efficiency: Office management
helps in enhancing as well as maintaining efficiency in office work and
activities with the help of optimum utilization of resources and cost cutting
techniques employed in office.
5)
Smooth flow of work: Office management helps in uninterrupted
workflow in office. Smooth flow of work is made possible through proper
planning and exercising effective control.
6)
Helps in managing public relations: Office management is
helpful in maintaining good public relations in the office. Good office
management helps in effective redressal of grievances of consumers and other
publics and makes it look more trust worthy to various stakeholders. All this
enhances goodwill of the enterprise.
7)
Managing change: Change is inevitable in the life of an
organization and most often employees in the organization are averse to change
and resist the change. Proper planning, implementation and control of change can
help managers to overcome this resistance. Office management helps in coping
with changes in efficiency and economy, which are affected due to technology
and work practices changes. Office management thus acts as a change-agent in
such situations.
8)
Helps in attracting and retaining talent: Good and
comfortable working environment, smooth flow of work, efficient work practices
etc. may help in attracting and retaining capable employees. Employees do not
want to leave good offices and become loyal to the organization.
9)
Managing challenges for survival and growth: In order to grow
and survive, an organization has to meet and overcome many challenges.
Challenges such as changes in competition, changes in technology and changes in
work practices must be anticipated. Also, organizations need to adapt to these
changes for survival and growth. Office management helps managers to achieve
goals in time by overcoming these challenges.
10)
Supports innovation: Good office management helps and supports
new, better and different ways of accomplishing work in office. Good record
keeping, indexing and filing (online or offline) can help in finding and
incorporating suggestions of employees, customers and other stakeholders to
improve existing system.
Q – State the Different Roles of a Office Manager ?
Ans.
ROLES OF OFFICE MANAGER
Office managers have to play various roles while
discharging functions and duties allotted to them. Roles maybe defined as those
behaviors that are either specified or expected from a person while performing
a particular job or working in a particular position in an organization. Roles
are the behavioral outcomes expected from an employee by his/her superiors and
subordinates. An office manager is also expected to exhibit certain behaviors
in the office. Some of the roles played by office managers have been listed
below:
1)
Leader: Office manager has to lead his office staff for
effective discharge of the duties assigned to them. It is his duty to inspire
the subordinates not merely by words but actions as well. He should be a role
model for them.
2)
Motivator: Another important role of office manager is to
motivate his subordinates. He should understand the needs and aspirations of
the subordinates. He can act as a catalyst in integrating personal goals of the
employees with the goals and objectives of the office.
3)
Trainer: Yet another role of the office manager is of trainer.
He has to coach and guide the new employees in order to make them understand
the office work, methods and machinery. In addition, he has to assess the
training needs of the new and old employees and accordingly arrange for the
orientation training and refresher training for them.
4)
Organizer: Office manager is responsible for the office
organization. He is supposed to arrange for various meetings, seminars, events
and functions of the office on a routine basis. In addition, he is responsible
for the office organisation.
5)
Supervisor: Office manager has to act as a supervisor
as he is responsible for the proper discharge of the duties allocated to the
subordinates. Hence, they must constantly direct, guide and supervise the
subordinates and oversee their work to ensure that no mistakes are committed.
6)
Communicator: Effective communication is essential for
maintaining good interpersonal relations in an office. Communication is required
for guiding, inspiring, motivating and instructing subordinates. It is
essential for sending work instructions to the subordinates. Communication is
also required for making reports, orders, circulars, and presentations. As
office managers are involved in all these tasks, they need to be excellent
communicators.
7)
Delegator: Delegation of work and authority is essential for
effective functioning of any organization. Delegation helps office managers to
assign the routine and simpler tasks to subordinates so as to focus their
energies on important and non-routine tasks of the office. Office manager must
be able to delegate work as per the capabilities of the subordinates. He must
ensure some means to check that the assigned tasks are performed in an appropriate
manner.
8)
Evaluator: Office manager delegates the work to subordinates and
thus, is responsible for the work assigned to them. He needs to monitor the
subordinates continuously to ensure that they are working in a desired fashion
and their efforts are contributing to the achievement of the office goals.
Performance evaluation of the subordinates is also essential for improving
their shortcomings and for motivating them through promotions and pay raises.
Thus, office manager has to act as an evaluator too.
9)
Information disseminator: Lot of data is generated in offices,
which needs to be monitored and analyzed to get information from it. Apart from
this, lot of information is continuously available in external environment of
the office. Office manager should continuously and regularly keep a tab on both
internal and external information, filter and analyze these and then timely
disseminate relevant information to different decision centers.
10)
Spokesperson: Office managers also play the role of a
spokesperson. They may be entrusted with the task of communicating the policies
of the organization to various stakeholders and publics. In addition, they act
as spokesperson of the top management to the subordinates when they communicate
long-term plans, policies, any plan and policy changes, and initiation of new
programs to their subordinates and try to persuade them to adhere to the norms
of the organizations.
Q – State the Qualities of a good office manager.
Ans.
The
various qualities of a good office manager are listed below
1)
Management training: A good office manager should possess some
management qualification in addition to some general basic qualification.
Management qualification will give an edge while managing the office. However,
there is no hard and fast rule as to what should be the minimum qualifications
as qualifications are based on the job s/he does.
2)
Good communicator: Office manager must be a good
communicator. S/he should have good verbal and written communication. Good oral
communication is essential for coaching, counseling, motivating, directing, and
leading the subordinates. Good written communication helps in noting, drafting,
making summary reports, circulars, notices, and other office communication.
3)
Good organizer: S/he must be possessing good organization
qualities as managers need to organize meetings on a routine basis. Apart from
this, entire office organization is the responsibility of office manager.
4)
Good trainer: As it is the responsibility of the office manager
to supervise and control the work of the subordinates, s/he must be a good
trainer. This will help her/him in coaching new employees through on the job or
off the job training methods. Thus, s/he should be able to teach others.
5)
Tactful: Office manager may come across difficult situations in
the office. Thus, he must be able to deal with such situations tactfully. S/he
should be skillful in her/his dealings with various stakeholders.
6)
Pleasing mannerism: Office manager should have pleasing manners
while dealing with critical positions and in suggesting suitable ideas. S/he
should have a neat appearance for making good impression in the office.
7)
Sincerity: Office manager must discharge his duties sincerely.
She/he should have a sense of responsibility, should be disciplined and
punctual so as to serve as an example to others in the office.
8)
Leadership: Office manager must lead her/his staff
from front. Her/his leadership should be able to inspire followers, instill
confidence in them and must be able to inculcate team spirit. S/he should be
enthusiastic towards the work and should also have excellent persuasive
capabilities.
9)
Delegation ability: Office manager must be having sound
judgment so that s/he can delegate work to staff according to the abilities of
the workers.
10)
Self-confidence and self-control: It is important for
office manager to remain calm and composed in trying situations. A good manger
has confidence in self and exercises self-control and does not get irritated so
easily.
Q – State the Advantages of good Indexing system.
Ans.
ADVANTAGES OF A GOOD INDEXING SYSTEM
A well-designed good system of indexing that goes well
and fits with the filing methods gives the below benefits:
1.
Easy location: Locating the necessary papers and
documents can be easy. No additional time is required. Hence, referencing will
not be a painful and tedious process.
2.
Easy cross-referencing: A good and well-designed system of
indexing also make sure about easy cross-referencing and thus, saves worries
and time.
3.
Economy: The cost shall be reduced and there’s increased
efficiency. Hence, a good and well-designed index ensures the economy in
records keeping management.
4.
Make filing easier: The primary goal of indexing is to make
filing easier. Every day, an office receives a large number of documents.
Indexing creates a reference list of files based on their names, subjects, and
dates. The necessary files can be quickly identified for proper document
filing.
5.
Increase efficiency: Indexing helps to improve office
efficiency. It saves time and effort when looking for documents. It brings
smoothness and promptness in office operations. As a result, office employees'
productivity improves and office costs are reduced.
6.
Maintain privacy: Another goal of indexing is to maintain
privacy. Indexing helps to maintain the confidentiality of office matters. Without
an index, it is difficult to locate office files and documents.
7.
Systematic filing: Indexing helps in the development of a
systematic filing system. Filing without indexing is incomplete. A filing
system in a modern office cannot function without indexing.
Q – State the Advantages & Dis-advantages of Using Forms.
Ans.
ADVANTAGES AND DISADVANTAGES OF USING FORMS
As stated, a form helps the user to fill the data
without much difficulty thus reducing a lot of clerical work as only the
required information is submitted and collected briefly. A paper form is a
document which has spaces to write while in an e form, we have to usually
select a field to submit similar contents.
Advantages
of Office Forms
1. Only the required, necessary and relevant
information sought is submitted and received by the sender and receiver
respectively.
2. Collection of information is quite convenient as the
user submits the information according to the known format. There is no need to
write down the matter as only brief and meaningful information is supplied.
Thus, there is quick supply of information.
3. Reduction in clerical work and more output as there
is standardized format to receive information.
4. Signed paper forms and as well as digitally signed
E-forms, both are legally binding in case of any dispute at a future date.
5. Forms deliver more business as they are convenient
to use for making enquiries thus providing better customer service.
6. Workflow is automated as the relevant E-forms are
sent to the concerned employees in the organization directly for further
processing. For example, leave applications are directly sent to HR, purchase
inquiries to Sales Department., income tax forms to Accounts Department. etc.
7. E forms help in integrating the data with other
business databases in the organization thus sharing, storage and retrieval of
information is easy.
8. As E-forms have the facility of auto-population
fields based on data earlier entered, there are less chances of errors and more
accuracy in data entry.
9. E forms usage is a green way of information
processing.
Disadvantages
of Office Forms
1. The designing of paper forms along with its business
office software, both requires great time and money.
2. A badly designed form leads to confusion in the mind
of user.
3. Sometimes, the space left blank for filling
information is not enough leading to receiving of insufficient information.
Q – Comment on – “Centralization of mail handling work”.
Ans.
CENTRALIZATION OF MAIL HANDLING WORK
Centralization of Mail Handling work means all the
mailing functions are centralized at one place. Mailing Department takes care
of handling of all types of mail in the organization i.e., incoming mail,
outgoing mail and inter departmental mail. All the departments receive and send
mail through Mailing Department. Centralization of Mail Handling has following
benefits:
● It leads to specialization as Mail Handling
Supervisor becomes expert in all mail handling operations. So, a systematic
procedure can be evolved which leads to less chances of errors in the work.
● Functional departments are free from the job of
handling of mail.
● Less chances of duplication of mail handling work.
● More efficiency and effectiveness in work due to
centralized mail handling. .
● Optimum utilization of mail room equipment.
● Centralized mail handling leads to standardization of
mail handling procedures.
● However, Centralization of Mail handling also has
certain disadvantages which are given below:
● As there is voluminous mail, it may delay in handling
of mail, which sometimes results in loss of business.
● Sometimes, there may be confidential mail.
In Centralized mail handling, it is difficult to
maintain secrecy of information. In decentralized mail handling work, each
department in an organization assumes the responsibility of handling its own
mail.
Q – What is a Budget ? State it’s Advantages & Limitations.
Ans.
Just
like individuals manage their monthly expenses and income, similarly businesses
keep a track of their future revenues and expenses for a particular period.
This estimation of revenues and expenses over a specified future period of time
is known as Budget.
According to the Institute of Costs and Works
Accountant, England “A Budget is a financial and qualitative statement prior to
a defined period of time, of a policy to be pursued for that period to attain
the given objectives”.
In a word of Keller & Ferrara, “a budget is a plan
of action to achieve stated objectives based on a predetermined series of
related assumptions.”
Budget is required for forecasting the financial result
or financial position of the business for some future period. Businesses use
budget to plan and measure the purpose. Budget primarily is used to forecast
the financial position of a company for the future period. It is used for
planning and performance measurement purposes, which can involve spending for
fixed assets, rolling out new products, training employees, setting up bonus
plans, controlling operations, and so forth.
ADVANTAGES
OF BUDGET
The various advantages of having an appropriate budget
are following:
1.
Maximization of Profits: Having proper budgetary controls
maximize the profits for an entity. This on the forefront requires a proper
planning and coordination of different functions as well as a good control over
capital and revenue expenditures.
2.
Coordination: In any organization the working of
different departments and sectors is coordinated. The budgets of different
departments have a bearing on one another. Therefore, having budgetary controls
leads to the coordination of various executives and subordinates. It leads to a
centralized control on many decentralized activities. It encourages teamwork
and mutual support.
3.
Well Defined Aims: The goals and plans & policies for
achieving those goals are clearly defined by the top management. Targets are
set for each department and efforts are directed for achieving them. In the
absence of pre-defined objectives, efforts will be wasted in pursuing divergent
aims.
4.
Tool of Performance Measurement: In the budgetary control
system, the budgeted targets are compared to the actual results and in the end
variances or deviations are found and reasons for the same are determined.
Thereby this system acts as a tool for measuring performance by providing
targets to all the departments and organisation as whole
5.
Reduces Cost: It leads to reduction in the costs as all
the expenditures are well planned and systematic by which ultimately all the
wasteful expenses are eliminated. Businesses try to reduce the cost of
production and increase the sale for the combinations of products that yield
highest profitability to the organisation.
6.
Determining Weaknesses: Budget helps in comparing the actual
outcome with the expected outcomes. Deviation in the actual and expected
performance will enable the determination of weakness and fallacies. This in a
way helps in concentrating the efforts on those aspects having less than the
required attention.
7.
Corrective Action: Budgetary controls enable the management
to take corrective measures where the discrepancy in the performance exists.
The deviation in the performance can regularly be reported to take corrective
actions at earliest, which in the absence of a budgetary control system could
only be recognised at the end of the financial period.
8.
Consciousness: Having proper budgetary control creates a
budget consciousness among the employees. By fixing the targets for employees,
everybody is aware of their rights and responsibilities and knows what is
expected from him/her and can continue his/her work uninterruptedly.
LIMITATIONS
OF BUDGET
Despite various advantages, there are few limitations
as well. Some of them are discussed below:
1.
Expensive: The implementation of budgetary control system is
quite costly as it requires specialised staff and includes various
expenditures. It is very difficult for small firms to pay a heavy price for the
process.
2.
Uncertain Future: As discussed, budgets are prepared for
future periods and it is very difficult to predict the future accurately
especially during times of uncertainties. Even if the best predictions are
made, then also they may not always come true as they are made on the basis of
few assumptions.
3.
Creates Conflicts: Inter departmental conflicts are very
common in the budgetary system. It is because of the reason that every
department in the organisation tries to get maximum allocation of funds and
every department tries to achieve their individual departmental goals whilst
neglecting the overall goal of the business. The success of the system depends
upon the coordination among different departments. Also, in the case of
achieving the budgeted targets, every department tries to take credit for the
same.
4.
Rigidity: Budgets bring rigidity in the operations and
functioning of the organisations. But in actual practice, firms are exposed to
various uncertain environmental factors. Therefore, the budgets should be
designed flexible enough for incorporating the changes. But frequent revisions
or changes may involve huge expenditure and reduce the value of the budgets.
5.
Depends Upon the Top management: Simply the development of
budget does not ensure its proper implementation. The management of the firm
should be supportive and enthusiastic for the proper implementation of the
system. The budgetary system often tends to collapse if there is lack of support
from the management. Also, budgeting is only an instrument of the management
and it can never substitute the management itself.
Q – State the Process of Preparing a Budget.
Ans.
PROCESS OF PREPARING THE BUDGET
Budget preparation is a critical process for any
business in several ways. It involves following steps:
1.
Definition of Objective: The first step in the preparation of
budgets is defining the objectives. The objectives should be written well and
defined precisely stating the areas of control and items of revenue and
expenditures over a period of time.
2.
Location of the key (or budget) factor: Key factor is the factor
which sets a limit to the total activity. It can be the non-availability of
power, money, certain raw materials or even lack of demand. This key factor
needs to be located and estimated properly.
3.
Appointment of Controller: After defining the objectives and
deciding about the key factors, a senior executive must be assisted to obtain
his expertise for the smooth functioning. The controller must be responsible
for coordination and development of budget programs and the preparation of the
budget manual.
4.
Budget Manual: After the appointment of the controller,
the next step is to prepare a budget manual. Budget manual is basically a
collection of documents containing key information involved in the planning
process.
5.
Budget Period: After deciding about the budget manual,
the budget period needs to be decided by the Budget Committee. The period
covered by the budget is known as the budget period. The length of the budget
period is decided by the Budget Committee suiting the business purpose.
6.
Standard of Activity or Output: Past statistics should be
studied and applied only when there is likelihood of similar conditions as that
of the past in the future also. While setting budgets for a progressive
business, the achievement of a year must exceed that from earlier years.
Q – Describe the importance of Audit.
Ans.
IMPORTANCE OF AUDIT
An audit is crucial because it provides legitimacy to
financial statements and gives confidence to the shareholders that the accounts
are appropriate and fair. It can also aid in the improvement of an
organization's internal controls and procedures. The significance of the audit
is explained below in a detailed manner:
1.
Credibility of financial statements: Any organization has
various stakeholders in its financial statement, all of them cannot be
competent enough to thoroughly analyze a company’s financial performance.
Auditors are independent of anybody’s influence; their opinions create trust
among the various stakeholders of the organization and give the shareholders
confidence that the accounts are true and fair.
2.
Fraud prevention and detection: Audit plays a critical
role in the detection and prevention of fraud-based activities. Timely analysis
of the company’s operation helps in maintaining a stringent internal control
system. A company having a functioning and thorough audit system and internal control
in place may prevent employees or vendors from attempting activities to defraud
the company.
3.
Assess the risk of misstatement: An audit helps in
reducing the scope of misstatements in the company’s records and reports.
Without an audit system or internal controls, a company will not be able to
create reliable financial reports for external or internal purposes. An audit
helps in identifying the most important and profitable products or segments
requiring management attention.
4.
Cost of capital: Strong audit processes may help firms
avoid or eliminate a variety of risks, including the risk of substantial
misrepresentation in financial reports. It also helps to limit the risk of
assets being misappropriated. It also reduces the risk of underperforming
management as a result of a lack of information about the company's activities.
5.
Enables the pursuit of business objectives: An effective audit
system helps in the proper implementation of internal control and thus, enables
the company to achieve its various objectives. It also facilitates the
supervision and monitoring of irregular transactions and thus increases the
operational productivity of the business. Auditors review the designs of
informally proposed improvements and internal controls.
Q – State the qualification of a Secretary.
Ans.
QUALIFICATIONS OF A SECRETARY
What qualifications a secretary should possess to
discharge his duties properly is a relevant question one may ask either to
assess one's own eligibility for a secretary's position, or to recruit a
secretary. Since he has to undertake a variety of tasks, a secretary must
possess certain basic academic qualifications, intellectual qualities and
personal attributes, besides specialized knowledge to suit the requirements of
any particular type of organisation; which will enable him to perform his
duties successfully. Some of the essential qualifications and attributes which
a secretary should possess are briefly discussed below:
1)
General Education: Irrespective of the type of organisation
to be served, it is essential for all secretaries to possess educational
qualification of a reasonably high standard. A Bachelor's degree in Arts,
Commerce or Law is generally considered a desirable qualification.
2)
Proficiency in English Language: Verbal and written
communications through correspondence happen to be an important part of
secretariat work. Hence proficiency in English language is essential for a
secretary to be able to interpret communications received as well as draft
letters, reports, precis, etc. efficiently. With an academic degree of high
standard, one may have acquired good command over the English language. But it
may also be necessary for a secretary to have knowledge and training in
specialized use of English for business correspondence, drafting of resolutions
and minutes of meetings, press releases, etc.
3)
Knowledge of another language: In India, knowledge of
Hindi and some of the regional languages may be quite useful for a secretary
seeking employment in any national-level organisation. Likewise, a secretary
employed in an organisation having world-wide operations or branch offices in
several foreign countries, is likely to be found more useful if he has working
knowledge of one or more foreign languages.
4)
General Knowledge: Intellectual curiosity and reading habits
help one to acquire general knowledge. A person who is well read and mentally
alert makes a valuable secretary as he may be able to perform his duties better
in a complex situation requiring all round general knowledge. Moreover, with
sound general knowledge, a secretary is in a better position to provide
information of general importance that management may need from time to time.
He can also give better advice.
5)
Practical Knowledge of Office Management: Since a
secretary's job generally includes organisation and management of office
activities, he should have practical knowledge of office methods and equipment,
of modern methods of filing and indexing, use of personal computers, and
operation of office inter-communication systems. He must also have knowledge of
the methods of selection and training of employees, payfixation, and provision
of pension and provident fund benefits, welfare amenities, etc.
6)
Personal qualities: Besides the qualifications mentioned
above, the following personal qualities are also likely to contribute to the
success of a secretary in his job:
· A
good personality which will command respect and inspire confidence in his
subordinates and colleagues.
· A
healthy physical appearance, cheerful bearing and energetic disposition
· Qualities
of head and heart : good judgement and presence of mind, a strong sense of
justice.
· Self-confidence
and self-discipline
· Sincerity,
integrity of character, and loyalty
· Sense
of responsibility, honour and dignity
· Tact,
discretion and good manners,
· A
good memory of facts, faces and names.
Q – State the requisites of a Valid Meeting.
Ans.
REQUISITES OF A VALID MEETING
In any organisation meetings are held to discuss and
transact important matters related to the objectives of the organisation. Over
the years certain essential requirements of a valid meeting have been evolved
so as to give legal hacking and respectability to the decisions taken in the
meetings. These requisites can be described as follows:
1. The meeting must be convened properly by the person
or authority duly authorized to do so.
2. A proper notice should be sent, as per the law, to
all those persons who are entitled to attend the meeting and/or to vote at the
meeting, otherwise, the proceedings of the meeting will be invalid. Public
meetings are convened through advertisements in newspapers, by posters, or by
notices displayed in a prominent place. Individual notice in such cases is
neither necessary nor possible also.
3. The meeting must be lawful. It must be held at a
lawful place that is a place not prohibited by any law, for a lawful purpose
that is not against public policy or interest and must not disturb public peace
and order.
4. The meeting must have a quorum prescribed according
to its rules and regulations. Quorum means attendance of a minimum number of
authorized persons for valid transactions of business. Where no quorum is
prescribed, presumably, at least two persons must be present, (as it is
impossible for one person to constitute a meeting). The quorum must not only be
present in the beginning but must be maintained throughout the period of the
meeting. However, Quorum is not necessary for any public meeting.
5. The meeting must always be presided over by a
chairman. The chairman, in the case of a public meeting, is appointed by the
conveners or by those who are present. In the case of registered bodies, the
chairman is appointed according to their respective rules and regulations.
6. Proceedings of the meeting must be regulated
according to the law governing the particular meeting.
7. Proper record of the proceedings at the meeting must
be kept. The minutes of the proceedings should be duly written, signed and
confirmed in accordance with established provisions.
Q – What is Office Mechanization ? State it’s Advantages &
disadvantages.
Ans.
OFFICE MECHANIZATION
Technology aids in the organization of the firm.
Project Management Software, for example, aids in the creation, delegation,
review, and evaluation of tasks. Employers and supervisors can readily monitor
workplace activity, which aids in keeping things on track. Mechanization is the
process of transitioning from performing labor mostly or solely by hand or with
animals to doing it with equipment. Machines and equipment have become an
integral aspect of the contemporary office. A huge range of appliances and
machinery are utilized to ensure that office tasks are completed quickly,
accurately, and efficiently. Office mechanization is an effort to replace human
labor with machine operation in order to perform regular duties more
efficiently and effectively
Advantages
of Office Mechanization
As Internet access coverage and performance increase,
the premise of the office itself becomes less significant. The modern office
environment is more concerned with what you can do rather than where you do it.
New technology is altering the view of what constitutes an office. It has
several advantages, the most important of which are as follows:
1.
It Reduces Monotony: A work that is repetitive in nature causes
boredom and a sense of monotony among employees. As a result, if the same job
is repeated in the machine, the worker will not feel the pinch, and therefore a
machine minimizes boredom and monotony.
2.
Maintains standardization: It improves the grade of work in
terms of quality output. As a result, there is a greater sense of teamwork and
better coordination among the staff.
3.
Accuracy: Machines offer greater precision. Errors are reduced
to a minimum. As a result, the job proceeds smoothly and delays and bottlenecks
are avoided, which might be costly.
4.
Greater Control: Using a correct collection of machines
allows for better job control since it enables subordinates to utilize them and
perform the work not only within the specified time but also within the
economy—with precision and accuracy.
5.
Increased Efficiency: Machines improve the speed and efficiency
of all forms of office activity. With their assistance, work that may take
hours to do could be completed in motion. Improved efficiency leads to
increased profitability while also creating a positive image in the minds of
those who interact with the organization.
6.
Lower Operating Costs: The usage of machinery reduces the
operational cost per hour of work. Of course, there is no doubt that they need
a significant initial capital expenditure. However, in the long run, they are
advantageous.
7.
Improved Work Quality: Mechanization and machine aid to
improve the quality of work done in the office. Not only will the job be finer,
but it will also be more systematic.
8.
More Convenient: Digital files take up far less amount of
space than hard copies and are far easier to organize. Furthermore, archived
digital files are far more accessible than archived paper files. Digital files
may easily be shared among several people at the same time and accessible from
remote places, increasing job productivity.
9.
Environmental Friendly: Less paper is utilized for duplicate
copies and general record keeping when there are fewer paper files. In most
cases, this element makes a paperless office more ecologically responsible. For
online magazines and other publications, publishing digitally means eliminating
the use of inks that contain heavy metals, solvents, and other environmentally
hazardous compounds.
Disadvantages
of Office Mechanization
Although the use of mechanical devices has several
advantages, it also has a number of disadvantages:
1.
Surplus of Staff: It has been discovered that some machines
require a skilled hand to operate. If it is not accessible for an extended
period of time, then either someone is trained to operate it or instant
recruiting is conducted to find a person to run the machine. In both
circumstances, there is a cost involved, and it adds to the expenditure while
also increasing the strength of the staff.
2.
High installation costs: Most office devices, such as the
Xerox machine, Electronic Scanning Machine, and computers, are expensive, and a
significant amount is spent not only to purchase them, but also to maintain
them. As a result, the installation and maintenance fees are rather hefty.
3.
Operating Costs: The operating expenses of some equipment
might be rather significant at times. Before purchasing a Xerox machine, for
example, find out how many pages a bottle of toner can copy. Similarly,
determine whether the copier's selenium drum requires servicing in an
air-conditioned area.
4.
Breakdown costs: Breakdowns, etc., can be quite expensive
at times. Repairing the same will cost a significant amount of money.
Furthermore, the work is halted throughout the break-down period. This raises
the expense of the office's operating system.
5.
Under Utilization of Machines: A machine acquired at a
high cost that is not utilized to its full potential, or is not used regularly,
not only blocks the money that was spent to buy it, but it also decreases the
bank's interest on the money that was blocked while acquiring it. As a result,
it is critical to fully use the potential of machines.
6.
Concerns Regarding Software and Hardware: A paperless office
is only as productive as the software and hardware being used to maintain
records allow its employees to be. Software glitches and equipment outages may
wreak havoc on the operations of a paperless office. The maintenance of a
paperless office's software and hardware is also an issue; information
technology (IT) workers or consultants are frequently required, as are
professionals to service the gear on a regular basis.
7.
Errors in Data Entry and Learning Curves: The shift to a
paperless office, like any other, frequently requires a learning curve,
especially in an office setting where staff are not already computer
proficient. Data input mistakes may be expensive and cause big issues.
Furthermore, data input and filing mistakes might lead to mis-categorizing
documents, making it difficult or impossible to locate them afterwards.
8.
Concerns Over Security: Unauthorized access to digital documents
can occur through hacking or insufficient security on the part of workers. Data
loss, particularly with sensitive legal and medical documents, can result in
considerable responsibility for the firm involved, especially if carelessness
is involved.
9.
Monotony: In some circumstances, a specific installation of an
office equipment relieves a worker of his office task. This is true in any
company's production section, as robots replace employees and boredom becomes a
major issue in the office. The introduction of the machine may lower the
worker's interest as well as destroy the worker's passion and originality.
Q – State the Benefits & Drawbacks of Cloud Computing.
Ans.
Benefits and Drawbacks of Cloud Computing
There are a plethora of benefits and drawbacks that
cloud computing provides to the organization:
Benefits:
●
Reduced support and hardware needs
A cloud computing infrastructure needs a smaller IT
staff than a conventional IT setup, thereby requiring reduced support and
hardware needs
● Improved
global collaboration
Cloud-based solutions help professionals to connect
with other professionals outside the organization. It enables them to easily
access their work ‘anywhere, anytime’, even using mobile technology
●
Green alternative
As cloud computing requires less office resources such
as IT equipment, it focuses on less consumption of electricity and leads to
optimization of energy consumption, leading to energy efficiency and low
maintenance costs
●
Data backup
Through storing the data on the cloud, it helps in easy
backup and restoration of data using cloud solutions
●
Data security
Cloud computing helps to store and handle the data
securely
●
Unlimited storage capacity
Cloud carries huge storing capacity for different
formats of data such as documents, images, audio, video, etc.
Drawbacks:
●
Internet connectivity services
Relying on cloud computing services needs high
dependence on reliable internet connectivity. For using cloud computing,
organizations need to have more bandwidth, consistent internet access, speed of
connection, etc.
●
Highly dynamic field
The field of cloud computing is highly dynamic as the
vendors tend to go out of the business quite frequently as this bring challenge
to the continued service for a long period of time
●
Chances of hacking
Although, cloud computing services are very safe and
secure, there are chances of hacking while transferring the organization’s
sensitive information to the third-parties, i.e. cloud-computing service
providers
●
United control
As the cloud infrastructure is managed, controlled and
owned by the service provider, the organization using the services has limited
control over the function and implementation of processes, systems and other
services within the infrastructure
●
Vendor lock-in
Organizations using services of a vendor may face
difficulties in transferring those services to another vendor. As the
difference between the platforms provided by one vendor and another is quite
significant, the organizations face difficulties in switching the platforms.
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