Ways in which a good filing system may facilitate the operations in an office

1/4/2022

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Ways in which a good filing system may facilitate the operations in an office.

Saves on space.
Office is kept tidy.
Ensures confidentiality of information.
Information is preserved for future reference.
Security of documents is ensured.
Facilitates quicker decision making.

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Benefits of filing documents in an organization

30/3/2022

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Benefits of filing documents in an organization.

Protection of Documents – Documents are protected from physical loss and landing into unauthorized hands
Make the office tidy – It aids in office tidiness and efficiency
Aid to memory – it assist in making future reference when are forgotten
Kept Documents neat & tidy – Filling prevent document from being disorganized and make it remain neat
Systematic store of information – It ensures that the information is arranged in order thus ensuring easy retrieval

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Outline four main functions of an office in any business organization

5/11/2021

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Outline four main functions of an office in any business organization. (4mks)

Four main functions of an office in any business organization.

Receiving and sending out information.
Sorting and dissemination of information/information is sorted out and passed on to the relevant members of staff.
Storing of information e.g in files, computer disks and other storage devices.
Reproduction of documents e.g printing, photocopying and duplication.
Safeguarding the organization’s property and recording its movement and usage.

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Explain five short comings of Internet services

25/9/2021

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Shortcomings of internet services

Information may not be secure since many people can access it (hacking)
Information can be diverted by competitors who know the password
Computer may be invaded by computer virus hence loosing all the information
Can be used to transmit harmful information e.g. terrorism, drugs e.t.c
It may be slow or taking long to access services
Computers have to go through a mass of information
One needs to be computer literate
Encourages pornography

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Explain five factors that may limit adoption of modern technology in business operations

24/9/2021

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Limitations of adopting new technology

Insufficient capital / high cost of acquiring and maintaining new technology
Some technology is advancing very fast requiring continuous updating which is expensive
Adopting of new technology may lead to lay –off/ increase in unemployment problems
Require hiring new staff or retraining them which is expensive
It increases cost of goods in the short – run
It increases prices of goods thus discouraging potential customers
Some technology have side –effects e.g. computers affect the eyesight
Breakdowns of some machines may lead to losses or interruption of business operation
Some technology may lead to environment degradation e.g. disposal of waste, which calls for measures which is expensive

Explain five factors that may limit adoption of modern technology in business operations

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Highlight five factors to consider when selecting office an equipment

19/9/2021

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Factors to consider when selecting office equipment

Cost
Adaptability
Durability
Effect on stuff morale
Availability of room
Security of the equipment
Possibility of living rather than buying

Highlight five factors to consider when selecting office an equipment

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State four functions of an office. (4 marks)

20/12/2020

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State four functions of an office.

Functions of the office include:

Collecting information.
Receiving information.
Storing information.
Distributing information.
Production and reproduction of documents.
Centre for administration.
Mailing.
Communication centre.
safeguarding and controlling

State four functions of an office. (4 marks)

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Explain five ways in which a computer may be used in an office.

20/12/2020

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Explain five ways in which a computer may be used in an office.

Ways in which a computer may be used in an office include:

Data processing - data can be keyed into the computer which then sorts,organizes, analyzes and gives meaningful output.
Storage of information - a computer has various storage devices where information can be kept for future reference.
A tool for communication A computer can be linked to the internet and other work stations to enhance sharing of information.
Production of documents - can be used as a word processor to produce both soft and hard copies. .
Assist in research - a computer provides a link with various sites where information can be sourced for research purposes.
Assist in decision making - it has special programmes and models which may facilitate the decision making process for managers.
Can be used for training and staff development - it is a tool for training during staff orientation and presentation.
Entertainment - the computer has accessories for games, music and movies which can be used for relaxation while working.
A tool of supervision can be used to monitor employee activities on-line.

Explain five ways in which a computer may be used in an office.

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State four ways in which a good filing system may facilitate the operations in an office.

20/12/2020

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State four ways in which a good filing system may facilitate the operations in an office.

Ways in which a good filing system facilitates the operations in an office include:

Easy retrieval of information.
Office is kept tidy.
Information is preserved for future reference
Security of documents is ensured.
Facilitates quicker decision making.
Ensures confidentiality of information by controlling access by unauthorized people.
Saves on office space.

State four ways in which a good filing system may facilitate the operations in an office.

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Explain benefits that may accrue to an organization that adopts an open office plan.

17/12/2020

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Explain benefits that may accrue to an organization that adopts an open office plan.

Benefits that may accrue to an organization that adopts an open office plan include:

Easy supervision. It is easy to monitor employee’s performance since they are in the same room.
Economy of space. More floor space is available since space has not been lost through partitions.
Minimal cost. It is cheap to construct and maintain.
Sharing of resources. It makes possible for joint use of office facilities.
Easy communication. Communication between workers and departments is made easier and faster since there are no physical barriers between them.
Easy reorganization. It is easy to re-arrange the office when need arises.
Enhanced teamwork. Employees work as a team and learn to be together.

Explain benefits that may accrue to an organization that adopts an open office plan.

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Outline four factors that should he considered before buying office equipment.

16/12/2020

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Outline four factors that should he considered before buying office equipment.

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Factors to consider before buying office equipment include:

space available
use of which it be put
technological trends in the industry
funds available
skills available

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Outline five measures that a manager can take to improve the working environment in the office.

16/12/2020

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Outline five measures that a manager can take to improve the working environment in the office.

Measures that a manager can take to improve the working environment in the office include:

Provision of proper and adequate lighting.
Maintaining tidiness in the office.
Provision of adequate space for working.
Provision of proper ventilation. .
Provision of relevant and adequate furniture and equipment.
Beautifying the office to give it a pleasant appearance.
Provision of smoking zones
Discouraging unnecessary noise
Provision of adequate equipment and furniture
Provision of welfare facilities
Provision of special facilities for the handicapped.
Provision of safety measures and gadgets

Outline five measures that a manager can take to improve the working environment in the office.

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Outline four circumstances that would make an office manager to replace an existing machine with modern one

14/12/2020

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Outline four circumstances that would make an office manager to replace an existing machine with modern one

Circumstances which would make an office manager to replace an existing machine with a modern one include:

Obsolescence- has outlived its usefulness
Where a faster machine is required
Where maintenance a costs are higher than cost of acquiring modern machine
Where there is need for increased production
Where training skills have changed
Where high quality works is required
Where he wants to save on labour
Where there is need to improve image of company
If the new one is capable of multiple use
If the new machine will save on space/storage
If the machine is capable of reducing fraud

Outline four circumstances that would make an office manager to replace an existing machine with modern one

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Explain five reasons why an effective filing system is important in an office, (10 marks)

13/12/2020

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Explain five reasons why an effective filing system is important in an office,

Tidiness is maintained in the office as documents are arranged neatly.
Quick access to information since documents are coded/serialized.
Safety of information from damage by bad weather. fire etc is minimized.
Saves on storage space since documents are kept is a compact manner.
Encourages prompt decision making as information is readily available.
Encourages transparency and accountability since the movement of documents can be monitored.
Security of information/documnents against loss from theft and misplacement.
Safeguards secret and confidential information as documents are kept away from unauthorized access.
Facilitates storage/safekeeping of information/documents for future reference.

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Visitors to the offices of Triple B Enterprises have been complaining of lack of etiquette from the secretaries. Highlight four measures that the secretaries can take to improve the office etiquette. (4 marks)

13/12/2020

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Visitors to the offices of Triple B Enterprises have been complaining of lack of etiquette from the secretaries. Highlight four measures that the secretaries can take to improve the office etiquette.

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Measures that the secretaries can take to improve the office etiquette.

Show respect to both colleagues and visitors.
Observe courtesy in dealing with people.
Be organized at work at all times.
B e honest/truthful in performing duties.
Co-operate with other workers. visitors and management.
Be punctual in offering service.
Be loyal to the organization.
Be diplomatic.
Make sound judgment.
Be accurate.
Have initiative.

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Outline four tasks that may be carried out by a receptionist in an office. (4 marks)

13/12/2020

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Tasks that may be carried out by a receptionist in an office

Tasks that may be carried out by a receptionist in an office include:

Receiving visitors to the organization.
Receiving and routing telephone calls.
Taking and passing messages.
Dealing with simple petty cash for purchase of newspapers, tea etc.
Supervising messengers.
Keeping simple records.
Distributing publications by the organization.

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Explain five trends in office management. (10 marks)

12/12/2020

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Trends in office management

Trends in office management:

Location - Organizations tend to move away from congested town centres to pen-urban areas/outskirts.
Use of modern equipment/computer/automation - organizations have adopted modern equipment / computers for efficiency to make work easier.
Open office layout /landscaped - adopted to facilitate supervision and economize on floor space/improve ambiance/comfort in the office.
Engagement of multi skilled staff able to carry out different tasks/ to save on labour costs! wage bill.
Innovative ways of motivating staff e.g.. tours, meals at work
Capacity building to develop staff skills.
Time management - use of biometric clocking system to control staff movement.
Customer care services/desk - to enhance customer satisfaction.
HIV/AIDs awareness/policy to sensitize employees/ avoid discrimination.
Stress management - to promote good health/coping of the work place.
Corporate social responsibility - to give back to the community.
Use of name tags/badges for identification of employees.

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State four advantages of an open office layout to an organization. (4mks)

11/12/2020

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State four advantages of an open office layout to an organization.

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Advantages of an open office layout to an organization include

Supervision enhanced
Resources are evenly shared
Saving on space
Cheaper to construct/ easier to construct
Inter- personal relationship
Workflow made easy
Services delivery enhanced

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Highlight four benefits of using electronic filing system. (4mks)

8/12/2020

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Benefits of using electronic filing system.

Easy access
Reduction of labor costs
Less storage facilities
Update with ease
Less paper work
Environmental friendly
Use of network
Less time taken
It is safe
Production safety

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Outline four ways in which the office facilitates effective handling of documents. (4 marks)

7/12/2020

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Ways in which the office facilitates effective handling of documents

Ways in which the office facilitates effective handling of documents includes:

Receiving documents
Recording documents
Reproducing documents
Distributing / mailing documents
Storing/filing of documents.
Employing qualified staff.
Safeguarding documents.
Provision of relevant equipment.

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State four ways in which a good filing system may facilitate the operations of an office. (4 marks)

30/11/2020

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Ways in which a good filing system may facilitate the operations of an office

State four ways in which a good filing system may facilitate the operations of an office. (4 marks)

Easy retrieval of information.
Office is kept tidy.
Information is preserved for future reference.
Security of documents is ensured.
Facilitates quicker decision making.
Ensures confidentiality of information by restricting access by unauthorized people

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Outline four benefits of proper filing to an organisation. (4 marks)

27/11/2020

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Benefits of proper filing to an organisation

Benefits of proper filing to an organisation include:

Vital documents will be kept for future reference.
Easy retrieval and accessibility of documents.
Economic use of available space.
Documents are kept safe from damage/loss.
Limits accessibility of documents to only authorized personnel.
Aids in keeping the office tidy /neat.
May help the organization to keep some documents for the length of time as specified by the law.
Helps to keep the documents neat.

Outline four benefits of proper filing to an organisation

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Outline four benefits of using the internet for office communication. (4 marks)

27/11/2020

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Benefits of using the internet for office communication

Benefits of using the internet for office communication include:

Reduced cost of communication.
Provides unlimited space for filing.
A fast means of communication.
Provides a source of information for research.
Facilitates quick decision making.
Reduces paperwork and the need for paper files.
Accords convenience while communicating.
Communication can take place at all times.
Information can be passed to many people at different places at the same time.

Outline four benefits of using the internet for office communication

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Explain five differences between an open office and an enclosed office. (10 marks)

24/11/2020

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Differences between an open office and an enclosed office

Differences between an open office and an enclosed office include:

Open Office

All staff work in one large room.
There is no confidentiality in consultations and discussions.
Senior staff sit together with the juniors hence no status conferred.
Office equipment and machines are easily shared and cannot be misused.
Disruptions and noise from colleagues is high due to overcrowding.
Has fewer partitions hence cheap to construct.
It is easy to supervise the staff since they are all in one room

Enclosed Office

Each staff is allocated a room from where they work.
Discussions and consultations are done in confidence.
Confers status on tap level staff as they are allocated own offices.
Office equipment and machines like telephones are easily misused since they are located in particular offices.
Little noise and disruption from colleagues since each staff work from own offices.
Has more partitions hence costly to construct.
It is difficult to supervise the staff since they are in different rooms.