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

30/11/2020

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

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

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

27/11/2020

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

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

27/11/2020

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

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

24/11/2020

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.

Vertical Divider

Explain five differences between an open office and an enclosed office

State four duties of the office clerk. (4 marks)

21/11/2020

Duties of the office clerk

Duties of the office clerk include:

Handling mails.
Duplicating and operating various office machines.
Filing and indexing.
Record keeping and simple book keeping
Helps in store-keeping.
Ordering, receiving, storing and issuing of stationery.

duties of the office clerk

Outline four factors that make office managers to communicate in writing to their staff.

30/5/2020

Factors that make office managers to communicate in writing to their staff

factors that make office managers to communicate in writing to their staff

Answers

Factors that make office managers to communicates to their staff inwriting include:

Confidentiality. The confidentiality of the message is enhanced by
written means
Accuracy. message is delivered in its original form without
distortion.
Completeness of message. Written forms may be able to pass detailed
illustrations.
Future reference. The message may form a basis for decision making
in the future.
Reliability of the means This ¡s a trusted means of communicating
in institutions.
Economy. It is cost effective since it is affordable.
Accessibility. It ¡s easily accessible to all staff members.
Acceptability.it is the acceptable means of official communication in
institutions.

Highlight four functions of an office in an organisation.

29/5/2020

Functions of an office in an organisation

functions of an office in an organisation

Functions of an office in an organization include:

An administration centre for the organization.
The communication centre for the organization.
A Centre for processing data.
Production and reproduction of documents.
management of records
Public relations centre for the organization
Safe guarding of the organization’s assets.
Personnel functions are coordinated from the office

Highlight five circumstances under which an office manager may replace an existing machine with a modern one.

23/4/2019

PREVIOUSLY: PROBLEMS ENCOUNTERED FROM EXTERNAL REVENUE

Circumstances under which an office manager may replace an existing machine with a modern one.

Where faster machine is required.
Where training skills are changed.
Where high quality work is required.
When there is need to improve co-image.
If new machine has multiple uses.
If new machine saves on space or storage.
Where machine has potential (capable to reduce fraud).
Where there is need to save on labour cost.

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