The office | Business Studies Form 1

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The office - Business Studies Form 1

Exercise


From the following statements indicate with a tick whether the statement is an advantage of an open layout (OL) or partitioned layout (PL) offices.

Advantages of office layouts PL OL

  1. Easy supervision of workers
  2. Construction cost is low because partitions are few
  3. Privacy and confidentiality is enhanced
  4. Easy location of workers
  5. There are minimal disruptions from noise and movement within the office
  6. Creates a conclusive working environment for the employees
  7. It is cheap to decorate
  8. Enhances security of files and other equipment
  9. Floor space is enhanced
  10. There is less noise
  11. They are often perceived as a mark for prestige and importance
  12. It makes more economical use of lighting.

Solutions
1. OL 7. OL
2. OL 8.PL
3. PL 9.OL
4. OL 1OPL
5. PL 11. PL
6. PL 12.OL

Exercise

From the following statements indicate with a tick whether the statement is an advantage of an open layout (OL) or partitioned layout (PL) offices.

Advantages of office layouts PL OL

  • Easy supervision of workers
  • Construction cost is low because partitions are few
  • Privacy and confidentiality is enhanced
  • Easy location of workers
  • There are minimal disruptions from noise and movement within the office
  • Creates a conclusive working environment for the employees
  • It is cheap to decorate
  • Enhances security of files and other equipment
  • Floor space is enhanced
  • There is less noise
  • They are often perceived as a mark for prestige and importance
  • It makes more economical use of lighting.

Solutions
1. OL     7. OL
2. OL     8.PL
3. PL     9.OL
4. OL     1OPL
5. PL     11. PL
6. PL     12.OL

The office

By the end of the lesson , you should be able to:

  • (a) explain the meaning of an office
  • (b) explain the functions of an office
  • (c) describe the various office layouts
  • (d) explain the uses of various office equipment
  • (e) discuss the role of filing in an office
  • (f) discuss the duties of various categories of office staff
  • (g) describe essential qualities of each category of office staff
  • (h) discuss trends in office management.

 

Meaning of an office

An office may be defined as a building, a room(s) or a place set aside by an organization where administrative, communication, clerical, secretarial and accounting work are routinely conducted.

By the end of the lesson , you should be able to:

a) explain the meaning of an office

b) explain the functions of an office

c) describe the various office layouts

d) explain the uses of various office equipment

e) discuss the duties of various categories of office staff

f) describe essential qualities of each category of office staff

g) discuss the role of filing in an office

h) discuss trends in office management.

 

Functions of an office

(a) communication


(b)filing



3.Reproduction of documents



4.Mailing


5. Safeguarding and controlling the organisation's property

Types of office layout
Office layout refers to the outlook, arrangement, and positioning of furniture and equipment in an office.The most common types of office layout are:

(a) open office

This is a large room where all staff work, but are grouped according to the
work they do for example in banks

(b) partitioned office

This is a set-up where staff members are allocated their enclosed rooms from
where they do their work

Meaning of office staff
Staff refers to a team of employees working for an organization to achieve its goals
Categories of office staff
 

The office staff can be categorized into;

  • managerial
  • Junior
  • Subordinate

Essential qualities of office staff..

The success of any enterprise is determined by the impression that the office creates to those who visit the organisation.The office workers should be efficient in the provision of services. The main qualities that enable an office worker to perform well can be classified into three categories.

(a) PERSONAL ATTRIBUTES

This refers to the general appearance of a person.An office worker should have a presentable and a pleasant personality.

e.g good health.

(b)OFFICE ETIQUETTE.

This refers to the generally accepted code of conduct in an office.e.g honesty.

(c)KNOWLEDGE AND SKILLS.

The office worker should have the relevant academic and proffesional qualifications necessary to perform the duties given to him/her.

To Learn more on the qualities of Office staff go to the Quiz

Meaning of Office Staff

Staff refers to a team of employees working for an organization to achieve its goals.

Staff meeting

Categories of office staff

The office staff can be categorized into;

Managerial

This category of staff formulates, implements and supervises policies in an organization
These employees include managers, company secretaries, financial officers, and accountants among others.

Junior

They are involved in actual implementation of the organization policies. They include machine and equipment operators, receptionists, telephone operators, account clerks. These employees are usually specialized in certain skills.

Subordinate / Support

They assist the junior staff and management in achieving the organizational goals. They perform non specialized jobs and usually are semi-skilled or unskilled. They include messengers, cleaners and grounds people.

To learn more about the duties of office staff go to the exercise.

Junior staff
They are involved in actual implementation of the organization policies. They include machine and equipment operators, receptionists, telephone operators and account clerks. These employees are usually specialized in certain duties.

Support staff

They assist the junior staff and management in achieving the organizational goals. They perform non specialized jobs and usually are semi-skilled or unskilled. They include messengers, cleaners and ground people . They are also referred to as subordinate staff.


Click on the bottom right for more....

Essential qualities of office staff

The success of any enterprise is determined by the impression that the office creates to those who visit the organisation.The office workers should be efficient in the provision of services. The main qualities that enable an office worker to perform well can be classified into three categories.

(a) Personal attributes

This refers to the general appearance of a person.An office worker should have a presentable and a pleasant personality.

e.g good health.

(b)Office ettiquette

This refers to the generally accepted code of conduct in an office.e.g honesty.

(c)Knoledge and skills

The office worker should have the relevant academic and proffesional qualification necessary to perform the duties given to him/her.

Activity


The following are the duties of office staff. In the table below match each duty with the appropriate office staff i.e. managerial, junior or support staff.

Duties of office staff  Type of office staff

Collecting mails from the post office

Taking minutes during meetings

Recording transactions of a company

Coordinates operations of a business

Planning the work and the time schedule in an organization

Receiving and directing visitors to their respective destinations

Cleaning the compound

Ensure offices are clean and properly arranged

Supervision and coordination of office staff

Manages the organizations switchboard

In charge of documents stored in the files

Controls use of raw materials

Advising management on financial related decisions

 

Solutions
Support support
Junior support 
Junior managerial
Managerial junior
Managerial junior
Junior managerial




Qualities of office workers
The pie chart below shows the qualities of various categories of office staff.
Insert the drawing of a pie- chart

 

Solution

a. Personal attributes      

1. Hygiene
2. Good health
3 .Neat and smart 
4. Good postures

  b. Office etiquette     

  1. Respect
  2. Honesty
  3. Courtesy
  4. .Loyalties
  5. Cooperative
  6. Diplomacy
  7. Accuracy
  8. Initiative
  9. Punctuality
  10. Organized
  11. Industrious

c. Knowledge and skill knowledge
    1. Skills
 2. Experience



Qualities of office workers
The pie chart below shows the qualities of various categories of office staff.
Insert the drawing of a pie- chart

S
olution


a. Personal attributes      1. Hygiene
   2. Good health
3 .Neat and smart 
4. Good postures

  b. Office etiquette     

  1. Respect
  2. Honesty
  3. Courtesy
  4. .Loyalties
  5. Cooperative
  6. Diplomacy
  7. Accuracy
  8. Initiative
  9. Punctuality
  10. Organized
  11. Industrious

c. Knowledge and skill knowledge
    1. Skills
 2. Experience

TYPES OFFICE EQUIPMENT

(a) paper punch--...........makes uniform holes in documents for easy filing.

(b)stapler---------------pins papers together.

(c)staple remover ....removes staple pins from papers

(d)computer--- ----------records,processes and store information

(e)Telephone-------------recieves and sends messages.

(f)typewriter--------------used to type out information neatly.

(g) duplicating machine----used to make copies from stencils.

(h) dictaphone------------tape recorder,used to record dictated messages for accuracy.

(i)paper shredders-------used to cut unwanted documents into small pieces to destroy them.

(j) guillotine machine------ cuts papers into the required sizes.

(k)franking machine-----printing stamp impressions on envelopes.

(l) letter openers --------neat opening of envelopes

(m)calculators -----------
for all types of calculations.

(n)money counters------- for counting currency

(o) photocopier---------reproduce copies from originals using photographic mechanism

(p)facsimile(fax)--------used for transmiting graphic communication in form of writing or drawing.

Definition of filing.

Filing is the process of classifying or arranging of documents and records for easy retrieval by office staff.It can be done in two ways.

(a) Electronically--- This is done by creating files and folders in computers.

(b)Manually -----This is done in files which are then put in filing cabinets



Trends and emerging issues in office management

Customers care.

The focus is towards giving maximum attention to customer needs.

Paperless and removal of physical offices.

The office layout is changing towards open plan where customers interact with office staff e.g in banking halls.

Most of the records and documents are kept in computers.

Digital/adaptation of modem technology.

The information and communication system has been introduced to enhance the flow of the information within and outside the organisation.

E-offices

An officer can communicate with the main office through the internet without being physically in the office.

Employment of multi skilled persons.

Employees are encouraged to have different skills e.g marketing and accounting skills.

Corporate culture.

The organisations inculcates positive image through sponsoring activities in the community and also within the organisation itself.E.g enviromental issues corruption and ethical issues.


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