NECO 2016/2017 OFFICE PRACTICE QUESTIONS
THEORY ANSWERS BY SIR.DONIZZY
1a)
information is the knowledge communicated or received concerning a particular fact or circumstance
1b)
i)If systems are more up-to-date and secure - they are also more likely to be accurate and efficient.
ii)Security can be used to "differentiate" a business – it helps build confidence with customers and suppliers.
iii)Better information systems can increase the capacity of a business.
iv)By managing risk more effectively – a business can cut down on losses and potential legal liabilities.
2a)
i)Business report
ii)Science report
iii)Research report
iv)Short report
2b)
i)collect information, organize it, and
present it in a logical and concise form.
ii)Reports fill a vast array of informational needs for many of society's important organizations.
iii)It help in government, business, education, science, and other fields, are often to display the result of an experiment, investigation, or inquiry.
iv)intention of relaying information or recounting certain events in a widely presentable form.
v)keeping track of information, which may be used to make decisions.
3a)
-Files
-Correspondence
-Documents
-Office Tasks
-Reception
-report
3b)
i)Files
Secretaries often manage customer files and other records in an office. In a doctor's office, for instance, the secretary pulls each patient's file at the time of the appointment for the nurse or doctor. She replaces it when the appointment is over. Keeping files in alphabetical order and using a local filing system for easy storage and retrieval are keys to successful file organization.
ii)Correspondence
Secretaries are the common liaison for incoming and outgoing phone and mail correspondence. They receive calls from clients, business partners, workers or community members, and either answer questions or forward the calls. They also make calls on behalf of managers to communicate information to customers, to schedule appointments or to follow up on inquiries.
iii)Documents
Secretaries are often tasked with copying documents for mailings or for internal distribution. They also must fax documents from the company to clients or customers, and receive incoming faxes to pass on to the appropriate person. Some secretaries use email, Word and Excel to create spreadsheets or documents and pass them on to employees or customers. iv)Office Tasks
Especially in small offices, a secretary may be asked to carry out routine clerical tasks and errands to assist others. This may include canceling or rescheduling appointments, ordering office supplies, taking notes during meetings, and getting drinks for the supervisor and guests.
4a)
correspondence is Any written or digital communication exchanged by two or more parties. in other words communication by exchanging letters.
4bi)Memorandum- A usually brief written message or report from one person or department in a company or organization to another
4bii)Minutes- A period of time equal to sixty seconds or a sixtieth of an hour
4biii)Appointment letter- is a document that an employer extends to a new employee.
4biv)Notice- notification or warning of something, especially to allow preparations to be made
5a)
line organization structure is the Business or industry structure with self-contained departments. Authority travels downwards from top and accountability upwards from bottom along the chain of command, and each department manager has control over his or her department's affairs and employees.
5b)
-ADVANTAGE-
5bi)
Simplicity. It is the simplest form of organization and very simple to understand and implement. It can be easily define and explain to all staff.
5bii)
Responsibility is fixed. In this form of organization responsibilities are fixed and defined. Every person is crystal clear to whom he is answerable and who are accountable to him. In this type of organization shifting of responsibility is not possible because responsibilities are fixed.
5biii)
Unified Control. Good control, direction and direction is possible in line organization because of fixed responsibility. Lower level personnel favorably react to simple the multiple authority.
5biv)
Quick Decision. Single authority, unified control and fixed responsibility to help in quick decision.
5bv)
Flexibility. In type of organization is flexible in character. This is capable of adjusting itself quickly to changing circumstances. This obviously flows from fixed responsibility because of which the executive is sole master in his own sphere of activity.
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