2018 NABTEB GCE Office Practice Questions and Answers

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Office layout is the arrangement of furniture, supplies, equipment, procedures and things necessary for work in a proper manner in the
available space, that would give maximum output.

(i) Economical: Open office makes better utilization of available space by avoiding unnecessary partitions and corridors. It is experienced that nearly 30 to 35 percent of office space is taken up by walls and partitions. There is a savings of rent and less cost of operation in an open office.

(ii) Effective Supervision: Both clerk and supervisor faces each other in an office. Therefore, there is a possibility of better inspection, supervision and coordination of work.

(iii) Better Lighting and Ventilation: There is a free flow of natural light and air by eliminating unnecessary partitions. It may help in better lighting and ventilation.

(iv) Better Communication: An open office facilitates interdepartmental transmission of information. A clerk need not go to another room for consultation, advice or instruction.

(v) Flexibility: There is a greater flexibility in the layout of an open office. It ensures effective placement of office machines and equipment. Besides, when a need arises, a change in the office layout is effected without much difficulty.

Office organization is defined as a process of defining and grouping the office activities and establishing the authority relationship among the employees who are working in an office so that they can be executed assigned activities effectively and economically.

(i)Objectives and Purpose: The very purpose of any office organization is to avoid waste of time and duplication of work. At the same time, it aims at maximum coordination among all the departments.

(ii)Division of Work or Specialization: The activities of the office should be divided according to functions and assigned to persons according to their specialization.

(iii)Principle of Efficiency: The office activities are assigned to an employee on the basis of talent or skill or efficiency what he possess. An effective and economical way of attaining the objectives are possible through applying principle of efficiency.

(iv)Unity of Command: Each subordinate or an employee should know who is his/her superior, to whom he/she is answerable and whose orders he/she has to obey for smooth functioning of an office. More than one superior to an employee or subordinate creates confusion and disorder in the office organization.

(v)Principle of Definiteness: Each job in the business organization should be well defined. If so, the specified job can be easily distributed or assigned to an employee. Besides, every employee must definitely know of his/her position in the business organization and purpose thereof.

Office communication is the functioning or communicating between the offices of an organization or within a company.

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(i) Oral communication is the process of verbally transmitting information and ideas from one individual or group to another. Oral communication can be either formal or informal.
Examples of informal oral communication include:Face-to-face conversations and Telephone conversations

Example of formal types of oral communication include:
Presentations at business meetings,Classroom lectures

(ii) The Written Communication refers to the process of conveying a message through the written symbols. In other words, any message exchanged between two or more persons that make use of written words is called as written communication.

Example: In any organization, the electronic mails, memos, reports, documents, letters, journals, job descriptions, employee manuals, etc. are some of the commonly used forms of written communication.

(iii) Electronic communication means the communication system where information is conveyed by the use of the devices of information technology.
Electronic communications is also the transmission of information using advanced techniques such as computer modems, facsimile machines, voice mail, electronic mail, teleconferencing, video-cassettes and private television network.”

Filing is the systematic arrangement of records mails and other form of documents in a way that items stored can be easily retrieved. It is also arranging,storing classifying office documents

(i) Compactness: The compact filing system should be adopted by every business office. It means that the filing system should not require any unnecessary space.

(ii) Simplicity: The filing system should be simple and not too elaborate. At the same time, the usefulness of the filing system cannot be sacrificed for the sack of simplicity.

(iii) Accessibility: A good filing system should be arranged in such a way that the records are easily available whenever required. The filing system should allow the insertion of additional documents without disturbing the existing order of files.

(iv) Economy: The filing system should be economical in time, space, money and operations. The cost of installation and operation of filling system should be as low as possible. The selected filing equipment should occupy minimum space but can accommodate maximum number of files.

standing order: is an instruction a bank account holder gives to his or her bank to pay a set amount at regular intervals to another’s account.

credit transfer is a payment instruction from a customer (Originator/payer) to its bank or payment service provider to transfer an amount of money to another account (Beneficiary/ payee).

bank draft is a payment on behalf of a payer that is guaranteed by the issuing bank. Typically, banks will review the bank draft requester’s account to see if sufficient funds are available for the check to clear.

traveler’s cheque is a medium of exchange that can be used in place of hard currency. They can be denominated in one of a number of major world currencies and are preprinted

money order is a payment order for a pre-specified amount of money. As it is required that the funds be prepaid for the amount shown on it, it is a more trusted method of payment than a check.


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