Office Management and Secretarial Practice
BCOE 144 Free Solved Assignment
BCOE 144 Free Solved Assignment July 2021 & Jan 2022
Q 1 What is office management? What are the objectives of office management?
Ans. Office management is thus a part of the overall administration of business and since the elements of management are forecasting and planning, organising, command, control and coordination, the office is a part of the total management function.
Office management is the technique of planning, organizing, coordinating and controlling office activities with a view to achieve business objectives and is concerned with efficient and effective performance of the office work.
The success of a business depends upon the efficiency of its office.
The volume of paper work in offices has increased manifold in these days due to industrialization, population explosion, government control and application of various tax and labour laws to any business enterprise.
Efficiency and effectiveness which are key words in management are achieved only through proper planning and control of activities, reduction of office costs and coordination of all activities of business.
In simple words, office management can be defined as “a distinct process of planning, organizing. BCOE 144 Free Solved Assignment
staffing, directing, coordinating and controlling office in order to facilitate achievement of objectives of any business enterprise’ the definition shows managerial functions of an administrative manager.
Following diagram indicates various elements or functions in the process of office management.
Promote Effective Communication :–
Your job requires different daily tasks, but key among your responsibilities will be establishing great communication throughout the office.
Start small at first by considering your own interactions with your coworkers.
Is each interaction meaningful? Do people feel comfortable approaching you with issues or questions? If you think you have room to grow, make the effort to smile at everyone who passes by and go out of your way to start conversations.
Everyone will feel at least a little bit more valued.
Evaluate Operational Workflow:-
Another huge part of your role will be, well, managing the office. To ensure that you’re making the most of this daily responsibility, consider the shape that workflow takes in your company.BCOE 144 Free Solved Assignment
One benefit of working independently from other teams is that you have a much wider view of the office as a whole, kind of like looking down at a city from above.
Instead of analyzing traffic or demographics, though, you have access to a more complete picture of the way teams work internally and externally.
Check with employees to see if there are any factors preventing work from flowing properly.
Rethink Office Amenities:-
You’re a kind of wizard around the office; you make things appear and disappear like magic, keeping everyone happy in the meantime.
As an office manager, you should be conscious of what, exactly, your coworkers want and need to keep them happy as the months and years go by.
You should be on top of maintenance and safety measures like fire extinguishers, but try to expand your own role.BCOE 144 Free Solved Assignment
To ensure job satisfaction, ask coworkers what they want to see around the office – which perks will make them excited to walk through those doors each day?
Q 2 What are the duties of an office manager in relation to top management and subordinates? Elucidate
Ans. Office managers essentially ensure the smooth running of an office on a day-to-day basis and may manage a team of administrative or support staff.
Responsibilities typically include:-
. Organising meetings and managing databases
. Booking transport and accommodation
. Organising company events or conferences
. Ordering stationery and furniture
. Dealing with correspondence, complaints and queries
. Preparing letters, presentations and reports
. Supervising and monitoring the work of administrative staff
. Managing office budgets
. Liaising with staff, suppliers and clients
. Implementing and maintaining procedures/office administrative systems
. Delegating tasks to junior employees
. Organising induction programmes for new employees
. Ensuring that health and safety policies are up to date
. Using a range of software packages BCOE 144 Free Solved Assignment
. Attending meetings with senior management
. Assisting the organisation’s HR function by keeping personnel records up to date, arranging interviews and so on.
However, depending on the size and structure of the organisation, the role of office manager can also be
Q 3 What is meant by standardization of stationery? Why is it important?
Ans.The major objects of standardisation in the office can be summarised as:
- Maintenance of Equipment and Machines:– Standardisation ensures economic use of costly equipment and machines.
Consequently, the maintenance cost would be lower because to maintain machines of the same kind, spares and the services contract can be cheaper.
Lower Cost of Training:-The overall cost of the training are bound to be low since the material, equipment’s, supplies, and machines are standardised. This also
Economy in Purchases:- Another objective of standardizations is to have an economy in purchase of supplier, furniture, equipment and machines.
Buying in large quantities can result in lower purchase price.
Fixation of Performance Standards:- Standardisation is necessary to fix performance standard Stationery refers to commercially manufactured writing materials, including cut paper, envelopes,writing implements, continuous form paper, and other office supplies.
 Stationery includes materials to be written on by hand (e.g., letter paper) or by equipment such as computer printers. BCOE 144 Free Solved Assignment
Q 4 Who is a secretary? Point out the importance of secretaries in the business world. Outline the functions of a secretary as an office executive.
Ans.Secretary is an administrative professional who plays an integral role in business and other organizational environments.
Secretaries are typically the individuals who maintain and organize office tasks, implement procedures and carry out additional administrative duties, depending on the nature of their employment.
For instance, the administrative tasks a secretary is responsible for can differ between industries such as law, private company sectors and government entities.
However, a secretary may be responsible for several common duties
.. Working in a receptionist capacity to greet clients, customers and visitors
.. Answering and directing phone calls
.. Organizing documents and paperwork and maintaining a filing system
.. Assisting supervisors and staff with company projects and tasks
While these responsibilities are oftentimes required of secretarial work, the essential duties a secretary may perform in their job can include more administrative tasks, depending on where they work.
Secretary’s duties can vary depending on where they work, and sometimes secretaries exceed their job requirements. BCOE 144 Free Solved Assignment
.. Answering and directing phone calls
.. Organizing and distributing messages
.. Maintaining company schedules
.. Organizing documents and files
.. Greeting business clients and guests
.. Documenting financial information
.. Maintaining and ordering office supplies
.. Scheduling meetings and conferences
.. Assisting executives with project tasks
.. Supervising staff and new employees
.. Coordinating with other organizations
.. Implementing administrative procedures
Q5 Define the term ‘Motion’. Describe the procedure for moving a motion
Ans. Motion is a formal proposal by a member of a deliberative assembly that the assembly take certain action. BCOE 144 Free Solved Assignment
Such motions, and the form they take, are specified by the deliberate assembly and/or a preagreed volume detailing parliamentary procedure, such as Robert’s Rules of Order, Newly Revised;
The Standard Code of Parliamentary Procedure; or Lord Critine’s The ABC of Chairmanship.
Motions are used in conducting business in almost all legislative bodies worldwide, and are used in meetings of many church vestries, corporate boards, and fraternal organizations.
Motions can bring new business before the assembly or consist of numerous other proposals to take procedural steps or carry out other actions relating to a pending proposal (such as postponing it to another time) or to the assembly itself (such as taking a recess).
In a parliament, it may also be called a parliamentary motion and may include legislative motions, budgetary motions, supplementary budgetary motions, and petitionary motions.
The process of handling motions generally involves the following steps, depending on the motion and the rules of order in use:[4
.. A member obtains the floor and makes a motion.
.. Another member seconds the motion.
.. The chair states the motion.
.. Members debate the motion. BCOE 144 Free Solved Assignment
.. The chair puts the motion to a vote.
Q 6 Enumerate the key elements of office organization
Ans. Organizational design, also called organizational structure, is a step-by-step method that identifies aspects of workflow, production and systems within a company or organization.
This method allows businesses to re-evaluate their practices and find better and more effective ways to achieve the company’s goals.
The organizational design process can help a company in a variety of ways, including:
Creating a hierarchy of leadership: The creation of a leadership hierarchy within a company allows for a clear delegation of duties and expectations.
Delegation of duties: A business’s organizational design may allow a company to split into departments and teams to make management duties easier and more efficient to implement.
Discovery of ineffective aspects: Organizational design can help identify aspects of a business that are not working as effectively as expected, which can help the company’s leaders understand what they may need to change.
Q 7 Describe the qualities to be possessed by a good office manager.
Ans. There is a long list of personal qualities that the office manager should possess more important of which are tact, self-control, enthusiasm, adaptability and sincerity.
These personal qualities would enthuse and motive the sub-ordinates better.
In addition to the skills needed for a specific industry, it is also helpful for office managers to have the following qualities: BCOE 144 Free Solved Assignment
(1.) Optimism :- An office manager is not only the person who maintains the organization of the office, but they are also in charge of leading the team and are often the first person a customer communicates with when visiting.
Office managers who are optimistic tend to be more communicative, friendly and welcoming.
They tend to have a more positive outlook and their optimism can directly affect the culture and morale of the company.
(2.) Communication :- Communication skills are critical when working as an office manager. Nonverbal communication skills will help with providing clear directions to team members and customers.
Verbal communication skills can help an office manager effectively understand the needs of team members and be able to translate them to the management team.
Office managers are also often involved in reporting policy changes to team members.
The day-to-day operations and typical workday for an office manager can frequently change and having a flexible office manager can be useful.
Not only does this help the rest of the office transition to new requirements, but it can also help the office stay on track, despite these changes.
Additionally, the office manager may need to accommodate numerous work styles, both with team members and management, and being flexible can help them adjust to these differences. BCOE 144 Free Solved Assignment
(3.) Organization and project management :- An office manager may be in charge of multiple projects at one time. The ability to multi-task and maintain organization among busy schedules is beneficial.
A good office manager with effective project management skills can delegate tasks, while still following up on progress and ensuring that each project is completed to company satisfaction.
Q.8 What are the common types of forms used in a business organization?
Ans. Operational costs
There are 4 main types of business organization: sole proprietorship, partnership, corporation, and Limited Liability Company, or LLC.
Below, we give an explanation of each of these and how they are used in the scope of business law.
Sole Proprietorship :- The simplest and most common form of business ownership, sole proprietorship is a business owned and run by someone for their own benefit.
The business’ existence is entirely dependent on the owner’s decisions, so when the owner dies, so does the business. BCOE 144 Free Solved Assignment
Partnership :- These come in two types: general and limited. In general partnerships, both owners invest their money, property, labor, etc. To the business and are both 100% liable for business debts.
In other words, even if you invest a little into a general partnership, you are still potentially responsible for all its debt.
General partnerships do not require a formal agreement-partnerships can be verbal or even implied between the two business owners.
Corporation :- Corporations are, for tax purposes, separate entities and are considered a legal person.
This means, among other things, that the profits generated by a corporation are taxed as the “personal income” of the company.
Then, any income distributed to the shareholders as dividends or profits are taxed again as the personal income of the owners.
Limited Liability Company (LLC) :– Similar to a limited partnership, an LLC provides owners with limited liability while providing some of the income advantages of a partnership.
Essentially, the advantages of partnerships and corporations are combined in an LLC,
Q.9 Enlist different stationery items generally used in an office.
Ans. List of Essential Office Supplies for Everyday Business Needs:
. Pens. … BCOE 144 Free Solved Assignment
. NoteBooks. …
. Writing Pads and Writing Sets. …
. Pencils. …
. White Papers….
. Envelopes and Organizers. …
. Staplers and Paper Clips
Q.10 “Budget leads to a centralized control on many decentralized activities”. Comment
Ans. Decentralized Management:
Decentralized organizations have decisions coming from all levels of management towards the same goal.
Decentralized management is the opposite – the upper levels of management transfers some of the decision-making processes onto lower levels, and even to individual employees.
The overall authority is still maintained by top level managers, who make policies that influence the major decisions of the company, but most decision-making responsibility is delegated to the lower levels. BCOE 144 Free Solved Assignment
This form of management would, for example, allow a manager at a call center or retail store to make instant decisions that impact their work environment.
Decentralized management is found most often in areas with a lot of direct contact with clients and customers, since it allows the managers closest to the “Action” have more flexibility.
Decentralization should not be confused with the allocation of tasks to individual members of the management team,
since this is an individual action and does not always reflect the broader trend of the company.
An increase in duties of the lower-level employees can be seen as “decentralizing”, while decreasing their duties is “centralizing”.
Q.11 Explain briefly the importance of mail for a business organization.
Ans. Email is an important method of business communication that is fast, cheap, accessible and easily replicated.
Using email can greatly benefit businesses as it provides efficient and effective ways to transmit all kinds of electronic data. BCOE 144 Free Solved Assignment
Business communication can be done easily without any security issues, and it is faster than any other forms of communication.
Also, contacts can be saved easily with the help of emails, and the past messages can be checked frequently rather than saving the data in the local server.
The Advantages of Email for Internal Communications
. Email is a free tool. …
. Email is quick….
. Email is simple..
. Email allows for easy referencing….
. Email is accessible from anywhere – as long as you have an internet connection
. Email is paperless, and therefore, beneficial for the planet.
Q.12 How does office management help in ensuring Operational Workflow in offices?
Ans. When it comes to office management, we’re really talking about office efficiency and all the aspects that factor into the effective performance of office work.
Office management involves coordinating office activities and helping to maintain employee satisfaction. BCOE 144 Free Solved Assignment
The key words here are efficiency and effectiveness when a business is properly managed,
there is control over office activities, a reduction of company costs, happy employees, and coordination of all enterprise activities.
To stifle any confusion, there are many types of managers that work in offices (IT or sales managers, for example).
However, office management specifically refers to the administrative positions of companies. Of course, other management positions are naturally departmental, but office managers are far more general.
Simply put, an office manager is concerned with the daily details and workings of the overall workplace environment
Q.13 List the various advantages and limitations of budgets.
Ans. Benefits and Limitations of Budgeting
It has the following benefits:
(a) Standards of performance:
(b) Budgets facilitate planning:
(c) Basis for coordination: BCOE 144 Free Solved Assignment
(d) Motivation and job satisfaction:
(e) Helps in predicting the future:
(f) Facilitates communication:
(g) Facilitates delegation of authority:
Limitations of Budgeting:-–
. Time-consuming & Costly.
. Excessive Spending.
. Scope for Manipulation.
. Allocation of Expenses.
. Financial Outcome Oriented.
BCOE 141 Free Solved Assignment July 2021 & Jan 2022