The Office

1.Define the term an office

An office is a building, room or a place set aside for administrative,communication or clerical work of an organization.

2.Outline the functions of an office

Receiving of information in various forms such as calls, personal visits or documents such as letters

Recording and sorting of information received.

Storing of information for future reference

Distribution of information within and outside the organization to the various sections, departments or personnel for necessary action

Reproduction or making of copies of document by use of various methods,such as photocopying, duplicating and carbon copying

Protecting or safeguarding the organization’s property

3.State the various reprographic techniques that can be carried out in an office

Carbon copying

Stencil duplication

Photocopying

Spirit duplicating

Ink duplicating

4.Your school would wish to use photocopying as a method of making copies of exams. State the advantages and disadvantages of using this method

Advantages of photocopying

It is a fast method of reprography

It is a simple method and require little training of the users

One will obtain the exact copies of the original document

The method is not expensive if the copies to be made are few

It is environmental friendly
Disadvantages of photocopying

The copies that are made fade in the cause of time

Photocopying can be costly if the copies being made are many

The employees may misuse the method due to its convenience

Photocopying machine requires electricity which may be expensive

Few colours in a document may be obtained by use of this method

5. State the types of office layout

Enclosed office layout

Open office layout

Landscape office layout

6. Suggest reasons why an organization should use landscape office layout

It creates a relaxed atmosphere for the workers

It is more attractive and beautiful

The image of the organization/firm is enhanced

It promotes good working relations and co-operation among the workers

Equipment and office facilities may be shared among the employees

The flowers or plants used break the monotony of open spaces

7. State ways in which landscape office layout can be created

By placing plants/flowers in an office

By having paintings of animals or plants on the wall

By placing fish aquariums in an office

Through shaping of office furniture in form of animals, birds and concrete shapes

Creating miniature physical features such as waterfalls and mountains in the office

8. State why you will advice an office manager to use an open office layout instead of an enclosed office layout

In an open office layout it is easier to supervise workers than in an enclosed office

An open office discourages absenteeism which may be common in an enclosed office

It is cheaper to maintain an open office than an enclosed office

Equipment, facilities and machines can be shared in an open office
which may not be possible in an enclosed office

Floor space is saved in an open office than in an enclosed office

There is enhanced attraction and framework in open office

It is cheaper to light an open office than an enclosed office

It is easy to locate employees in an open office

9. State the advantages of enclosed office layout

It

is ideal for work that is confidential in nature

It is more secure than an open office layout

The office is ideal where high level of concentration is required

It is prestigious for the occupant of such an office as they are recognized

The worker is not disrupted by noise or movement of other employees

10. Highlight the disadvantages of an open office layout

There is a lot of noise and disruption from other employees

Contagious diseases may spread easily among the employees

The top ranked workers may feel belittled being placed among other workers

It is not very conducive for work that is confidential or secretive in nature

Property within the office is not very safe

Due to use by many people the office may not be very tidy

11. Outline the factors that have to be taken into consideration when deciding on a type of office layout to use

The cost of construction and maintenance

The number of staff to be accommodated in the office

The climatic condition of the area

Government directive if any

The nature of work to be carried out in that particular office

The nature and rank of staff to be accommodated in that particular office

The floor space available for the office

The need to maintain a good work flow among the workers

12. State the disadvantages of an enclosed office layout

It can encourage absenteeism

It is not easy to supervise the employees

It is expensive to construct and maintain

Facilities and office equipment cannot be shared among the workers

Workers can misuse office equipment such as the telephone

The office layout takes up more space

A lot of time is wasted when moving from one office to another

It may promote individualism as some employees are isolated from others

13.Enumerate the factors you will advice Mr.Mwajuma to consider when buying office machines for his company

The effect of the machine on the workers

The cost of the machine or equipment

The suitability of the machine for the task that is intended for

The availability of after sales services provide by the seller

Presence of office staff with the skills required to operate the machine

One has to consider space or room to keep the machine or equipment

The likelihood of the machine being outdated absolute or out of date

One has to consider whether that machine can adopt to future changes

14. State the best type of machine one would use to perform the following tasks:

Functions

(a) To create postage impressions on
envelopes

Type of machine

Franking machine

Functions

(b) To fold documents put them in envelope and
seal them

Type of machine

Composite machine

Functions

(c) To destroy sensitive but unwanted
documents

Type of machine

Paper shredder

Functions

(d) To store large volumes of data

Type of machine

Computer

Functions

(e) To run 300 copies of an exam for students
in a school

Type of machine

Printing machine

Functions

(fTo make exam copie of a certain original
document

Type of machine

Photocopier

Functions

(g) To trim papers to the
required sizes

Type of machine

Guillotine machine


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