Course Code: AOM-01
Course Title: Office Organization and
Management
Assignment Code: AOM-01/TMA/2014-15
Coverage: All Blocks
Attempt All Questions:
Q.No.1. What do you mean by open
office? What are its merits and demerits?
Ans: Open Office: A large room where all the departments, men and equipments are
accommodated without partition wall is called an open office. In this case,
staff is put in big hap instead of separate rooms. In that hall every
department is allotted a separate space and the departmental demarcation is
done through filing cabinets or shelves. Open office makes fullest utilisation
of space and ensures better control. Open plan office spaces can provide a
social, more interactive environment for employees, especially in smaller
offices. However, open plan offices will not suit everybody so if you’re
considering making the switch to open plan, you may want to weigh up the
advantages and disadvantages first.
Advantages of open office
1. Better space utilization is possible, because
space has not been lost by partitions.
2. The section-heads or supervisors feel easy to
watch the office. It is also possible to reduce the number of supervisors.
3. The layout of the office can be altered or changed
without any expense.
4. There is more economy in arrangement of light.
5. Communication is obviously easier between
workstations and departments. There is no time wasted between offices because
everyone is in the same area. While this advantage wouldn't make a huge
difference in the well being of a company, it might save employees some
frustration during the course of their day. When employees work in a closed
office space, they can run themselves mindless with small tasks that are
unnecessary in an open plan office.
6. If the layout of the office needs to be changed,
it can be done quickly and with minimal effort. If a closed plan office layout
needs to be changed, serious issues can arise the way they never will with open
office plans.
7. Better working condition is possible in an open
office. Open offices are more economical when it comes to money that is put out
for air conditioning and electricity. One centralized area is being heated, or
cooled, and lighted. This is opposed to several different rooms, each having to
be heated or cooled separately. This means that the company saves money.
8. It reduces the movement of staff.
Disadvantages of open office
1. Open offices are noisier and can be more chaotic
than closed plan offices. Employees are in one large area, and phone
conversations or conversations between employees will be overheard easily. When
there are several conversations happening at one time, it can get quite noisy.
This can lead to employees becoming distracted which may lessen productivity.
2. There will be internal noise, because of the
conversation and talks in the office by staff themselves or visitors.
3. Infections and disease may spread quickly.
4. A big hall may not be efficiently supervised.
5. The office will appear to be a crowded place.
6. Privacy is difficult to obtain with an open office
plan. If family members call, or if a confidential call needs to be made, it
can be difficult. With individual offices, these things are more possible.
Employees may feel uncomfortable being in such close quarters with their
coworkers when confidential calls need to be made.
7. Senior staff or employees which have been with the
company longer than most will most likely feel as if they are entitled to a
private office. This can cause problems among the employees, which can damage
productivity and employee relationships.
8. In an open office, security is reduced. Each
employee lacks a lockable door like they would have if each one had a separate
office. This can lead to risks and issues that the company may not want to
face.
Q.No.2. What do you understand by
flow of work? What are the common difficulties that an effective office supervisor
faces?
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Q.No.3. Write short notes on any four of the
following:
a) Office Layout
b) Supervision.
d) Pension and Retirement Benefits.
e) Continuous Stationery.
SOLUTION:
- Continuous stationery means a form set used in the office. It comprises of
various forms like invoices and special accounting forms, printed and supplied
in continuous strips. According to J.C. Denyer continuous stationery means
"as a device whereby office forms are produced in continuous strips and
where separate forms are usually divided from one another by perforations and
where; several copies are usually obtained by the use of various copying
methods."
The
use of continuous stationeries simplifies the work of office employees and
increases their output. When invoice forms are printed and bound in pads the
typist is required to interleave the invoice forms with carbon tear off a set
of forms, feed them in the machine and remove the carbon after the typing work.
In this process a lot of time can be saved.
Continuous
stationeries are of 3 types like single stub-type, fan type or (Z type) and
continuous semi-strip. In single stub-type stationery forms are printed in the
form of continuous roll and there are no perforations and forms are form off by
a metal cutting edge after use. In fan fold stationery the forms are divided
from one another by perforations both horizontally and vertically. When number
of copies opened, it looks like a fan and thus called fan fold stationery. In
continuous semi-strip, bottom sheet of each sheet is attached to the following
set by perforations. This is used with or without carbon paper.
Q.No.4. Distinguish between any four
of the following: (5×4)
a) Natural lighting and artificial
lighting.
SOLUTION:
- The most significant of all forms of physical conditions is proper lighting
because bad light causes eye-strain and fatigue to workers. There are two
sources of light like natural light and artificial light. Natural light is the
best form of light from the point of view of health and efficiency of the
worker. Natural light is termed as day light because it is available during the
day time when there is sun. Windows should be large to avail more of natural
light but care should be taken to prevent sunlight falling directly into
surface.
Artificial
lighting may be used as a supplement to natural light as natural light is not
available always nor it can light all areas of the office at a time. Artificial
light is considered to be best form of light because quantity, quality and
intensity of light can be controlled easily. Artificial lighting is available
from kerosene lamps and lanterns, wax candles, carbide lamps and electric
bulbs.
b) Telefax and Email.
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c) Horizontal Filing
and Vertical Filing.
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e) System and Methods.
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Q.No.5.Briefly comment on any four of
the following:
a) All office activities are of
routine nature.
SOLUTION:
- Activities undertaken in support of an
existing product or service will not be defined as projects for the purposes of
this standard, so long as the bulk of the effort involves continuation, with
improvement, to the current product or service. This may apply whether or not
the activity involves significant cost or extensive procurement. For example,
routine software upgrades and network component replacements are not
necessarily projects. Utilization of project management principles and
techniques in the management of maintenance and operational activities are
encouraged, whether they are defined to be projects or not. "Projects and
operations differ primarily in that operations are ongoing and produce
repetitive products, services, or results. Projects (along with team members
and often the opportunity) are temporary and end. Conversely, operations work
is ongoing and sustains the organization over time. Operations work does not
terminate when its current objectives are met but instead follow new directions
to support the organization's strategic plans."
b) Centralized Storage results in
better utilization of storage space.
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CONTACT NO. 9577097967
c) Primary data is always collected
from internal sources.
SOLUTION:
- Data which are collected for the first time for a specific purpose are known
as Primary data. Primary data is data, which is collected by the researcher
themselves. This kind of data is new, original research information and
mainly collected from internal sources. Primary sources enable the
researcher to get as close as possible to what actually happened and is
hands on. A primary source reflects the individual viewpoint of a
participant or observer. Primary sources are first-hand
information from a person who witnessed or participated in an event. For
example: Population census, National income collected by government, Textile
Bulletin (Monthly), Reserve bank of India Bulletin (Monthly) etc.
d) Employees need training when new
machines are introduced.
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e) Index can serve as a complete
record of customers and suppliers.
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SOME SOLVED QUESTION PAPERS
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FOR DETAILS CONTACT:
KUMAR NIRMAL PRASAD, TINSUKIA (ASSAM)
CONTACT NO. 9577097967
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