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IGNOU AOM-01 Free Solved Assignment 2012

TUTOR MARKED ASSIGNMENT Course Code : AOM-01 Course Title : Office Organization and Management Assignment Code : AOM-01/TMA/2011-12 Assignment Coverage : All Blocks Maximum Marks : 100 Attempt all the questions 1. The sanitary conditions prevailing in the office have a potent effect on the staff and consequently on the quality and volume of work accomplished. Give the various sanitary requirements of a modern office in the light of this statement. (20) Solution: Workplaces, restrooms included, must be kept free of rodents, insects and other verminous creatures. Should they be found, building operators must institute an extermination program. Clean, potable water must be available so employees may drink, wash themselves and clean food and eating utensils. Soap or another cleaning agent must be available, along with a sanitary drying method, such as individual paper towels or hot air blowers. These should be supplied in conjunction with a washbasin of suitable depth to wash the lower arms and wrists. Each toilet facility must be contained within a single room with a door or be separated with walls high enough to ensure the user's privacy. Restrooms must be cleaned and maintained regularly. Restroom facilities must be available for employees of both sexes, unless the business is small enough to only require one restroom. If this is the case, the restroom must have a working lock, which locks from the inside of the restroom facilities. Outside of commercial buildings, such as constructions sites, employers must provide sanitary restroom facilities which are "readily accessible" and "nearby" which is defined as taking less than 10 minutes to reach. Provide bathrooms with the appropriate number of toilets for your employees at every workplace . Have an appropriate number of toilets for each gender, based on the number of male and female employees at your workplace. For example, if you have thirty-seven men and seventeen women, you need to have three toilets for the men and two toilets for the women, based on Table 1. Make sure each toilet is in a separate compartment with a door and walls or partitions for privacy. ============================================================ 2. Who is an office supervisor? What are the essential qualifications and qualities of an effective office supervisor?(20) Solution: Under general supervision, plans, organizes, directs and reviews the work of office support staff provides para-professional assistance in the analysis, implementation and

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monitoring of a wide-range of departmental activities and programs; provides analytical support assistance to the department manager and performs other related work as assigned. QUALIFICATIONS Any combination of education and experience that would likely provide the required knowledge, skills, and abilities is qualifying. A typical way to the knowledge, skills, and abilities would be the equivalent of: Education and Experience: Either (1) Possession of a Baccalaureate degree from anaccredited college or university with a major in Business or Public Administration, English, or a related field and four years of full time experience working for senior management or professional staff in an administrative support capacity; or (2) Possession of an Associate degree from an accredited college with a major in Business or Public Administration, English, or a related field and six years of full time experience working for senior management or professional staff in an administrative support and/or office supervision experience capacity. Additional qualifying experience may be substituted for the desired education on a year for year basis up to a maximum of two years (Associate degree) or four years (Baccalaureate degree.) Knowledge, Skills, and Abilities Knowledge of: - Basic supervisory principles and practices; principles and practices of organization and management; applicable federal, state and local laws and regulations governing water district operations; administrative analysis techniques and basic statistics; accepted concepts of public and community relations; techniques for providing good customer service; modern office methods, equipment and procedures; records and document management procedures; English usage, grammar and punctuation. Skill in: Strong computer, word processing, spreadsheet software, and internet research skills; directing and evaluating the work of others; typing accurately at a rate of 50 net words per minute from printed copy Ability to: Gather and analyze data and prepare reports and recommendations based thereon; organize, coordinate, and prioritize a variety of assignments with varying deadlines; work effectively under pressure with frequent interruptions; function effectively in an administrative support capacity and maintain strict confidentiality; communicate effectively, both orally and in writing; maintain detailed and accurate records; prepare clear and concise written reports; train others to perform departmentrelated administrative duties; establish and maintain good working relationships with those contacted in the course of the work. ============================================================

3. Differentiate between any four of the following: (a) Open office and Private office Solution: 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. The greatest drawbacks of open offices are absence of privacy and impersonal atmospphere.

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Private Office Private offices denote small rooms separated from similar other rooms. In private office, small group of staff sit in a small room, which may be constructed by using pucca walls, or a part of open office converted into cubicles through partitions. These are allotted to top executives and important persons in the management like managing director, general manager and departmental managers. Private office ensures greater privacy in work and create personal atmosphere in work. These are also uneconomical and create a stale of decentralization. ============================================================

(b) System software and Application software Solution: System Software The programs and the file that comprises the operating system are called system software. These files include configuration files, system preferences, system services, libraries of functions and the drivers for the hardware installed on the computer. The computer programs in system software include compilers, system utilities, assemblers, debuggers and file management tools. Once you install the operating system, the system software is also installed. Program such Software update or Windows update can be used to update the system software. However, the end user does not run the system software. For example, while using the web browser, you dont need to use the assembler program. System software is also called low-level software as it runs at most basic level of the computer. It just creates a graphical user interface thorough which the user can interact with hardware with the help of operating system. System software just runs at the back so you dont need to bother about it. The system software provides an environment to run application software and it controls the computer as well as the applications installed on the machine. Application software The subclass of a computer program which utilizes the capabilities of computer is called application software. Application here means the application software and the implementation. The example of application software programs includes media players, spreadsheets and word processors. When multiple applications are packaged together then it is called application suite. There is a common user interface in each application suite which makes it easier for the user to learn different applications. In some cases, such as Microsoft Office, the various application programs have the ability to interact with each other. This facility is very handy

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for the user. For example, a user can embed the spreadsheet in a word processor using the application software. Application software cannot run without the presence of system software. ============================================================ (c) Horizontal Filing and Vertical Filing Solution: Horizontal Filing In horizontal filing, documents are placed in a horizontal position, one on the top of another in order of date and the latest document is kept on the top. The best example of horizontal filing is flat filings and arch lever filing. Horizontal filing has the following advantages: (a) This system of filing is simple and any one can understand this easily. (b) The papers are kept in order in which they have been filingd and these letters are punched and put through a metal hinge so that it cannot be misplaced. (c) This system facilitates speedy reference of letters because here letters are placed according to dates of receipts. (d) This system requires less space because the filings are kept one over the other. (e) This method is economical to operate. Vertical Filing The vertical filing is a common and preferred choice for many office employees and business owners. The advantages of a vertical filing are that it takes up a minimal amount of room when filing drawers are closed, and it is very cost effective. Small vertical filing s fit neatly under some office furniture, and their presence blends nicely into the office setting. The disadvantage of a vertical filing is that drawer opening requires a fair amount of depth, and space must be fully allocated to get to the back end of a vertical filing. Also uneven weight distribution on the top shelves may cause the filing to tip if the top shelf is fully extended, and the bottom shelve(s) are not adequately loaded. Vertical s should not be stacked on top of one another. Most modern office oriented vertical filing s in the US are manufactured in two, three, four, and five drawer versions in depths of 25, 26 1/2, and 28 inches. s are designed for either standard size paper, or for legal size paper. The drawers are typically supported on a threemember suspension system that allows the drawer to be fully extended for complete access. Most vertical filing s are 2 or 4 drawer, but 3 drawer versions can double as a convenient work area when closed. Most vertical filing drawers are designed to accept hanging filing folders as these have come to dominate the way most users store information. Some filings still have a "follower block" in each drawer. This is a device that adjusts the apparent depth of the drawer interior so that filings are kept upright in the drawer. At one time, most filing was done with manila folders rather than hanging filings and the follower block was more common than it is today.

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(d) Mail and E-Mail Solution: Mail Mail, or post, is a system for transporting letters and other tangible objects: written documents, typically enclosed in envelopes, and also small packages are delivered to destinations around the world. Anything sent through the postal system is called mail or post. In principle, a postal service can be private or public. Governments often place restrictions on private postal delivery systems. Since the mid-19th century national postal systems have generally been established as government monopolies with a fee on the article prepaid. Proof of payment is often in the form of adhesive postage stamps, but postage meters are also used for bulk mailing. Postal authorities often have functions other than transporting letters. In some countries, a Postal Telegraph and Telephone (PTT) service oversees the postal system as well as having authority over telephone and telegraph systems. Some countries' postal systems allow for savings accounts and handle applications for passports. E-Mail Electronic mail, commonly known as email or e-mail, is a method of exchanging digital messages from an author to one or more recipients. Modern email operates across the Internet or other computer networks. Some early email systems required that the author and the recipient both be online at the same time, in common with instant messaging. Today's email systems are based on a store-and-forward model. Email servers accept, forward, deliver and store messages. Neither the users nor their computers are required to be online simultaneously; they need connect only briefly, typically to an email server, for as long as it takes to send or receive messages. An email message consists of three components, the message envelope, the message header, and the message body. The message header contains control information, including, minimally, an originator's email address and one or more recipient addresses. Usually descriptive information is also added, such as a subject header field and a message submission date/time stamp. ============================================================

(e) Data and Information(4 5) Solution: The interchange of the words data and information is widespread, but M150 should help you to develop a clearer understanding of the differences between the two. Data Facts, statistics used for reference or analysis. Numbers, characters, symbols, images etc., which can be processed by a computer. Data must be interpreted, by a human or machine, to derive meaning

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"Data is a representation of information" * Latin 'datum' meaning "that which is given" Data plural, datum singular (M150 adopts the general use of data as singular. Not everyone agrees.) Information Knowledge derived from study, experience (by the senses), or instruction. Communication of intelligence. "Information is any kind of knowledge that is exchangeable amongst people, about things, facts, concepts, etc., in some context." "Information is interpreted data" ============================================================ 4. Briefly comment on any four of the following: (a) A system is a planned way of doing a particular work. Solution: Yes ============================================================

(b) Centralized filing ensures more efficient office service than departmental filing. Solution: Yes Because of the following the reasons.

Responsibility is easily placed. Effective use of equipment, supplies and space. All related data kept together. Reduces duplication. Uniform service provided to all users. Improved security.

The difficulties involved in Centralized filing can be avoided by departmental filing. But the disadvantages of this arrangement are as follows (a) There is needless duplication of equipment and work; more staff has to be engaged hence it proves to be more costly. (b) There is very little scope for socialization as each filing clerk has to do various operations. (c) Standardization of filing work is not possible when each department has its own system and method of filing. (d) There will be difficulty in filing the documents which concern more than one department. ============================================================

(c) The term correspondence refers to reports and circulars only. Solution: No, The Correspondence has wide meaning stated below

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Correspondence may refer to: In general usage, non-concurrent, remote communication between people, including letters, email, newsgroups, Internet forums, blogs Correspondence theory of truth (philosophy), a theory in epistemology Correspondence principle (physics), that theories must agree with experimental evidence Correspondence (theology), the relationship between spiritual and physical realities Correspondence (mathematics), several related meanings Correspondence analysis, a multivariate statistical technique Correspondence problem (computer vision), finding depth information in stereography Regular sound correspondence (linguistics), see Comparative method Correspondence rules (quantum mechanics) Correspondence chess played between different geographical locations Correspondence course, a distant education method Correspondence (album), a 1983 studio album by singer and musician Peter Godwin ============================================================

(d) By storing the information in the computer, paper work in the offices may be reduced. Solution: Yes Because A paperless office is a work environment in which the use of paper is eliminated or greatly reduced. This is done by converting documents and other papers into digital form. Proponents claim that "going paperless" can save money, boost productivity, save space, make documentation and information sharing easier, keep personal information more secure, and help the environment. The concept can also be extended to communications outside the office. ============================================================

(e) Office work makes direct contribution to the achievement of organizational objectives. (4 5) Solution: Yes As office work is primarily concerned with paper Work, it has been said by some that office work is unproductive. Office work is not unproductive but productive because in its absence the production and distribution would not have taken place. It is productive because: It provides a linkage between the company and the shareholders. It is a tool for managerial control. It acts as a social institution as it establishes linkage of the business unit with the government agencies and the public as a whole. It acts as a communication channel As office plays a vital role in discharging a number of functions it is a wrong notion to say that office work is unproductive.

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============================================================ 5. Write short notes on any four of the following: (a) File Cover Solution: File Covers are functional. They are also plain, beige and relatively nondescript. In a professional office, manila files Covers work well. At home, colorful file Covers add personality to a work space. Adding decorative paper to file Covers dresses them up and gives them personality. With the wide array of papers available to choose from, you can decorate the files to reflect your own personal style. You can coordinate them with the look of your office, or style each one to reflect its contents. For instance you can use car-themed paper for your car Cover. A set of decorated file Covers also makes a great gift for a student or someone who just moved into their first place.

============================================================ (b) Office layout Solution: Office layout deals with the design and set up of an office. It takes into account all the accessories and equipment needed in an office. Employees are more productive when the design and layout of an office coincide with their working needs. The layout of an office should be constructed so that employees are able to function efficiently and effectively. Their desks and computers should be designed and installed so that they can sit comfortably and not incur any injuries because of bad posture. This facet deals with ergonomics. ============================================================ (c) Record Manual Solution: The purpose of this manual is to help local agencies protect their essential records information from damage, loss, or theft. First, the manual helps you: Define your essential records and protect them. Conduct a risk analysis. Reduce the chances of a records damage, loss or theft. Produce a Records Disaster Recovery Plan. Second, when a disaster does occur, the manual: Guides you through a disaster and provides recovery options. Serves as a technical and self-help guide. The following basic concepts are listed in summary form. They will be described in greater detail in Parts I, II, and III and in the appendixes. A. Public Records: The term Public Records applies to any paper, correspondence, form, bound volume, film, magnetic record, drawing, or other document, regardless of media, that has been created or received by any state or local government agency during the course of public business (RCW 40.14.010).

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B. Records management: Records are public property. Like any asset, they must be managed efficiently and prudently over their life cycle. Records management includes authorities, responsibilities and procedures for managing an agencys records and information. Practicing good records management can dramatically reduce the impact of a disaster and the response and recovery efforts. C. Essential Records: Essential records, sometimes called vital records, are the records necessary for the continuity of operations during and following a disaster. ============================================================ (d) Centralized Storage Solution: Centralized storage allows for the consolidation of storage resources, whether at the file level or block level. This allows for an efficient use of storage since all servers can access the same pool of storage space. Management and backup of the storage data is also easier since it is centralized and viewed as a single storage space. Benefits of Centralized storage Manageability Efficient use of storage resources Scalable storage High performance

============================================================ (e) Office Committees (4 5) Solution: The Office Committee is a voluntary organization formed to establish uniform terms of book supplies to libraries, and to ensure a fair working margin to booksellers and an efficient service to the libraries. The Committee meets at regular intervals and after taking into consideration the fluctuations in the currency rates decides on the rates of conversion governing sale of books and periodicals. These rates are widely circulated amongst the libraries all over India either directly or through booksellers. This helped to dispense with the need for the cumbersome procedure of inviting tenders for a diverse product like Books. Is has not only facilitated procurement of books by libraries but has also helped book lovers and others to meet their requirement of books smoothly. ================================================================= ================================================================= =================================================================