Gifty Agyapomaa Oko-adjei Slide 9 Office Routine Functions

16 Questions

What is the essence of procedures mentioned in the text?

Planning a sequence of operations

Why is it important for every employee to follow a definite track while performing an activity?

To minimize delays and errors

What is one of the contributions of procedures to office management effectiveness as mentioned in the text?

Facilitating coordination

In what way do procedures economize the use of resources according to the text?

By increasing efficiency and eliminating wasteful motions

What does every system consist of according to the text?

A network of procedures

What is the primary purpose of a pay roll system as described in the text?

To prepare payrolls and calculate wages

What is the focus of every office manager, according to the text?

Ensuring efficiency and cost minimization

What is highlighted as an important factor in improving efficiency and reducing costs in an office?

Proper training of employees

Why is having a good working environment emphasized for office staff in the text?

To ensure employee efficiency and effectiveness

What must office staff be properly equipped with, according to the text?

Modern equipment

Which factor is NOT mentioned as important for improving office efficiency and reducing costs?

Increase in staff salaries

What is the session objective mentioned in the text regarding office management?

To identify and explain the importance of office accommodation

What is crucial for employees to attain efficiency in an office?

Proper accommodation, good working environment, and proper equipment

Why are modern equipment and proper working conditions considered important for offices?

'Not in any way less important' factors in improving efficiency and reducing costs

What should be established to create a good environment for an office?

A culture of efficiency and a good working environment

What are the essential elements needed for employees to attain maximum efficiency?

Proper training, guidance, and job placement

Study Notes

University of Ghana, Department of Distance Education Diploma in Public Administration and Accounting (UGBS 043)
Session One: Introduction to Organizations
Lecturer: Mrs. Gifty Agyapomaa Oko-Adjei ([email protected])
Objective: Students will identify and explain topics for the semester, understand the concept of an organization, and discuss its characteristics, principles, types, and management.
Organization: A group of people working together under a leadership for a common goal.
Principles of Organizations:
- Objectives: Clearly defined and uniform for every part of the organization.
- Interrelated Functions: Integrated areas like sales, production, financing, marketing, and personnel.
- Definition: Duties, responsibilities, authority, and relations should be clear and defined in writing.
- Work Assignment: Assignments should match individual's strengths and interests.
- Ultimate Responsibility: Supervisors are accountable for their subordinates' actions.
Formal Organization:
- Office Routine Functions: Receiving and recording information, arranging it, communicating it, maintaining public relations, and retaining records.
- Merits of Mechanization: Improving work quality, lowering operating cost, greater efficiency, better accuracy, eliminating monotony, standardization, minimizing fraud, and interpreting facts and data.
Procedures: A planned sequence of operations for handling recurring business transactions uniformly and consistently. A system is composed of a network of procedures, such as payroll.
System Analysis: Viewing the entire organization as a master system, consisting of separate systems for selling, credit, control, accounting, and handling personnel.
Procedures contribute to office management effectiveness by providing a sequence of action, economizing resources, and facilitating coordination.

Test your knowledge of office routine functions based on the content from Slide 9 by Gifty Agyapomaa Oko-adjei. Questions cover topics such as receiving and recording information, arranging and processing information, and communicating recorded and arranged information.

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