46 Questions
What is the primary function of an office?
A place of work for many types of workers.
What is the purpose of searching for information in an office setting?
To gather facts or data that can be summarized or organized into meaningful form.
What is an example of processing information in an office?
Keyboarding, editing, and proofreading.
What is the benefit of an intranet in an office?
It aids in sharing and communicating information within an organization.
What is the role of middle management in an organization?
They direct day-to-day activities.
What is an alternative office arrangement?
Telecommuting or working from a remote location.
What is the purpose of an organization chart?
It shows the structure of a company.
What is an example of handling information in an office?
Writing a policy for sales returns.
What is the global impact of the Internet on business?
It creates a global business community.
What is the purpose of annual reports and company mission statements?
They provide resources for learning and guidance.
What is an example of an operation in an information system?
Viewing a list of out-of-stock items from an inventory database
What is an example of input in an information system?
Entering data into the system
What is an example of distribution in an information system?
Sending information to the appropriate people
What is another term for Personal Computers?
Desktop variety
What is an example of Electronic Imaging?
Converting paper documents to pictures
What is an example of a handheld computer?
Personal Digital Assistant (PDA)
What is Electronic Mail (Email) an example of?
A type of distribution in an information system
What is the purpose of printing labels and brochures in an information system?
For a customer mailing
What is the primary function of utility software?
to scan and disable viruses, compress files, boost performance, recover lost files, repair disks, troubleshoot, protect, and back up data
What type of software is used for creating and editing documents?
Word Processing
What is the main purpose of database management software?
Records creation and maintenance, records updating and editing, data querying, report creation
What is the function of fiber-optic cables?
To link computers to other types of hardware
What type of software is used for designing and creating visual content?
Graphics and Design
What is the primary function of operating system software?
Controls the operation of the computer and communicates with devices such as printers
What type of software is used for managing networks?
Network
What is the primary function of spreadsheet software?
Number calculations using formulas, sorting, charts, and 'what-if' analyses
What type of software is used for managing finances?
Finance
What type of software is used for browsing the internet?
Browsers
What is the key area of employment that involves producing written documents using software and computers?
Word Processing
What is the term for organizing, analyzing, and summarizing data, and presenting information in a useful way?
Data Processing
What is the process of combining the efforts of two or more people to achieve a goal, and what is especially important for remote teams?
Responsible Teamwork, Communication
What is the key area of employment that involves establishing and maintaining high standards in how work is done, and what is the benefit of this approach?
Total Quality Management, Continuous Improvement
What is the term for being alert to ways of working more productively, and what is the benefit of this approach?
Continuous Improvement, Higher Productivity
What is the key area of employment that involves creating schedules and meeting deadlines, and what is the benefit of this approach?
Managing and Communicating, Higher Productivity
What is the term for honesty and fairness in business dealings, and what is the benefit of this approach?
Ethical Standards, Higher Customer Satisfaction
What is the term for the process of organizing, maintaining, and processing data, and what is the benefit of this approach?
Information Management, Higher Productivity
What is the term for the goals of a company, and what is the benefit of achieving these goals?
Company Goals, Higher Profits
What is the term for the importance of working with others to achieve a goal, and what is the benefit of this approach?
Responsible Teamwork, Higher Productivity
What is the primary function of transmission carriers?
To sell entries to the internet.
What is the advantage of using laser light to transmit data?
It transmits efficiently at very high speeds over long distances.
What type of cable is used to link computers in a LAN?
Twisted-pair Cable
Why is it important to maintain transmission carriers' systems?
To prevent loss of data.
What is the benefit of using fiber optic cables?
They are not affected by electrical interference.
What is the role of Internet Service Providers (ISPs)?
They sell entries to the internet.
What is the significance of local area networks (LANs)?
They link computers that are close to each other.
What is the importance of proper maintenance of transmission carriers' systems?
To work well, the systems must always be properly maintained.
Study Notes
Office Activities
- An office is a place of work for various types of workers, including companies, professionals, and organizations.
- Key office activities include:
- Searching for information (accessing databases, intranet, or the Internet, inquiring of persons, using reference manuals and books)
- Processing information (keyboarding, editing, proofreading, photocopying, and reviewing communications)
- Communicating information (answering telephone calls, responding to inquiries, delivering presentations, and giving instructions)
- Creating/analyzing information (composing memos, letters, and reports, organizing and interpreting data, making decisions based on information studied)
- Managing information (maintaining calendars, databases, and files, financial records, and learning from resources)
Technology in Offices
- Technology is used by all office workers, aiding in sharing and communicating information within organizations.
- The Internet creates a global business community, allowing many workers to telecommute from alternative offices.
- Intranets aid in sharing and communicating information within organizations.
Key Office Activities
- Creating and analyzing information involves composing memos, letters, and reports, organizing and interpreting data, and making decisions based on information studied.
- Managing information involves maintaining calendars, databases, and files, financial records, and learning from resources.
- Communicating information involves answering telephone calls, responding to inquiries, delivering presentations, and giving instructions.
Alternative Offices
- A virtual office allows workers to perform activities away from a traditional office setting.
- Alternative offices include telecommuting from home or other remote locations.
Employment Overview
- The U.S. Department of Labor employment projections indicate growth in certain fields.
- Word processing, data processing, information management, and communication are essential skills for office workers.
Issues Affecting Success
- Total quality management involves establishing and maintaining high standards in how work is done.
- Continuous improvement involves being alert to ways of working more productively and involves all company personnel.
- Customer satisfaction is a key focus in many organizations, essential for long-term success.
- Ethical standards require honesty and fairness in business dealings and are often stated in a code of ethics or conduct.
Developing Office Competencies
- Responsible teamwork involves combining the efforts of two or more people to achieve a goal, with communication being especially important.
- Developing office competencies involves being a reliable, productive, and cooperative team member.
Information Technologies
- Common information technologies found in offices include computers, personal digital assistants, electronic mail, electronic imaging, and utility software.
- Software types include:
- Word processing (document creation and editing, spelling and grammar checking, merging of text, data, and graphics)
- Database management (records creation and maintenance, records updating and editing, data querying, report creation)
- Desktop publishing (page composition, use of features such as type style and fonts to produce high-quality documents)
- Spreadsheet (number calculations using formulas, sorting, charts, and "what-if" analyses)
- Utility (scanning and disabling viruses, compressing files, boosting performance, recovering lost files, and troubleshooting)
Networks
- Local area networks (LANs) link computers to other devices, not affected by electrical interference.
- Transmission carriers, such as twisted-pair cables and fiber-optic cables, are used to link computers in a LAN.
- Internet service providers sell entries to the internet, allowing companies to access the global network.
Maintenance
- To work well, the systems of companies must always be properly maintained.
- Failure to maintain could result in loss of data.
This quiz covers the basics of searching for information in a business setting, including accessing databases, intranet, and the Internet, as well as inquiring of persons within and outside the company.
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