AOM - 01, IGNOU Solved Assignment
TUTOR MARKED ASSIGNMENT
Course Code : AOM-01
Course Title : Office Organisation and Management
Assignment Code : AOM-01/TMA/2017-18
Coverage : All Blocks
Maximum Marks : 100
Attempt all questions.
1. What are the purposes for which written external communication is conducted? What are the advantages of written communication? (20)
2. Discuss the various types of calculating machines used to modern organizations for the computation work. What are their common advantages? (20)
3. Briefly comment on the following:
a) Poor working conditions cause mental strain.
b) There is no standard size for the executive desk or table.
c) Decentralized filing is relatively more economical than centralized filing.
d) Given a set of possible decisions, a decision-maker will select one on the basis of the information at hand. (5X4)
4. Write short notes on the following:
a) Signals
b) Self-Indexing
c) Office manual
d) Flow chart (5X4)
5. Distinguish between the following
a) Strip Index and visible card Index
b) Guides and signals
c) Copying and duplicating machines
d) Horizontal communication or vertical communication (5X4)
***********#############************
1. What are the purposes for which written external communication is conducted? What are the advantages of written communication? (20)
Ans.
Purposes of written external communication:-
1. Community relations: Every business organization has to maintain a relation with the common people of the society so as to achieve the organizational goals. External communication helps to keep a link with the people.
2. Collection of information: The main objective of external communication is to collect the information from outside the organization.
3. Contracts with customers: Every organization should know the taste, liking and disliking of its customers to increase the sale of its products or services. So, external communication is necessary to contract with customers.
4. Relations with suppliers: Every organization has many suppliers form that it collects raw material or finished goods to run the business. So there must be a good relation between the firm and its suppliers.
5. Relation with financial institutions: One of the most important objectives of external communication is to keep a link with banks, insurance and other financial institutions.
6. Relation with government: Every organization should obey the rules and regulations of the government. So, through external communication it can keep the relation with government agencies.
7. Shareholder relation: Shareholders are the owners of the company. The board of directors is liable to inform all the business affairs to the shareholders. External communication is a must in this regard.
8. Others: (a) to keep the relation with regulatory bodies (b) To keep the images of the company (c) To keep the international relations etc.
Advantages of written communication:-
Accurate and Precise: Written Communication s more accurate and precise because it is open to verification and its authenticity can be easily challenged. Written communication is usually formulated with due care. The writer is to give serious thought to his ideas and to organize them in a precise form. He is to be accurate and
factual. Therefore, written communication insists on greater accuracy and precision.
Clear Understanding: In Written Communication the receiver gets the opportunity of reading the message again and again till he properly understands it. Besides, there is less possibility of losing or missing any part of the message. In Oral Communication the receiver cannot request for its repetition if he fails to understand messages. So, written communication gives a clear and complete understanding of the message as receiver can read it repeatedly.
Permanent Record: Written Communication acts as a permanent record of the organization and can prove very useful for future reference. For instance, previous orders and decision can serve as guidelines for future decision. Previous years’ reports are fund beneficial for formulating new polices and fixing current targets. The content of written communication is accepted as evidence in case of any litigation.
Legal Document: Written Communication (message) is acceptable as a legal document. For this reason, executives often write down oral decision as it can be legally enforced.
Wide Range of Access: Written Communication has wide range of access to the receivers (readers) as the communication media have become very fast. If the sender and the receiver are far away from each other, written communication between them.
Delegation of Authority: It is easier to assign responsibility and to delegate authority among the employees through written communication. From written message the employees can better understand their span of activities, extent of authority and the area of responsibility.
Wide Application in Some Areas: Written Communication plays vital role in some specific areas where other modes of communications are not effective at all. Organizational policies, objectives, rules and regulations, mission, directions, motivations, production methods, areas of responsibility of each employee etc. are always kept in written form. In these aforementioned areas no other type of communication is effective as it is.
Less Possibility of Distortion: In oral communication the receiver may lose some points at the time of speech. But in case of written communication, the probability of distortion is very low because here the content of the message is written.
Creating Confidence: Written Communication crates confidence in the minds of people concerned with the message because it is permanent in nature. And this confidence raises morale and motivates people to act in full swing.
2. Discuss the various types of calculating machines used to modern organizations for the computation work. What are their common advantages? (20)
Ans.
One of the most tedious jobs in office is arithmetical calculations for various types of jobs. Not merely the accounts staff but other members of the staff also have to do calculations frequently. Even a salesman at the shop counter has to do it. This vexatious job can be easily done by calculating machines. A calculating machine does additions and subtractions as well as multiplications and divisions by pressing
respective keys. In fact, multiplication by some number means so many times additions and division by some number means subtraction by so many times. Now-a-days percentage calculation or conversion of one unit to another, square-roots, cube-roots, etc. are also possible by machine. Such machines are called versatile type of calculators. Calculating machines are of different types. They can be hand-operated or electrically operated. The latest revolutionary discovery is the use of electronics in calculating machines, making the whole process absolutely simple. Such machines are of mini size and can be slipped into pockets. However, according to method of operations, calculating machines are divided into five types:
(1) Printing (2) Key-driven (3) Rotary (4) Automatic (or electric) and (5) Electronic.
The last variety is becoming increasingly popular for personal use. But for heavy office work automatic or electric calculators are preferred.
Electronic Calculators of Two Types:
Full-bank and simplified keyboard types. Calculations are done in split-second speed. The figures are displayed on a small screen, i. e. a cathode-ray tube as found in a television set. Some machines are equipped with a memory device by which a quotient, in a multiplication or a division process, is stored until its use is over. Such machines are used in different departments of an office for different calculations—making out invoices, keeping inventory, construction and engineering calculations, all types of accounting and costing work, etc.
Advantages:
(1) Time-consuming and vexatious (if not irritating) arithmetical calculations are done at an unbelievably fast speed reducing much time.
(2) Machines are portable and even pocket size machines are available for convenience.
(3) Calculations are not only prompt but absolutely accurate which may not be possible by mental process.
(4) Generally the method of operation is very simple and adaptable to ordinary people.
(5) As it performs various kinds of calculations apart from addition, subtraction, multiplication, and division, the machines can be used for various types of commercial, industrial, and financial calculations.
(6) Very large figures, consisting of 20 or more digits can be calculated unmistakably at a fast speed, which may take a very long time by mental calculations with every chance of mistake.
(7) The operating cost is negligible
(8) The machines (particularly electronic calculators) are totally noiseless.
Adding-listing Machine:
This type of machine is an improvement on ordinary calculating machine. As the calculating is going on, a printed record is prepared simultaneously on a strip of paper. This is called the ‘tally roll’. Not only figures but different codes and symbols can also be printed which can be further analyzed and processed. The list also shows batch and grand totals.
Advantages:
(a) The list can be preserved as record and further uses
(b) There is an automatic checking whether calculating has been correctly done,
(c) Even a less efficient operator can operate the calculating machine more confidently (because of the checking).
3. Briefly comment on the following:
a) Poor working conditions cause mental strain.
b) There is no standard size for the executive desk or table.
c) Decentralized filing is relatively more economical than centralized filing.
d) Given a set of possible decisions, a decision-maker will select one on the basis of the information at hand. (5X4)
a) Poor working conditions cause mental strain.
Ans. Employees generally prefer to work in a comfortable work environment. They are more productive when the working conditions are pleasant and satisfactory. Over the years enlightened managers have realized the importance of providing congenial working conditions to the employees. Office work is mostly mental work which is repetitive and monotonous. It requires greater concentration of mind and free from distractions. Poor working conditions cause mental strain. As a result, efficiency of work and the quality of performance suffer and employee’s moral tends to be low. It is therefore the duty of the office manager to provide an environment which is comfortable and conducive to efficiency of work. It depends various factors such as office accommodation, location and layout etc.
b) There is no standard size for the executive desk or table.
Ans. Generally executive furniture is made in accordance with the taste of the concerned executive and is mostly made for appearance. The main purpose is to attract and impress the visitors with the prestige and importance of the person using it. This furniture is generally of superior quality and is used in more important private offices and organizations. There is no standard size for the executive desk or table because this depends upon the status and designation of the concerned executive and the size of the office room.
c) Decentralized filing is relatively more economical than centralized filing.
Ans. Though decentralized filing has some limitations as compared to centralized filing, i.e., on the basis of specialized staff, uniformity, office cost, duplication of records etc. but it is more economical than the centralized filing. Because, in case of decentralized filing there are different sections of the organization which maintain and records their own files. They keep their files in their own security and never become dependent upon a separate department. Decentralized filing is easy and quick on the basis of reference as compared to centralized filing. The most important thing in case of decentralized filing is that, secrecy of the concerned department can be maintained in this case which is quite impossible in case of centralized filing. Also training of juniors can be possible in decentralized filing while it can’t be possible in case of centralized filing.
d) Given a set of possible decisions, a decision-maker will select one on the basis of the information at hand.
Ans. In the decision framework, there could be decision making under certainty where we assume existence of perfect information regarding outcomes. In decision making under certainty we assume only knowledge of possible outcomes but no information as to probabilities. In decision theory, the value of information is the value of the change in decision behavior caused because of availability of information less the cost of obtaining the information. Given a set of possible decisions, a decision- maker will select one on the basis of the information at hand. However, if a new set of information changes the decision, then the value of the new information is the difference in value between the outcomes of the old decision and that of the new decision, less the cost of obtaining new information. The value of perfect information can be computed as the difference between the ‘optimal’ policy without perfect information and the ‘idea optimal’ policy with perfect information.
4. Write short notes on the following:
a) Signals
b) Self-Indexing
c) Office manual
d) Flow chart(5X4)
a) Signals
Ans. Signal is a guide to location of papers. It may be in the form of plastic tab or adhesive material which is attached to the exposed edge of records. A signal may be very small in size or large enough to write a brief description of the records to which it is attached. Some types of signals have space for writing some descriptive matters too. The purpose of signal may be served by its shape, colour or position along the edge of the folder, card or sheet. The location of a particular folder, record card, ledger folio, statement of account etc. becomes easier and quicker by attaching signals. The signals may also be used to indicate some temporary significance of papers filed e.g. certain signals can be attached to the customer’s accounts so as to show the over dues recoverable or stoppage of the normal credit facility.
b) Self-Indexing
Ans. Self-indexing is a concept developed for indexing arbitrary strings. It has been enormously successful to reduce the size of the large indexes typically used on strings, namely suffix trees and arrays. Self-indexes represent a string in a space closes to its compressed size and provides indexed searching on it. On natural
language, a compressed inverted index over the compressed text already provides a reasonable alternative, in space and time, for indexed searching of words and phrases. There are several challenges involved, such as dealing with a very large alphabet and detaching searchable content from non-searchable presentation aspects in the text. As a result, the self-index requires space very close to that of the best word based compressors, and that it obtains better search time than inverted indexes ( using the same overall space) when searching for phrases.
c) Office manual
Ans. The office system, when it takes the shape of a book, is called office manual. The office manual contains the details of the work to be done in the office and other particulars of the concern. Generally, it will be helpful to the employees (especially new-comers) to understand the work without any delay. The office manual contains all the details of the whole office work. If a new man is appointed to do a particular job, he has to know the details relating to the job to be performed. Therefore, it would be enough to give instructions which are necessary for his job. This can be copied from the office manual and handed over to the person. These written instructions as to the job to be performed can also be called as a Duty List. This is common in government offices. If office employees are supplied with copies of the office manual, they do not have to approach their superiors again and again for necessary guidance, instructions and decisions; they do not, therefore, cause any interruption of work, nor waste their own time and the time of the executives.
d) Flow chart
Ans. With a view to overcoming the difficulties in the flow of work, flow charts are used. A flow chart shows the actual flow of work in an office. The basic purpose of preparing flow charts is to ascertain whether the flow of work is ideal or there is scope for improvement. Generally there are three kinds of flow charts used in an office. These are:-
1- Office Layout Chart
The office layout chart is meant to depict the movement of personnel and work for each office activity. In this chart, lines are drawn to show the movement of office forms and documents from point to point or operation to operation.
2- Flow Process Chart
The flow process chart is prepared to analyze office systems and procedures graphically. The ultimate aim of the flow process chart is to simplify work and, that is why it is also known as ‘work simplification chart’.
3- Management-Type Flow Chart
In this chart, each step involved in a particular procedure is described through a short sentence written horizontally. Where a large number of steps are involved, they are numbered and explanations given in the form of footnotes. The chart is read from left to right and is useful to the management for reference purposes.
5. Distinguish between the following
a) Strip Index and visible card Index
b) Guides and signals
c) Copying and duplicating machines
d) Horizontal communication or vertical communication(5X4)
a) Strip Index and visible card Index
Ans. Strip Index
Strip index is a type of visible card indexing which is used when the entries are limited to a few lines (names, addresses etc.). In every type of office, a list of the names, address and telephone numbers is to be maintained. The strip index is specially designed for this purpose. It consists of a frame into which strips of stiff paper covered by transparent plastic can be fitted. Limited lines can be written on the strip, as such short reference can be provided. Each strip is devoted to one correspondent, one file or one item. Frames fitted with strips can be fixed on the walls or arranged on a rotary stand. The strip can be protected from exposure or damage with removable transparent, celluloid or plastic window sheets.
Visible Card Index
Under this method, the cards are laid flat in transparent covers in a shallow tray or in a metal frame. Each card is fitted into metal hinges so that the edge of each card projects the width of one line beyond edge of the next card. This makes possible to read one line on each card without turning the card. The trays in which the cards are kept are fitted with a device which enables the cards to be held in that position and yet permits individual cards to be written upon, withdrawn, replaced or rearranged whenever needed. The frames or trays can be attached vertically to the metal stands or they can be put horizontally into cabinets. The trays normally contain 50 cards.
b) Guides and signals
Ans. Guides
Guide cards or special sheets serve as indicators of the place of a set of records. The tabs of the guide cards are marked alphabetically or geographically or numerically. Out-maker or out-guide cards are also used to record the where about of papers issued for use. If the whole file is sent for use by a particular officer, the out guide card or sheet is placed in the particular section of the drawer. Folders are kept behind guides in accordance with the marks on the tabs. Thus if a guide card bears the number 20 and the next card bears the number 30, it means that each guide card serves as a guide to 10 folders placed behind it.
Signals
A signal is also a guide to location of papers. It may be in the form of plastic tab or adhesive material which is attached to the exposed edge of records. A signal may be very small in size or large enough to write a brief description of records to which it is attached. Some types of signals have space for writing some descriptive matters too. The purpose of a signal may be served by its shape, colour or position along the edge of the folder, card or sheet. The location of a particular folder, record card, ledger folio, statement of account etc. becomes easier and quicker by attaching signals. The signals may also be used to indicate some temporary significance of papers filed e.g. certain signals can be attached to the customer’s account so as to show the over dues recoverable or stoppage of the normal credit facility.
c) Copying and duplicating machines
Ans. Copying Machines
Copying machines have come a long way since their 1938 invention. Today copying machines are considered to be an office staple, and have evolved into even more advanced machines that often combine printers, faxes and scanners. Advancements in copying machines technology have substantially improved not only the speed, at which copies are made, but the quality and clarity of the copies as well. They have also been fitted with encryption and security features to ensure that sensitive and confidential information is kept safe from outside sources. Copying machines however do have their share of limitations when it comes to their range of printing ability, which is where duplicating machines come in.
Duplicating Machines
Duplicating Machines provide the same print and security functions of standard copying machines but with the added bonus of allowing users to print on a broad range of forms ranging from standard documents to labels and business cards. They also provide a low cost way to print large volumes of work at an impressively low cost.
d) Horizontal communication or Vertical communication
Horizontal communication
Horizontal communication is the transmission of information between people, divisions, departments or units within the same level of organizational hierarchy. It is often referred to as ‘lateral communication’. Horizontal communication decreases misunderstanding between departments working on the same project, thereby increasing efficiency and productivity. It may result in better implementation of top level decisions because employees on lower levels are permitted to coordinate directly with each other in the implementation of the decision made at the top. Horizontal communication facilitates teamwork if a project requires tasks from
different people or departments. It may also increase job satisfaction and motivation by creating more employee empowerment in communication.
Vertical communication
Vertical communication is the communication where information or messages flows between or among the subordinates and superiors of the organization. Through upward direction of vertical communication system, the upper level management convey their suggestions, complains and recommendations to the subordinates. There is a chain of command in vertical communication system. So, a sense of discipline may be developed among the employees. Duties and responsibilities can be delegated among departments through vertical communication.
*************////////////////////**************
Course Code : AOM-01
Course Title : Office Organisation and Management
Assignment Code : AOM-01/TMA/2017-18
Coverage : All Blocks
Maximum Marks : 100
Attempt all questions.
1. What are the purposes for which written external communication is conducted? What are the advantages of written communication? (20)
2. Discuss the various types of calculating machines used to modern organizations for the computation work. What are their common advantages? (20)
3. Briefly comment on the following:
a) Poor working conditions cause mental strain.
b) There is no standard size for the executive desk or table.
c) Decentralized filing is relatively more economical than centralized filing.
d) Given a set of possible decisions, a decision-maker will select one on the basis of the information at hand. (5X4)
4. Write short notes on the following:
a) Signals
b) Self-Indexing
c) Office manual
d) Flow chart (5X4)
5. Distinguish between the following
a) Strip Index and visible card Index
b) Guides and signals
c) Copying and duplicating machines
d) Horizontal communication or vertical communication (5X4)
***********#############************
1. What are the purposes for which written external communication is conducted? What are the advantages of written communication? (20)
Ans.
Purposes of written external communication:-
1. Community relations: Every business organization has to maintain a relation with the common people of the society so as to achieve the organizational goals. External communication helps to keep a link with the people.
2. Collection of information: The main objective of external communication is to collect the information from outside the organization.
3. Contracts with customers: Every organization should know the taste, liking and disliking of its customers to increase the sale of its products or services. So, external communication is necessary to contract with customers.
4. Relations with suppliers: Every organization has many suppliers form that it collects raw material or finished goods to run the business. So there must be a good relation between the firm and its suppliers.
5. Relation with financial institutions: One of the most important objectives of external communication is to keep a link with banks, insurance and other financial institutions.
6. Relation with government: Every organization should obey the rules and regulations of the government. So, through external communication it can keep the relation with government agencies.
7. Shareholder relation: Shareholders are the owners of the company. The board of directors is liable to inform all the business affairs to the shareholders. External communication is a must in this regard.
8. Others: (a) to keep the relation with regulatory bodies (b) To keep the images of the company (c) To keep the international relations etc.
Advantages of written communication:-
Accurate and Precise: Written Communication s more accurate and precise because it is open to verification and its authenticity can be easily challenged. Written communication is usually formulated with due care. The writer is to give serious thought to his ideas and to organize them in a precise form. He is to be accurate and
factual. Therefore, written communication insists on greater accuracy and precision.
Clear Understanding: In Written Communication the receiver gets the opportunity of reading the message again and again till he properly understands it. Besides, there is less possibility of losing or missing any part of the message. In Oral Communication the receiver cannot request for its repetition if he fails to understand messages. So, written communication gives a clear and complete understanding of the message as receiver can read it repeatedly.
Permanent Record: Written Communication acts as a permanent record of the organization and can prove very useful for future reference. For instance, previous orders and decision can serve as guidelines for future decision. Previous years’ reports are fund beneficial for formulating new polices and fixing current targets. The content of written communication is accepted as evidence in case of any litigation.
Legal Document: Written Communication (message) is acceptable as a legal document. For this reason, executives often write down oral decision as it can be legally enforced.
Wide Range of Access: Written Communication has wide range of access to the receivers (readers) as the communication media have become very fast. If the sender and the receiver are far away from each other, written communication between them.
Delegation of Authority: It is easier to assign responsibility and to delegate authority among the employees through written communication. From written message the employees can better understand their span of activities, extent of authority and the area of responsibility.
Wide Application in Some Areas: Written Communication plays vital role in some specific areas where other modes of communications are not effective at all. Organizational policies, objectives, rules and regulations, mission, directions, motivations, production methods, areas of responsibility of each employee etc. are always kept in written form. In these aforementioned areas no other type of communication is effective as it is.
Less Possibility of Distortion: In oral communication the receiver may lose some points at the time of speech. But in case of written communication, the probability of distortion is very low because here the content of the message is written.
Creating Confidence: Written Communication crates confidence in the minds of people concerned with the message because it is permanent in nature. And this confidence raises morale and motivates people to act in full swing.
2. Discuss the various types of calculating machines used to modern organizations for the computation work. What are their common advantages? (20)
Ans.
One of the most tedious jobs in office is arithmetical calculations for various types of jobs. Not merely the accounts staff but other members of the staff also have to do calculations frequently. Even a salesman at the shop counter has to do it. This vexatious job can be easily done by calculating machines. A calculating machine does additions and subtractions as well as multiplications and divisions by pressing
respective keys. In fact, multiplication by some number means so many times additions and division by some number means subtraction by so many times. Now-a-days percentage calculation or conversion of one unit to another, square-roots, cube-roots, etc. are also possible by machine. Such machines are called versatile type of calculators. Calculating machines are of different types. They can be hand-operated or electrically operated. The latest revolutionary discovery is the use of electronics in calculating machines, making the whole process absolutely simple. Such machines are of mini size and can be slipped into pockets. However, according to method of operations, calculating machines are divided into five types:
(1) Printing (2) Key-driven (3) Rotary (4) Automatic (or electric) and (5) Electronic.
The last variety is becoming increasingly popular for personal use. But for heavy office work automatic or electric calculators are preferred.
Electronic Calculators of Two Types:
Full-bank and simplified keyboard types. Calculations are done in split-second speed. The figures are displayed on a small screen, i. e. a cathode-ray tube as found in a television set. Some machines are equipped with a memory device by which a quotient, in a multiplication or a division process, is stored until its use is over. Such machines are used in different departments of an office for different calculations—making out invoices, keeping inventory, construction and engineering calculations, all types of accounting and costing work, etc.
Advantages:
(1) Time-consuming and vexatious (if not irritating) arithmetical calculations are done at an unbelievably fast speed reducing much time.
(2) Machines are portable and even pocket size machines are available for convenience.
(3) Calculations are not only prompt but absolutely accurate which may not be possible by mental process.
(4) Generally the method of operation is very simple and adaptable to ordinary people.
(5) As it performs various kinds of calculations apart from addition, subtraction, multiplication, and division, the machines can be used for various types of commercial, industrial, and financial calculations.
(6) Very large figures, consisting of 20 or more digits can be calculated unmistakably at a fast speed, which may take a very long time by mental calculations with every chance of mistake.
(7) The operating cost is negligible
(8) The machines (particularly electronic calculators) are totally noiseless.
Adding-listing Machine:
This type of machine is an improvement on ordinary calculating machine. As the calculating is going on, a printed record is prepared simultaneously on a strip of paper. This is called the ‘tally roll’. Not only figures but different codes and symbols can also be printed which can be further analyzed and processed. The list also shows batch and grand totals.
Advantages:
(a) The list can be preserved as record and further uses
(b) There is an automatic checking whether calculating has been correctly done,
(c) Even a less efficient operator can operate the calculating machine more confidently (because of the checking).
3. Briefly comment on the following:
a) Poor working conditions cause mental strain.
b) There is no standard size for the executive desk or table.
c) Decentralized filing is relatively more economical than centralized filing.
d) Given a set of possible decisions, a decision-maker will select one on the basis of the information at hand. (5X4)
a) Poor working conditions cause mental strain.
Ans. Employees generally prefer to work in a comfortable work environment. They are more productive when the working conditions are pleasant and satisfactory. Over the years enlightened managers have realized the importance of providing congenial working conditions to the employees. Office work is mostly mental work which is repetitive and monotonous. It requires greater concentration of mind and free from distractions. Poor working conditions cause mental strain. As a result, efficiency of work and the quality of performance suffer and employee’s moral tends to be low. It is therefore the duty of the office manager to provide an environment which is comfortable and conducive to efficiency of work. It depends various factors such as office accommodation, location and layout etc.
b) There is no standard size for the executive desk or table.
Ans. Generally executive furniture is made in accordance with the taste of the concerned executive and is mostly made for appearance. The main purpose is to attract and impress the visitors with the prestige and importance of the person using it. This furniture is generally of superior quality and is used in more important private offices and organizations. There is no standard size for the executive desk or table because this depends upon the status and designation of the concerned executive and the size of the office room.
c) Decentralized filing is relatively more economical than centralized filing.
Ans. Though decentralized filing has some limitations as compared to centralized filing, i.e., on the basis of specialized staff, uniformity, office cost, duplication of records etc. but it is more economical than the centralized filing. Because, in case of decentralized filing there are different sections of the organization which maintain and records their own files. They keep their files in their own security and never become dependent upon a separate department. Decentralized filing is easy and quick on the basis of reference as compared to centralized filing. The most important thing in case of decentralized filing is that, secrecy of the concerned department can be maintained in this case which is quite impossible in case of centralized filing. Also training of juniors can be possible in decentralized filing while it can’t be possible in case of centralized filing.
d) Given a set of possible decisions, a decision-maker will select one on the basis of the information at hand.
Ans. In the decision framework, there could be decision making under certainty where we assume existence of perfect information regarding outcomes. In decision making under certainty we assume only knowledge of possible outcomes but no information as to probabilities. In decision theory, the value of information is the value of the change in decision behavior caused because of availability of information less the cost of obtaining the information. Given a set of possible decisions, a decision- maker will select one on the basis of the information at hand. However, if a new set of information changes the decision, then the value of the new information is the difference in value between the outcomes of the old decision and that of the new decision, less the cost of obtaining new information. The value of perfect information can be computed as the difference between the ‘optimal’ policy without perfect information and the ‘idea optimal’ policy with perfect information.
4. Write short notes on the following:
a) Signals
b) Self-Indexing
c) Office manual
d) Flow chart(5X4)
a) Signals
Ans. Signal is a guide to location of papers. It may be in the form of plastic tab or adhesive material which is attached to the exposed edge of records. A signal may be very small in size or large enough to write a brief description of the records to which it is attached. Some types of signals have space for writing some descriptive matters too. The purpose of signal may be served by its shape, colour or position along the edge of the folder, card or sheet. The location of a particular folder, record card, ledger folio, statement of account etc. becomes easier and quicker by attaching signals. The signals may also be used to indicate some temporary significance of papers filed e.g. certain signals can be attached to the customer’s accounts so as to show the over dues recoverable or stoppage of the normal credit facility.
b) Self-Indexing
Ans. Self-indexing is a concept developed for indexing arbitrary strings. It has been enormously successful to reduce the size of the large indexes typically used on strings, namely suffix trees and arrays. Self-indexes represent a string in a space closes to its compressed size and provides indexed searching on it. On natural
language, a compressed inverted index over the compressed text already provides a reasonable alternative, in space and time, for indexed searching of words and phrases. There are several challenges involved, such as dealing with a very large alphabet and detaching searchable content from non-searchable presentation aspects in the text. As a result, the self-index requires space very close to that of the best word based compressors, and that it obtains better search time than inverted indexes ( using the same overall space) when searching for phrases.
c) Office manual
Ans. The office system, when it takes the shape of a book, is called office manual. The office manual contains the details of the work to be done in the office and other particulars of the concern. Generally, it will be helpful to the employees (especially new-comers) to understand the work without any delay. The office manual contains all the details of the whole office work. If a new man is appointed to do a particular job, he has to know the details relating to the job to be performed. Therefore, it would be enough to give instructions which are necessary for his job. This can be copied from the office manual and handed over to the person. These written instructions as to the job to be performed can also be called as a Duty List. This is common in government offices. If office employees are supplied with copies of the office manual, they do not have to approach their superiors again and again for necessary guidance, instructions and decisions; they do not, therefore, cause any interruption of work, nor waste their own time and the time of the executives.
d) Flow chart
Ans. With a view to overcoming the difficulties in the flow of work, flow charts are used. A flow chart shows the actual flow of work in an office. The basic purpose of preparing flow charts is to ascertain whether the flow of work is ideal or there is scope for improvement. Generally there are three kinds of flow charts used in an office. These are:-
1- Office Layout Chart
The office layout chart is meant to depict the movement of personnel and work for each office activity. In this chart, lines are drawn to show the movement of office forms and documents from point to point or operation to operation.
2- Flow Process Chart
The flow process chart is prepared to analyze office systems and procedures graphically. The ultimate aim of the flow process chart is to simplify work and, that is why it is also known as ‘work simplification chart’.
3- Management-Type Flow Chart
In this chart, each step involved in a particular procedure is described through a short sentence written horizontally. Where a large number of steps are involved, they are numbered and explanations given in the form of footnotes. The chart is read from left to right and is useful to the management for reference purposes.
5. Distinguish between the following
a) Strip Index and visible card Index
b) Guides and signals
c) Copying and duplicating machines
d) Horizontal communication or vertical communication(5X4)
a) Strip Index and visible card Index
Ans. Strip Index
Strip index is a type of visible card indexing which is used when the entries are limited to a few lines (names, addresses etc.). In every type of office, a list of the names, address and telephone numbers is to be maintained. The strip index is specially designed for this purpose. It consists of a frame into which strips of stiff paper covered by transparent plastic can be fitted. Limited lines can be written on the strip, as such short reference can be provided. Each strip is devoted to one correspondent, one file or one item. Frames fitted with strips can be fixed on the walls or arranged on a rotary stand. The strip can be protected from exposure or damage with removable transparent, celluloid or plastic window sheets.
Visible Card Index
Under this method, the cards are laid flat in transparent covers in a shallow tray or in a metal frame. Each card is fitted into metal hinges so that the edge of each card projects the width of one line beyond edge of the next card. This makes possible to read one line on each card without turning the card. The trays in which the cards are kept are fitted with a device which enables the cards to be held in that position and yet permits individual cards to be written upon, withdrawn, replaced or rearranged whenever needed. The frames or trays can be attached vertically to the metal stands or they can be put horizontally into cabinets. The trays normally contain 50 cards.
b) Guides and signals
Ans. Guides
Guide cards or special sheets serve as indicators of the place of a set of records. The tabs of the guide cards are marked alphabetically or geographically or numerically. Out-maker or out-guide cards are also used to record the where about of papers issued for use. If the whole file is sent for use by a particular officer, the out guide card or sheet is placed in the particular section of the drawer. Folders are kept behind guides in accordance with the marks on the tabs. Thus if a guide card bears the number 20 and the next card bears the number 30, it means that each guide card serves as a guide to 10 folders placed behind it.
Signals
A signal is also a guide to location of papers. It may be in the form of plastic tab or adhesive material which is attached to the exposed edge of records. A signal may be very small in size or large enough to write a brief description of records to which it is attached. Some types of signals have space for writing some descriptive matters too. The purpose of a signal may be served by its shape, colour or position along the edge of the folder, card or sheet. The location of a particular folder, record card, ledger folio, statement of account etc. becomes easier and quicker by attaching signals. The signals may also be used to indicate some temporary significance of papers filed e.g. certain signals can be attached to the customer’s account so as to show the over dues recoverable or stoppage of the normal credit facility.
c) Copying and duplicating machines
Ans. Copying Machines
Copying machines have come a long way since their 1938 invention. Today copying machines are considered to be an office staple, and have evolved into even more advanced machines that often combine printers, faxes and scanners. Advancements in copying machines technology have substantially improved not only the speed, at which copies are made, but the quality and clarity of the copies as well. They have also been fitted with encryption and security features to ensure that sensitive and confidential information is kept safe from outside sources. Copying machines however do have their share of limitations when it comes to their range of printing ability, which is where duplicating machines come in.
Duplicating Machines
Duplicating Machines provide the same print and security functions of standard copying machines but with the added bonus of allowing users to print on a broad range of forms ranging from standard documents to labels and business cards. They also provide a low cost way to print large volumes of work at an impressively low cost.
d) Horizontal communication or Vertical communication
Horizontal communication
Horizontal communication is the transmission of information between people, divisions, departments or units within the same level of organizational hierarchy. It is often referred to as ‘lateral communication’. Horizontal communication decreases misunderstanding between departments working on the same project, thereby increasing efficiency and productivity. It may result in better implementation of top level decisions because employees on lower levels are permitted to coordinate directly with each other in the implementation of the decision made at the top. Horizontal communication facilitates teamwork if a project requires tasks from
different people or departments. It may also increase job satisfaction and motivation by creating more employee empowerment in communication.
Vertical communication
Vertical communication is the communication where information or messages flows between or among the subordinates and superiors of the organization. Through upward direction of vertical communication system, the upper level management convey their suggestions, complains and recommendations to the subordinates. There is a chain of command in vertical communication system. So, a sense of discipline may be developed among the employees. Duties and responsibilities can be delegated among departments through vertical communication.
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