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The Office
(i) Meaning and evolution of the modern office.
(ii) Functions of an office.
(iii) Office services - secretarial support, record management, distribution of mail, control of stationery, reception, operation of switchboards, duplicating and copying, etc.
(iv) Centralisation or decentralisation of office services.
(v) Departments in a large office: production; personnel; marketing; finance and accounting; secretarial.
(vi) Role of the office as an information processing centre.
(vii) Office Manager: functions and his qualities.
Office Accommodation and Environment
(i) Meaning of office accommodation.
(ii) Principles and factors involved in the selection of office site.
(iii) Office layout: meaning; purposes; principles; steps; types.
(iv) Physical factors: outline of the effects of - lighting, ventilation, noise, cleanliness, etc. on the office work.
Organising an Office
(i) Meaning and importance of organisation.
(ii) Steps in organisation of office.
(iii) Principles of organisation.
(iv) Types of organisations - line, functional, line and staff, committee.
(v) Features of the above organisation structures.
(vi) Meaning of departmentalisation.
(vii)Methods of departmentalisation (function, territory, process, production or service).
(viii)Visual presentation of - organisation; structure (organisation chart - meaning,
purpose and type of organisation charts).
Authority and Responsibility
(i) Meaning of - authority; responsibility; accountability and their inter-relationship.
(ii) Sources of authority.
(iii) Meaning of delegation.
(iv) Principles/rules of delegation of authority.
(v) Distinction between centralisation and decentralisation of authority.
(vi) Office manuals.
Office Records Management
(i) Meaning of Records Management and its essential features.
(ii) Filing - characteristics of a good filing system; classification of records for filing
(alphabetical, numerical, etc.); modern methods - vertical, horizontal, lateral and
suspension; equipment; types of files; filing routine; disposal of obsolete documents.
(iii) Indexing: importance; types - page index, card index, strip index, rotary index.
(iv) Micro-filing: merits and demerits; types – roll film, fiche, jackets, etc.
(v) Meaning of electronic filing.
Office Reprography
(i) Methods of duplicating: spirits or hectograph; stencil or mimeograph/ink; offset lithography.
(ii) Types of photocopying; reflex, diazo, electrostatic, dual spectrum etc.
(iii) Printing: considerations for the choice between in-house and outside printing; offsetprinting and letter press printing.
(iv) Typewriters: manual; electric; automatic; electronic.
Office Automation
(i) Meaning of office automation.
(ii) Merits and demerits of office automation.
(iii) Uses of - adding and listing machines; calculators; cash registers; computers.
(iv) Components of computers for processing data: input units; central processing unit;
output units; backing store.
(v) Elementary knowledge of the types of computers: main frame, mini, micro.
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