MODEL ANSWERS AND SCHEME OF VALUATION

9CP63 MODERN OFFICE MANAGEMENT

3 HOURS
100 MARKS

NOV/DEC 2014

1 a. I) office. Ii) Noise iii) Layout iv) Numerical

1*5=5marks

v) Office forms.

b. For explaining about private office its need and

importance.
3 marks
2 a. For defining office A place from where clerical operations
are performed or a place from where business is carried on.
3 marks
b. Importance of Office(i) It contributes to efficient and economical operations of a
business
(ii) It gathers
organisation.
(iii)
It
1*3=3marks

information

stores

from

within

information

and outside

the

about

business.

be

explained.

c .Functions of the office.

I) Receiving and giving of information.
ii) Arranging and giving of information.
iii)Recording of information.
iv)Retention of records.
v) Computation of records>
vi)Maintenance of Assets and stationary
All
the
above
1.5*6=9 marks

points

are

to

3. a) office management is defined as Getting things through

and by people by the office manager by use of material
,machine,
methods
and
procedures
efficiently
and
economically.
3marks
b) Functions of office management. Planning of office activities,
Organising, Staffing, Directing, Motivation, Communication and
control of office activities.
Each
function
1*6=marks.

is

to

be

explained.

c) Functions of Office Manager.

i) Planning of office activities as per the goals.
ii) Organising the activities logically.
iii) Selecting staff for efficient performance.
iv) Motivation of staff.
v) Communication of office activities.
vi)
1*6=6marks

Co-ordination

and

control.

4 a) Office organisation is creation and bringing together all the

required factors for performance of office activities. Defining
official relationships and responsibilities to ensure smooth and
efficient performance of office work
3marks
b) Types of Organisations. (i) Line or military organisation. (ii)
Functional organisation.(iii) Line and staff organisation.
For
explaining
2*3=6 marks.

each

type

2marks

c) For three differences between Line and Staff organisation

3*2=6 marks

5. a) Office Accommodation- A place where office furniture,

machines, men are logically placed to perform office activities
most efficiently.
3marks
b) Factors to be consideredi) Sufficient floor space .ii) Proper lighting and ventilation.iii)
Transport and communication .iv) Amenities and conveniences
of the staff. v)Number of departments and sections. vi) Number
of office staff machines and furniture.
For
1.5*6=9marks

explaining

each

point

c) Office layout refers to proper arrangement of office

furniture ,machines and men in a sequential order towards an
efficient performance of office work.
3marks.
6.a) Factors influencing the selection of furnitureCost ,
Usefulness, Suitability, adaptability, Design ,Price, Durability
,Space saving, Fire risk and appearance ,Weight, comfort,
safety and finish.
For
9 marks.

explaining

the

points---

b) Open office-A practice of accommodating more number of

operations under one roof with minimum partitions. It is
suitable where no confidential matters are discussed.
Three advantages. More employees under one roof. Space
saving and Economy. Positive motivation among employees.
3+3=6marks.
7.a) Office Environment refers to the physical conditions in
which the office staff are allowed to perform their functions
Factors like office location , office building, office layout,
lighting ,ventilation, furniture, interior decoration, sanitation

cleanliness,
3marks.

and

noise

control

form

office

environment.

b) Physical factors influencing office environment are

Availability of office space ,number of staff, type of furniture,
lighting, ventilation, interior decoration, sanitation , cleanliness,
location and appearance.
For
explaining
1*9=9 marks.

the

above

factors

c) Noise is unpleasant sound it disturbs the working of the

employees and bears a negative impact on the efficiency of
the staff. Therefore the source of the noise is to be identified
and measures to control noise is to be taken.
3 marks.
8 a) Records refer to the data stored in files, they are
maintained for future reference and planning & control of office
activities continuously.
3marks.
b) Filing is referred to as systematic arrangement of keeping
business correspondence and records so that they may be
traced and delivered as quickly as possible to take business
decisions.
3marks.
c)methods of filingAncient methodsguard book filing, spike
filing ,pigeon hole filing ,box filing.
Modern methods of filing--- horizontal methods and vertical
methods .electronic devices of filing.
For
explaining
9marks.

the

above

methods

9. a) Methods of classification of records,-- Alphabetical

classification,
Numerical
classification,
Alphanumerical
classification,
Geographical
classification,
Chronological
classification, Subject wise classification.

For
explaining
1.5*6=9 marks.

the

above

methods

b) A form is piece of paper prepared in advance in which

information is inserted in a predetermined style.
It saves time and energy in collecting information.
It serves as a tool in receiving and giving information.
It
helps
in
3+3=6marks .

storing

and

presenting

information.

10, a) Office Automation refers to minimum use of manpower

and maximum use of machines in the performance of office
activities.
3marks.
b) Office machines includeComputers, printers ,duplicating
machines, franking machines, intercom equipments, calculators
notes checking and counting machines, UPS ,Generators.
For
6marks .

explanation

c) Natural lighting is sunlight, it is free and will not affect the

employees even if they work for long hours.
Artificial lighting is purchased and provideddifferent sources
of power like hydroelectricity, solar power, etc working for long
hours will cause eye strain, it is costly and it is dependable on
others for supply.
6marks.

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