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Ans 2: Communication is essential for organizational success.

Internal Communication Defined

Internal communication is the transmission of information between organizational members or

parts of the organization. It takes place across all levels and organizational units of an
organization.

Examples of Internal Communication

Organizations employ a broad range of internal communication strategies, including vertical,

horizontal, formal, and informal communication.

Features or factors or characteristics of internal communication

Internal communication should be such that it must be helpful to increase the efficiency of the
organization. So, the following factor or features should be considered in respect of internal
communication:

Clarity: Clarity means getting the meaning of messages accurately form the head of the sender
into head of the receiver. Internal communication must be clear in meaning so that the receiver of
the information can understand the subject matter of the information.

Simplicity and economy: The method or media and language of internal communication must
be simple and less expensive. So, the sender should choose the best method to communicate
internally.

Integrity: The integrity of the organization must be followed at the time of internal
communication. It should be made through proper channel as required by organizational
structure.

Attention: The receiver should give attention to the information received as quickly as
possible. Such communication must draw attention of the respective employees.

Avoidance of unnecessary information: The information of internal communication must be

concise. It should not be loaded with unnecessary information.

Informal means: Generally internal communication follows the formal rules to exchange
information. Sometimes informal organization helps to make the internal communication
effective.

Others: The information of it must be goal oriented, uniformity must be kept, and it must be
helpful to external communication, avoiding information overload, mutual understanding and
trust.

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Ans 3: Letters, circulations, bulletins, reports, voucher, contract, statement letters, etc. are the
forms of correspondence. So, filing is the process of systematic and scientific preservation of
these documents. Every organization receives and dispatches a large number of correspondences
everyday. Filing is a form of record keeping.

It is the process of arranging and storing the information in a systematic and scientific way so
that it can find out without any difficulty when required. All documents and information are
valuable for the office works for taking decisions. Filing is considered as an important function
of an office. The success and efficiency of an office depends upon presentation, safety and
rapidity available of important information and documents.

Hence, filing is the process of systematic and scientific preservation of official document for
future reference or evidence. It is putting the documents, letters etc into a file. It is a scientific
and systematic process of saving important documents for future reference. Filing is the memory
of any organization.

Types of Filing system in Office and Organization:

There are different types of filing system. Office has to adopt a filing system as per its needs. In broad
sense filing system can be categorized into two parts:

Pigeon hole filling:

An old method of filing is pigeon whole system. In this method, an almirah with several holes
which can be seen just like pigeon holes is used for filing of letters. Each hole can be labeled
with one or more alphabets or numbers as per need. Letters and records can be kept inside the
hole in accordance with the alphabetical or numerical order. It can be used for daily inward mail
of different departments. Under this filing system almirah with 24 compartments have been
used.
Advantages:

Pigeon hole filing is simple to understand and easy to operate.

It is very economical.

Paper or documents will be available quickly.

It protects documents against dust, water and insects.

Disadvantages:

It is not appropriate for large organization.

Because of small space different sizes of documents cannot be saved.

It takes time in searching the documents.

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Secrecy cannot be maintained because pigeon holes are open.

Card Board Filing:

In this card board filing system, a thick card board is used. There will be cover paper on both
sides of the cardboard. All the letters and documents will be kept inside the cardboard which will
be covered by the cover paper and duly tied with the lace or thick thread. Different types of
documents can be filed in separate cardboard files. These files can be stored in the almirah for
safety. These types of filing system are suitable for small business.
Advantages:

It is very simple and easy.

It is cheap.

It is safe because it can be placed in the almirah.

It is very compact and needs little office space.

Disadvantages:

It is not appropriate for large type of business organization.

It takes time to locate document because of lack of indexing.

There are chances of misplacement of documents.

Ans 4: Advantages:

1. Reduces carbon footprint: One of the most powerful benefits of having a paperless
environment is that it can help not just the environment but also the operation at the same time.
Having a green minded worker and entrepreneur is that they may at times feel compelled to take
their current filing cabinets, convert them into a proper digital system so that the earth is a better
place to live in. Paperless offices will always help in preserving wildlife, reducing pollution,
reducing the reliance upon the waste that is created by documents over businesses. Apart from
preserving trees, when you are working in a paperless office it will be much easier to get hold of
documents. Not just that, it will also lower the chances of losing, misplacing the documents that
contain confidential information.

2. Very easy to store: When you have a digital document management system, all the documents
shall come into the office and you can immediately scan the ones that have been stored
electronically and make it much more fast and easy to send all of them electronically to people
who really need it.

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3. Automatic audit: We have seen in the past few years that businesses have started to have very
strict rules and guidelines on the compliance and also feel the need to store and record for several
years. When you have the benefit of using a digital document management system, there shall be
no limits to kind of documents you are storing and all documents shall have a unique number
that will generate the audit trail automatically. This will also give you the ability to make all
changes to the documents and still will keep the original with the audit guidelines and
compliance.

4. Saves up time: It is no longer needed to waste any time looking at such documents. The thing
with document searches is that they can be done fast and easy and will give you result really fast.
All such documents which are stored in the same way, in an organized fashion are also easy to
retrieve at the same time!

5. Accessible: The thing with digital document management is that it will let you create such
security settings and will also give all its authorised users the right and ability to check and see
the same documents. This definitely makes things easy when you have more than one user who
wants to access the same kind of document or in cases where the company wants to use several
sites.

Disadvantages:

1. Too much dependence on technology: If most of your work is electronic, what will you do in
case your laptop stops functioning? You not just have to try and search for other ways to getting
hold of such documents but will also look up for backup options which are often hard in such
cases. In case you are dependent on the cloud, having a bad internet connection will cripple the
business- you shall not be able to get hold of these documents, nor you shall be able to make,
save any of the changes you made. In case you have a few offline documents, you can work on
them when the net is off. But when you have no paper, what are you going to do?

2. Health issues: Looking at the screen for a longer period of time could give some of your
employees an eye strain. You could stare at the screen for a very long period of time but that will
always lead to an eye strain and other health issues. Plus simply tapping away at the keyboard
could give some employees carpal tunnel syndrome which is quite dangerous too. You may offer
your employees an alternative with some tasks that are not computer based in order to finish their
tasks.

3. Dangerous for the environment: A whole chunk of printed and paper documents will be
recycled very easily. On the other hand, you will have electrical items which dont need to be
disposed off in a much smarter and effective manner otherwise dangerous chemicals shall be sent
and released to the environment and damage your health at the same time. So be very careful
when it comes to this. If you send dangerous chemicals into the environment, it could cause harm
to others.

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4. Security: Next comes in mind is security. Nowadays the biggest risk of security tends to be on
the internet. Most of the physical documents are easy to protect than these electronic files which
most of the hackers may target and also obtain in a traceable manner.

Ans 1: Office Layout

Many people spend a majority of their time at work and inside an office. The office environment
is one important factor that can affect the employee's work productivity. Therefore, office layout
is an important part of your overall business culture. A good office layout design is not only
functional, but provides comfortable work areas for your staff.

Office layout deals with the design and set up of an office. It takes into account all the
accessories and equipment needed in an office. Employees are more productive when the design
and layout of an office coincide with their working needs. The layout of an office should be
constructed so that employees are able to function efficiently and effectively.

General principles of office layout

The office manager should proceed to draw out office layout by considering objectives of office
layout. Hence, the manager should adopt the following principles.

Principles of Office Layout

1. Inter department Relationship: While allocating areas to various departments, the degree of
relationship of one department to another department is taken into consideration.

For example, production department has close relationship with purchase department and sales
department. So, the area allotted to production department is very close to both purchase
department and sales department. The office renders service to all departments. So, the office
must be located centrally.

Departments and individuals dealings with outsiders (customers and public) must be located very
nearness to entrance. Noise proof walls or partitions should be arranged for typewriters,
duplicators, computers, generators etc.

2. Flow of Work: The manager has to make the flow of work as regular as possible; a straight
line, circle or U shape. Regular flow of work minimizes the bottlenecks and easily performance
of work also.

3. Maximum Utilization of Floor Space: Space is very costly particularly in urban areas and
metropolitan cities. Hence, the available space should be properly utilized. However, every
employee should be given adequate space to ensure his health and efficiency.

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4. Space Requirements for Staff and Equipment: Congestion in the office may reduce the
efficiency of the staff. Adequate space is provided in between the desks and to allow free
movement. Number of windows, its size and its nature are also taken into consideration. Files
and stationery items are properly stored. The need of maintaining number of private offices for
management executives. Furniture and equipment must be positioned for ease in cleaning and
servicing.

5. Effective Supervision: As far as possible, employees should face the supervisor whose seat
should be placed towards the near of the working group.

6. Flexibility and Uniform Appearance of Office: The furniture and equipment used in the office
should be of uniform type to ensure greater flexibility and more uniform appearance of office.

Ans 8 b): A flowchart is a picture of the separate steps of a process in sequential order.

Elements that may be included are: sequence of actions, materials or services entering or leaving
the process (inputs and outputs), decisions that must be made, people who become involved,
time involved at each step and/or process measurements.

The process described can be anything: a manufacturing process, an administrative or service

process, a project plan. This is a generic tool that can be adapted for a wide variety of purposes.

In 1947, ASME adopted the following symbol set derived from Gilbreth's original work as the
ASME Standard for Process Charts.

Symbol Letter Description

O Operation

I Inspection

M Transport

D D Delay

S Storage

Operation: to change the physical or chemical characteristics of the material.

Inspection: to check the quality or the quantity of the material.

Move: transporting the material from one place to another.

Delay: when material cannot go to the next activity.

Storage: when the material is kept in a safe location.

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When to Use a Flowchart

To develop understanding of how a process is done.

To study a process for improvement.

To communicate to others how a process is done.

When better communication is needed between people involved with the same process.

To document a process.

When planning a project.

Flowchart Basic Procedure

Materials needed: sticky notes or cards, a large piece of flipchart paper or newsprint, marking
pens.

1. Define the process to be diagrammed. Write its title at the top of the work surface.

2. Discuss and decide on the boundaries of your process: Where or when does the process start?
Where or when does it end? Discuss and decide on the level of detail to be included in the
diagram.

3. Brainstorm the activities that take place. Write each on a card or sticky note. Sequence is not
important at this point, although thinking in sequence may help people remember all the steps.

4. Arrange the activities in proper sequence.

5. When all activities are included and everyone agrees that the sequence is correct, draw arrows
to show the flow of the process.

6. Review the flowchart with others involved in the process (workers, supervisors, suppliers,
customers) to see if they agree that the process is drawn accurately.

Ans 8 c): Data life cycle management (DLM) is a policy-based approach to managing the flow of an
information system's data throughout its life cycle: from creation and initial storage to the time when it
becomes obsolete and is deleted. DLM products automate the processes involved, typically organizing
data into separate tiers according to specified policies, and automating data migration from one tier to
another based on those criteria. As a rule, newer data, and data that must be accessed more frequently,
is stored on faster, but more expensive storage media, while less critical data is stored on cheaper, but
slower media.

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The terms data life cycle management and information life cycle management (ILM) are sometimes used
interchangeably. However, a distinction can be made between the two. According to Karen Dutch, vice-
president of product management at Fujitsu Softek, DLM products deal with general attributes of files,
such as their type, size, and age; ILM products have more complex capabilities. For example, a DLM
product would allow you to search stored data for a certain file type of a certain age, for example, while
an ILM product would let you search various types of stored files for instances of a specific piece of data,
such as a customer number.

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