Iloilo City Community College

Bachelor of Science in Office Administration

Course Title: OA 7- ADMINISTRATIVE OFFICE PROCEDURES AND MANAGEMENT

INSTRUCTION; PLEASE WRITE YOUR ANSWER IN A WHOLE SHEET OF YELLOW PAD.

SUBMIT YOUR PAPER ON TIME, FAILURE TO COMPLY AUTOMATICALLY ZERO

TEST I. ENUMERATION;

A. Give at least five (5) Factors that affect in Designing Forms.

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B. Enumerate the Procedures in Answering Phone Call.

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C. Give at least five ways to improve Computer Skills.

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TEST II. ESSAY;

In your OWN UNDERSTANDING explain the following; in five points each (5)

1. “Form are the basic tools of office operations”, Explain.

2. As Office Manager, how would you ensure the rational use of forms in the Office?
3. How will you describe the workplace communication?
4. How important Information Management in the work place?
5. In applying for a Job, As BSOA student what will be your edge among other applicant?

TEST III. In a separate Sheet of a Yellow Pad for (30 Points),

WRITE YOUR REFLECTION ABOUT WHAT YOU HAVE LEARNED IN OA7;

ADMINISTRATIVE OFFICE PROCEDURES AND MANAGEMENT. (In 300 words or More)

“GOOD LUCK EVERYONE”

 A. Give at least five (5) Factors that affect in Designing Forms.

Suitable for the Purpose: The primary goal of designing an office form is to make
clerical operations as simple as possible. At the same time, if a blank sheet of
paper would suffice, there will be no need to prepare or design any printed form.
As a result, forms should be created in such a way that they are appropriate for
the intended use.

Ease of Use: The forms should be made to be simple to fill out. If a typewriter is
used to fill out a form, enough space is provided according to the typewriter. A
form is also filled out with the assistance of an accounting machine or computer;
forms must be prepared properly. Furthermore, the gap between lines is correctly
provided.

Simple Form: A simple form makes it easier for the user to utilize and takes less time to
complete. Simple design entails clear column and heading titles, simple and obvious
usage instructions, and sufficient room for numbers. Furthermore, commonly requested
information should be provided on the form in a location where the reader may easily
access it.
Printing Forms Properly: Forms must be printed correctly. The type of printing,
letter style, and letter size are all determined by the form's function. Letters are
styled and sized in such a way that they are easily readable. Furthermore, the
office manager must take adequate care of the office forms in order to maintain a
neat and appealing appearance.

Use of Paper: The forms are printed on the appropriate type of paper. The type of paper
used is determined by the way of handling the desired appearance, the duration of
maintaining the forms, and the impression designed (writing, typing, or printing).

Enumerate the Procedures in Answering Phone Call.

1. Within three rings, try to pick up the phone. When you answer the phone too quickly, you
may catch the caller off surprise, and if you wait too long, you may irritate the caller.
2. Respond with a kind greeting. (For instance, "Good afternoon, Lehigh University,
Telecommunications, Lizanne speaking, how may I assist you?")
3. Smile because it shows through the phone lines; talk in a pleasant tone of voice because the
caller will appreciate it.
4. Even if the caller's name isn't required for the call, inquire about it. This demonstrates that
you are interested in them.
 5. Listen attentively and without interrupting others.
6. Be respectful if the caller has dialed the wrong number. With a simple question, a caller may
be sent all over campus, causing the caller to become upset.
7. Take the time to figure out where they should call/to whom they should speak if at all
possible.
8. When leaving a call, use the hold button to prevent the caller from accidently overhearing
surrounding discussions.
9. Forward your phone to voicemail while you are out of the office or away from your
workstation for more than a few minutes.
10. Thank you and please are key expressions to use when presenting a professional demeanor.

Give at least five ways to improve Computer Skills.

Determine what you must learn. Most likely, you only have a limited amount of free time to devote to
learning a new skill. As a result, it's critical to make the most of that time. Whether you want to change
careers or advance in your present one, looking at the job description for your ideal position is a
wonderful approach to figure out what talents and tools employers are searching for.

Begin with the fundamental principles makes sure you know how to operate a computer. While it
should go without saying, you must have a basic understanding of how to use a computer ideally, both a
Windows and a Mac—before you can learn any particular technical abilities. There are numerous free
materials available on the internet. Sites like Life wire, for example, are extremely useful in terms of
giving in-depth tutorials.

Acquire a basic understanding of how computers (and the Internet) operate. While this should go
without saying, you should have a basic understanding of what a computer is and how it works before
learning any particular technical abilities. Learning how the Internet works might also be beneficial in
some circumstances.

Take a free computer course, either online or in person. Both locally and online, there are a plethora
of free materials. Check out what's available in your neighborhood, such as at the library, community
center, community college, or YMCA. You may also look for educational events or clubs on Meetup or
Event rite. Course Hero is a great option if you live in Los Angeles, New York City, or Chicago.

Apply what you've learned and get some practice. If a job description specifies that you must be
familiar with a specific tool, consider if there is a method to obtain some hands-on experience. Let's
imagine you're applying for a job that requires you to know how to utilize Trello, a project management
application. Consider how you might be able to incorporate Trello into your present role. If this isn't
practicable, there may be a circumstance where

1. In applying for a Job, As BSOA student what will be your edge among other applicant?
I can't say exactly that I'm different from the other applicants you've interviewed or what qualifications
they bring to the table because I don't know who else you've interviewed or what qualifications they
have. I can only tell you about what I have to offer. I am 100% willing to work, and I will offer my talents
based on my previous experience. My relevant competences and talents, as well as my willingness to
work under pressure, set me apart from other applicants. I am a quick learner who can offer answers
based on my extensive knowledge."

TEST III. In a separate Sheet of a Yellow Pad for (30 Points),

WRITE YOUR REFLECTION ABOUT WHAT YOU HAVE LEARNED IN OA7;

ADMINISTRATIVE OFFICE PROCEDURES AND MANAGEMENT. (In 300 words or More)

“GOOD LUCK EVERYONE”

This course teaches students to the fundamental office operations, skills, and processes that are
essential for entry-level office work. It covers personality traits, work habits, attitudes, values,
communication skills, and human relations skills, as well as corporate ethics, to educate them to meet
the demands of today's workplace

Administrative office training will benefit you in three ways. First, it will prepare you to enter the workforce
in a well-paid and respected position. Second, they'll assist you stand out among your employees who
haven't had any administrative office training.

A business office's operation is facilitated and supported by an office manager's organizing and
managerial skills. They do the administrative activities required to keep the office functioning smoothly.
Budgeting and bookkeeping operations in the office are created and managed.

Administrative office procedures are not glamorous, yet they are critical to any company's success.
Accountability, uniformity, and efficiency are all ensured. A well-run workplace helps to prevent
frequent blunders by reducing miscommunications. Strategies and procedures serve as a vital link
between the company's vision and its day-to-day operations, and by prioritizing them; you'll be able to
establish clear policies as well as an objective and consistent set of rules, resulting in employee
understanding and buy-in, and ensuring that your workplace runs smoothly.

• Recognize the significance of administrative procedures

• Gather the necessary tools

• Determine which procedures should be included in a binder

• Create procedures

• Organize a binder

• Create checklists
• Recognize succession planning

 Create a procedure manual.