Batac, Joma

BPA-3C

Office and System Management

Chapter 2. Self-Check Learning Assessment

❖ Instruction: Answer the following questions honestly and comprehensive based on your own
understanding. Write your answers on the space provided for each number. Please make a draft
for your answers before finalizing your answers. Strictly NO ERASURES.

Part 1. Identification

Office 1. a place where all sorts of clerical work is performed in order to coordinate and control
the affairs of the organization.

Mills and Standingford 2. According to him, the answer of number one (1) is the
administrative center of a business for the purpose of providing service of communication,
record keeping, and where business is transacted/professional services are available.

Office Work 3. Concerned with the records of an enterprise and making, preserving the records
for further usage.

Office Work 4. it does not only deal with records, it also includes communication, mechanical
data processing, planning and scheduling, etc. concerned with records and statistics, with
communication, with computing, with planning and scheduling.

5-10. Identify the different office functions.

Recording of collected information 5. This basic function is the keeping of recorded

information that can be needed for preparing future policies, and taking decisions.

Giving information 6. This basic function is the giving of instructions or orders from the
recorded collection of information.

Public Relations Functions 7. This administrative management function of an office is a need

to maintain a good relation with the external world of the organization.

Retention of the Records 8. This administrative management function of the office is a need to
retain records for future reference.

Safeguarding Assets 9. This refers to the function of the office to protect the assets of the
organization.
Controlling Office Costs 10. This function of the office is to adopt a method in regulating
operating expenses.

Part 2. Enumeration

1. Enumerate the office activities.

**Common office activities:
1. Receiving information
2. Collecting information
3. Recording information
4. Processing information eg. Incoming mail & outgoing mail
5. Communication of information
6. Others: dictation, transcription, typing, printing, copying, filing, records retrieval and disposal

2. List down the administrative management functions.

1. Management Functions
a. Planning
b. Organizing
c. Staffing
d. Directing
e. Communicating
f. Controlling
g. Coordinating
h. Motivating

2. Public Relations Functions

>an office has not only maintained relations with the other departments, it also needs to maintain
a good relation with the outside world the public
>Maintaining good relations with the organization increases the reputation and good will of the
organization.

3. Retention of the Records

>office records include letters, invoices, orders, financial and cost records, minutes etc. These
records have to be retained for future reference

4. Safeguarding Assets
>It is the function of the office to safeguard the assets of the organization, which may be fixed
assets like buildings, plants, machinery, office equipment, lighting and air conditioning
equipment, movable assets like furniture, office machinery, or the cash, title deeds, records and
documents etc.

5. Controlling Office Costs

-with the adoption of scientific methods for office management, a modern office is further
supposed to discharge the function of controlling office costs.
-can be done by:
a. mechanization of the office
b. adopting time and labor-saving devices in the office
c. using better forms
d. analyzing the existing office routines and adopting improved ones

Part 3. Essay

1. Describe office work

a. Concerned with the records of an enterprise and making, preserving the records
for further usage, so from this we can call office work as clerical work
b. It does not only deal with records, it also includes communication, mechanical
data processing, planning and scheduling, etc.
c. Concerned with records and statistics, with communication, with computing, with
planning and scheduling

2. Differentiate between basic functions/routine functions and administrative management

functions.

1. Explain at least three (3) administrative management functions.

Public Relations Functions
An office has not only maintained relations with the other departments, it also needs to maintain
a good relation with the outside world the public. Maintaining good relations with the
organization increases the reputation and good will of the organization.

Retention of the Records

Office records include letters, invoices, orders, financial and cost records, minutes etc. These
records have to be retained for future reference

Safeguarding Assets
It is the function of the office to safeguard the assets of the organization, which may be fixed
assets like buildings, plants, machinery, office equipment, lighting and air conditioning
equipment, movable assets like furniture, office machinery, or the cash, title deeds, records and
documents etc.