Pa 25 Answer Key

PA 25: Office and Systems Management
Instructor: Maam Rhoslyn Laguerta
Question 1. What are some of the office issues you have observed?
 Communication Problems: Lack of clear communication between team

members or departments can lead to misunderstandings, errors, and delays in
projects.
 Lack of Feedback: Employees need constructive feedback to improve their
performance. A failure to provide feedback can result in stagnation and
disengagement.
 Conflict: Office politics, personality clashes, or disagreements over work
methods can lead to tension and conflict within teams.
Question 2. What can you recommend on the issues you have written above?
 Encourage open communication channels such as regular team meetings, use

of collaboration tools, and setting clear expectations for communication.
 Implement regular feedback sessions between managers and employees.
 Mediate conflicts early on and foster a culture of respect and understanding.
Question 3. Is it important to study Office and System Management? And why?
 An office management system is simply the way or method you manage your
office’s documents. It is important to study it because of the efficiency and
effectivity it brings to the office. It creates a comfortable atmosphere between
employees.
Question 4. Describe what you can see in the office?
 Workstations: Rows of desks or cubicles where employees work. Each

workstation is typically equipped with a computer, monitor, keyboard, mouse,
and office supplies.
 Office Supplies: Cabinets or shelves stocked with office essentials like pens,
papers, staplers, printers, and other stationery items.
Question 5. Does the office need to be organized? And why?
 An organized office is essential for efficiency, productivity, and professionalism.

It enables employees to work more effectively by reducing time spent searching
for items, enhances safety by preventing hazards, promotes compliance with
regulations, and contributes to a positive work environment that boosts
employee well-being and morale. Additionally, an organized office facilitates
effective communication, supports time management, and can lead to cost
efficiency and professional growth within the organization.
Question 6. Describe a modern office
 Modern offices are organized on scientific principles and their techno-savvy
office managers which has paved way for the sustenance of a business amidst
cutthroat competition.
Question 7. What is the purpose of the office in an organization?
 To preserve all the records of the business.

 To handle incoming correspondence.
 To plan the policies of the business and ensure their implementation.
 To direct and co-ordinate the activities of the various department
 To maintain accounts, statutory and non-statutory books etc. of the business
Question 8. List down the activities in the office?
 Meetings: Regular team meetings, department meetings, one-on-one meetings,

etc.
 Phone Calls: Answering calls, making calls for business purposes.
 Data Entry: Inputting and managing data in spreadsheets or databases.
 Document Preparation: Creating reports, presentations, and other documents.
 Filing and Organizing: Sorting and organizing physical and digital files.
 Task Management: Assigning tasks, tracking progress, and meeting deadlines.
Question 9. What is traditional Office?
 A traditional office typically refers to a physical workspace where employees

gather to work on a regular basis during standard working hours. In a
traditional office setting, employees have designated workstations or cubicles,
shared meeting rooms, communal areas like break rooms or kitchens, and
other facilities such as printing stations and storage areas.
Question 10. Describe a Paperless Office.
 A paperless office is a workplace where paper usage is minimized by digitizing

documents and processes. Instead of physical files, documents are stored
digitally on computers or in the cloud, promoting easy access, sharing, and
collaboration. Communication is primarily electronic, and tasks such as signing
contracts are done digitally.
Activity 1
Create your own definition of “office”
An "office" is a designated physical or virtual space within an organization where

administrative, managerial, and clerical tasks are conducted to support the operations
and functions of the business. It serves as a hub for communication, collaboration,
decision-making, and the execution of various professional activities, providing a
centralized environment for employees to work, interact, and achieve the goals of the
organization.
Write down all office machine you Write the office machine you wish
know how to operate. to learn.
 Computer  Photocopier
 Printer
 Laptop
Activity 2
1. Define Office
 “An office is a place where business is transacted or professional services are
available” An office is the place where the control mechanisms for an enterprise
are located, where records are initiated for communication, control and efficient
operation of the enterprise.
2. Define paperless office
 A ‘Paperless Office’ is one in which paper has been replaced by electronic,

digital, micrographic and micro processing systems and equipment.
3. What are the functions of office management
 Instituting office systems and routines – An office must develop systems and
procedures for providing better services to other departments. Each phase of
office work is carefully analyzed, and a proper procedure is developed for it.
 Procuring stationery and supplies – Adequate supply of office stationery of
proper quality is necessary for the efficient performance of office work.
 Designing and control of office forms – Use of standardized forms simplifies
office operations. It is the responsibility of the office to design, standardize,
provide and control the forms to be used in the office as well as in other
departments of the enterprise.
 Purchasing office equipment and furniture – Efficient and economical
performance of office work requires proper furniture, equipment and machines.
Office has to arrange for selection and purchase of these items from reliable
suppliers.
4. What is the importance of basic functions?
 In an office, basic functions like communication, organization, task
management, and information sharing are essential for smooth operations.
Clear communication helps team members work together effectively, while
organization reduces clutter and boosts productivity. Efficient task
management ensures that projects are completed on time, and information
sharing facilitates decision-making and innovation. Prioritizing these basic
functions is key to a successful and productive office environment.
Reflection: (Write your insights of the things you have learned)
SELF ASSESSMENT
INSTRUCTION: Select 3 question in Type A and 5 question in Type B. Write the
question you have selected and answer in next page.
TYPE A
1. Define the term office
2. What does records management involve?
3. What activities take place in an office?
4. What is meant by ‘paperwork’?
5. Name two basic functions of an office.
6. Write two points of importance of an office to a business enterprise.
7. Name two administrative functions of an office.
TYPE B
1. What is the importance of basic functions?
2. Define the term ‘office’. State the importance of the office.
3. Enumerate the basic functions of the office.
4. What are the administrative functions of office?
5. Is office work unproductive? Explain in brief.
6. What is meant by office? Explain its functions.
7. ‘‘An office is to a business what the mainspring is to a watch.’’ Explain this
statement.
8. Discuss the significance of office to a modern enterprise.
9. Write the objectives of an office in detail.
10. What is the role of a modern office in business? Explain

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PA 25: Office and Systems Management

Instructor: Maam Rhoslyn Laguerta

 Communication Problems: Lack of clear communication between team

 Encourage open communication channels such as regular team meetings, use

 Workstations: Rows of desks or cubicles where employees work. Each

 An organized office is essential for efficiency, productivity, and professionalism.

 To preserve all the records of the business.

 Meetings: Regular team meetings, department meetings, one-on-one meetings,

 A traditional office typically refers to a physical workspace where employees

 A paperless office is a workplace where paper usage is minimized by digitizing

Create your own definition of “office”

An "office" is a designated physical or virtual space within an organization where

 A ‘Paperless Office’ is one in which paper has been replaced by electronic,

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