office administration and management knec past papers

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(10 marks), 3. papers, envelops, rubber, ribbon, stencil, correcting fluid, stamp pad etc. Its possible for a correspondence to be filed in 2 or 3 different files but only one file is available. Files movement is efficiently controlled. document.getElementById( "ak_js_1" ).setAttribute( "value", ( new Date() ).getTime() ); Your email address will not be published. 450,000. A film is more durable than paper and provides a much more permanent record. These are made of hard covers and two or more rings which open to allow the insertion and removal of documents, This refers to how file covers or binders are kept in the filing cabinets, This is the keeping of files within the drawers, racks or in the shelves when one is on top of another, The files stand in vertical positions, but in order to prevent them from falling off from the filing cabinets, two metals are fixed on the sides of a filling cabinets drawer, This is where the files are stored on a shelf or in pockets suspended side side from frames, This method saves space because of great height, An index is a device for finding the position of a document or file in a system quickly and easily, Filing index helps the location of any letter, record, files etc. It is also called span of management ,span of supervision etc. Characteristics/qualities of office manager. An office provides a number of office service to the whole organization. sales and credit, Movement and conversation of clerks, visitors, Shifting of furniture from one place to another, Carpets or rubber mats spread on the floor will reduce the sounds caused the movements of the clerks and other people, Felt pads should be placed below office machines which create noise in operation, Calling bells can be replaced with buzzers, Telephone may be kept in sound -proof booths to reduce the sound, Clerks must be instructed to maintain calmness, Workers must be engaged fully during the office hours so that they dont waste time over idle gossip, Banging or creaking doors should be fitted with rubber or felt steps to reduce sound, Choosing the site of office away from noisy area, Affixing double glazing windows and doors, Exposed electric wire in loose connection. It can also be defined as a social unit that is structured and managed to meet a need or to achieve common objectives and collective goals. There is direct vertical relationship connecting the positions at each level with those above and below. In big firms where a photocopying machine is available, several copies are made and filed in all relevant files reach bearing the information on where the original is. Required fields are marked *. (a) The microfilming method of retaining information has gained popularity with some organizations over time. No security vetting of newly recruited staff, There should preferably be only entrance of visitors, Preferably each visitor should be provided with a pass, Unless well known to the office a visitor should be allowed to visit the department he has business with, Brief cases of visitors should be checked at the entry point, Security regulation for the staff should be trained carefully in consultation with the representatives, Each employee should be issued with an identity card with photograph and signature of the person, Each employee irrespective of seniority should be asked to identify himself, Regulation should provide for checking of briefcases and package of staff at the same time of entry and exist, Protecting confidentiality of mail and communication systems, Better space utilization is possible because space has not been lost partitions, The supervisors feel easy to watch the office, Its possible to reduce the number of supervisors, The layout of the office can be altered or changed easily, There is more economy in arrangement of light, Decoration ,cleaning and maintenance can be done inexpensively, Work will be affected visitors and movement of the office staff themselves, There is internal noise, because conversation and talk in the office, Infections and diseases may spread quickly, The office will appear to be a crowded place, Top executives may not feel comfortable in an open office, A big hall may not be efficiently supervised. Noise especially emanating from manual typewriters is confined to one place. electricity, water, telephone etc. Write brief notes on: Judicial service commission, Examine the salient obligations of the banker and customer in a banker and customer relationship, Distinguish between:- Law and morality and National and international law, State the main provisions that govern intestate succession under the Law of Succession Act, cap 160, Mpenda Raha traveled to London to watch the Golden Jubilee celebration of the Queens ascension to the throne. The underlying idea of this method is that specialized work is to be left to experts who will give advice on specialized grounds e.g. (8 marks), 5. Is a process of classifying and arranging the records so that they can obtain without delay. Other service departments e.g. A square or a rectangular shape is better than n a narrow one as the latter will obviously necessitate much working back and forth the office staff and may not allow the most profitable utilization of the space. office of register of births etc. It can be defined as a task of planning, coordinating, motivating the efforts of others towards specifics objectives of the office. purchasing of raw materials, production, planning and personnel. Managers at a higher level spends more time on administration function i.e. A business enterprise for example has the objectives of maximizing its profits through increased output and sales and to create an image in the society in general as a good employer and a good producer of quality products. Organization is an element of management An organization occurs when two or more people work together and coordinate their activities to achieve common goals. how often the machine will be used, Who would receive the document, this would decide whether type written or printed. On the appointed day, Mpenda Raha could not view the procession due to crowds which obstructed his view of the Queens procession. Thus it provides quick reference which is essential of a good filing system. Certain records are kept for a number of years from the legal point of view. the first letter will tell you where the document is located, Simple and easy to understand even explaining to new staff, Its possible to open one file for miscellaneous papers which cant make up their own files, In large systems it takes longer time to find papers, For large organizations ,papers may be reasonably be filed under different headings. Management can therefore be defined as principally a task of planning, coordinating, and motivating the efforts of others towards the specific objectives. Past records, events, progress etc. Organizations have a management structure that determines relationships between the different activities and the members and subdivides and assigns roles responsibilities and authority to carry different tasks. Training of new typist is easily done as all typist jointly contribute toward the training of s new member. The arrangement of the rooms should be such that customers can have easy access to the department requiring frequent visits from them eg cash department, sales department etc. A series of holes are punched in the edge of each card, each hole represents on item of information such as department, age, gender etc. The cost of the office not only depends on the location of the office building or space but also depends on factors like size of space, internal arrangement etc. Sickness and holiday difficulties are easily overcome as reallocation can easily be done. accounts, sales etc. Tendency the supervisor to over work certain while giving less work to others. cheek dustbins for wasteful use, Recycle/re use of used stationery where possible e.g. Dont give secretaries a chance of upward mobility. -Similar to words in English dictionary or telephone directory. There should also be provision for adequate number of cloak rooms, wash rooms, water fountains, and canteens for the convenience of the staff, The cost factor will dictate the final selection of accommodation for the office, The cost should not be uneconomical but at the same time efficiency shouldnt be sacrificed merely for the sake of the economy in cost, Dirty or insanitary conditions not only creates an unpleasant and depressing environment for the workers but also affects their health as they have to spend a large part of the day in office, thus the office should always be kept neat and clean, The temperature and humidity of the office rooms should be maintained at the proper level as too hot and cold humid atmosphere induces physical discomfort and affects the efficiency of the clerks, Noise affects the efficiency of office staff to a great extent .Its important to control noise that may be external or internal. The strips are bound together one on top of the other with a position of each one being visible. one found at the back of a text book. Do you have something that is not here? Compactness-Should take up too much space especially floor space for filing cabinet. (10 marks), 7. This Past Paper examination was examined by the Kenya National Examination Council (KNEC) and it applies to the following courses: Note: To easily navigate through the KNEC Past Examination Paper Pdf below, Mobile phone users are advised to use Mozilla or Chrome browsers, THE KENYA NATIONAL EXAMINATIONS COUNCIL These contain metal devices opened and closed in the center of the folder operated the lever. Lack of personal contact between the typist and the executive which to a large extent is supposed to create a good working relationship. Type set appearance is preferred, Read through all the mails and sort into files urgent, important and routine, Get files for any relevant or previous correspondence and clip letters to files, Distribute mails as quickly as possible after it has been received and sort out as delays may prove expensive, Personal and confidential letters should be forward un-opened. This enables an efficient follow up system. Its difficult to forecast space requirement for different letters of the alphabet. Classification-is a method of filing and the manner in which the files of different subjects are arranged. Its necessary to maintain effective control on use of stationery projects the correct image of the company. For the purpose of this course office management and office administration will be considered synonymous. Basic principles in selecting the furniture, High officials have different tastes for furniture and the executive furniture is purchased according to their tastes, This is mainly to impress the visitors and it should add prestige of the person using it and the prestige of the firm, In the present period, buildings are constructed in space-saving method. (10 marks), Your email address will not be published. Outline the purposes maintaining business records. Direct filing with no need for index i.e. Decentralization implies a greater power to persons and places away from the center. It is through O&M that office operations and procedures are continuously improved. These are made up of a number of succession pockets into which similar documents can be collected readily for processing like petty cash vouchers and such documents which dont need to be punched e.g. provide service to all departments. A film is more wear resistant than paper. Management therefore aims at seeing that the job gets done efficiently. -Micro filming is only important only when a great multiple of permanent records must be kept e.g. It should be located in such a way that there must be no problem for future expansion, The cost of obtaining office premises must be reasonable and within the financial resources of the business, The arrangement should allow for a smooth flow of work with minimum of staff movement, The floor space should be as free as possible to permit free movement, For the benefit of easy supervision of staff good and efficient appearance of the office, desks should arranged in a standard plan, All equipment e.g. KNEC Past examination Papers for colleges in Kenya, Business and Technical Study and Revision Materials, Diploma in Electrical and Electronic Engineering Past Papers, Diploma in Social Work and Community Development Past Papers, Diploma in Business Management Past Papers, Diploma in Information Communication Technology, Diploma in Supply Chain Management Past Papers, KNEC Diploma in Civil Engineering Past Papers, Craft Certificate in Information Communication, KNEC Diploma in Building Technology Past Papers, KNEC Craft Certificate in Electrical and Electronic, Diploma in Human Resource Management Past Papers, KNEC Diploma in Automotive Engineering Past Papers, KNEC Craft Certificate in Food and Beverage, KNEC Diploma in Mechanical Engineering Past Papers, KNEC Craft Certificate in Catering and Accommodation, Free KNEC college Past Papers Certificates,, Craft Certificate in Automotive Engineering , KNEC: Diploma in supply chain management notes and, Craft Certificate in Secretarial Studies Past Papers, KNEC: Diploma in Business Management notes and revision kits, Diploma in Food and Beverage Management Past Papers, Craft Certificate in Supply Chain Management Past Papers, KNEC: Higher diploma in entrepreneurship development, Project and Contract Management notes KNEC Diploma, Production Form 1 Business Studies notes, Coping with and adopting to the emerging issues and, Business and Technical Learning Resources, Purchasing Management July 2015 Past Paper - KNEC Diploma, Personnel Management July 2017 Past Paper KNEC Diploma, Financial management July 2017 Past Paper KNEC Diploma, Financial management July 2016 Past Paper KNEC Diploma, Office Management November 2008 Past Paper - KNEC Diploma, Management accounting July 2016 Past Paper KNEC Diploma, Cost Accounting July 2017 Past Paper KNEC Diploma, Financial Management July 2012 Past Paper - KNEC Diploma, Purchasing Management November 2012 Past Paper - KNEC Diploma, Financial Management November 2015 Past Paper - KNEC Diploma, Financial Management July 2015 Past Paper - KNEC Diploma, Supply Management July 2015 Past Paper - KNEC Diploma, Office administration and management July 2016 Past Paper KNEC Diploma, Management Accounting November 2012 Past Paper - KNEC Diploma, Office Administration and Management July 2014 Past Paper - KNEC Diploma, Office Administration and Management November 2012 Past Paper - KNEC Diploma, Risk Management in Projects July 2017 - KNEC Diploma, Records Management July 2012 Past Paper - KNEC Certificate, Risk management in projects July 2016 Past Paper - KNEC Diploma, Supplies and Materials Management July 2006 Past Paper - KNEC Diploma, Office Administration and Management November 2017 Past Paper KNEC Certificate, Office Administration and Management November 2016 Past Paper KNEC Certificate, Personnel Management July 2013 Past Paper KNEC Diploma, Economics July 2015 Past Paper KNEC Diploma, Supply Chain Management and Purchasing Principles November 2014 Past Paper - KNEC Diploma, Economics July 2016 Past Paper KNEC Diploma, Marketing Management July 2017 Past Paper KNEC Diploma, Marketing Management July 2015 Past Paper KNEC Diploma, Marketing Management July 2016 Past Paper KNEC Diploma, Project Management Information System (Practical) July 2016 Past Paper - KNEC Diploma, Human Resource Management July 2014 Past Paper - KNEC Diploma, Taxation November 2016 Past Paper - KNEC Diploma, Taxation November 2018 Past Paper - KNEC Diploma, Taxation November 2008 Past Paper - KNEC Diploma, Taxation November 2014 Past Paper - KNEC Diploma, Statistics November 2018 Past Paper - KNEC Diploma, Fundamentals of Project Management July 2015 Past Paper - KNEC Diploma, Operations Management July 2014 Past Paper - KNEC Diploma, Foundations of Human resource management July 2016 Past Paper KNEC Diploma, Principles and practice of Management July 2016 Past Paper KNEC Diploma. The advantages of centralization are disadvantages of departmentalization and vice versa. The size of the office building or the amount of the office space must be adequate not only for the present requirement but also for possible future expansion. They are filed together with the documents and overlap so that one line of entry on each card projects and is visible thus forming one line index. various aspects of office stationery and furniture. Services are carried out in such a way that those very close or important are carried out independently each unit e.g. Outline five ways in which the manager may have contributed to this situation. Is a method of retaining or keeping information photographic records to reproduce when needed. There is saving of filling equipment as well as floor space. OFFICE ADMINISTRATION AND MANAGEMENT Ensures the smooth flow of work in the office, Chooses or advises on choosing machines and other assets required in the office, Advise top management of matters relating to office, Fights for the wellbeing (welfare) promotions etc. when more than one name is used a person or company, when correspondence may be sought under more than one name. They should be located accordingly, Some departments have very close relationship regarding their activities, and thus should be close to each other e.g. Make economical use of typist labor as the typing pool supervisor spreads work evenly and fairly equal among the typists. At every level of management an individual management performs both types of function. investigation, research etc. Its purpose is to serve as an administrative centre of an organization comprising of departments offices responsible for their respective functions. They are first classified under headings like orders invoices correspondences etc. The cards are sub divided into section using letters of alphabet with projecting guide cards. Adequate provision of lifts and elevators(if necessary) cloak rooms, washrooms water fountains ,canteens for the convenience of the staff. Different authorities on the subject have expressed conflicting opinions. The emergence of management as an essential distinct and leading institution is a pivotal event in social history, purely if ever has a new leading group emerged as fast as has management since the turn of 20th century. Some natural scenery can be painted on the walls of office. (10 marks), (b) Outline five limitations associated with the use of Short Message Service (SMS) to communicate in the office. (10 marks), 4. -When needed for reference the negative is shown on a screen or a copy is made. The aim should to strike a balance between the requirement and the capacity to bear the cost. Contacts and addresses for TTI and Polytechnics. Under this structure, a company is divided into departments each engaged in a particular undertaking. What are the advantages (importance) of filling, What are the characteristics of a good filing system, What are advantages and disadvantages of centralized and departmental filing, Explain various filing classification, giving their advantages and disadvantages. All kinds of institution social, political, religious .etc. The stationery should be bought centrally and in bulk to secure quantity discount but overstocking should be avoided. are formed groups of individual to pursue common goals and objectives. The attainment of these commonly defined objectives shall be fulfillment of these groups. Filing staff may not have specialized departmental knowledge which is helpful when filling some certain documents. A reader is required in order to refer to the inform action, Its difficult to locate the information required from the film, Poorly prepared film will not be readable, It requires special equipment which is expensive, Specialized knowledge is required to prepare the film and to refer, To introduce forms which are really necessary and ensure clerical work dont become confusing due to many forms, Ensure forms so designed as render best possible use at minimum cost, To produce forms the most appropriate and economical method, To supply copies of forms only to those who are to use them, To study whether introducing new forms proposed on review of old forms is essential, To review all forms periodically so as to determine their utility, To evaluate forms design on the basis of the time required to use forms, The writing surface, the style of print, the paper sequence of information and method of entry should be easy for rapid completion of the form, Good appearance and balanced arrangement of information of the form, Adequate space should be provided for the expected information, Every form should be provided for the expected information, Every form should have an appropriate title, The quality of papers and color must be appropriate, It economizes time, paper costs etc. Classification-Records must be classified according to their use. Documents can be sent abroad -Micro filming reduces cost of postage if information has to be sent expensive air mail. Each department will be placed in each room. (a) Outline five ways in which internal noise may be minimized in an open office. (10 marks), (b) Outline five duties of a typing pool supervisor. Get the Course outline for Office Administration and Management, Get sample Schemes of work for Office Administration and Management, Get class notes for Office Administration and Management. Reasonable cost. The office should have adequate number of large windows, skylights etc. Convenience of reference where the location is known, Possibility of error where knowledge of geography is weak, Geographical location must be known in addition to the correspondents name, Index is necessary for occasional reference, It provides for unlimited scope of expansion. Some flowers can be kept in the office in pots. Its suitable for producing hard within work for diagrams, maps, charts etc. The guiding principle regarding size is that it should provide adequate space for the staff and equipment to allow the most efficient performance of both. The office may consist of a room or a building which is used for the of a clerical, administrative or communicative nature. As one descends the organization hierarchy the emphasis is on execution of plans increases. The number and location of gangways should be allowed in such a way that each employee should be able to leave and reach his desk without having to disturb others. The size of a table depends upon the nature of the work to be performed. Men will work on machines and materials to achieve the common objectives set forth that agency. Filing equipment includes file cover and filing cabinets. It has been found from the experience that a pleasant coloring and tasteful furnishings produce a cheerful effect on the minds of workers .On the other hand a drab and groom physical surrounding depresses the mind and ultimately affects the workers will to work. Save my name, email, and website in this browser for the next time I comment. The cards are kept together and whenever a file or documents is required, reference is first made to the it is located. determination of objectives and policies, while managers at lower level devote greater time on management function. Suitable for companies that have several branches spread over different parts of the world ,country ,county etc. A Uniform system of filing can be established throughout the organization. Its more suitable for confidential documents as they arent open to every member or the filing department. likely to be used everybody in the office should be so sited that within easy reach of those who should use it.This reduces movements of staff and disturbance of work. Definition office stationery- is a general term referring to all writing materials used in the office e.g. using the correct forms, The work is simplified as the only required information is provided, Less frustration to workers as they will be knowing what is required, It improves the overall efficiency of the office work, It helps in faster processing because only the relevant information is obtained, Insufficient horizontal space allowed for the expected information, Too much printed information such as publicity slogans printed on the form, Lack of distinction between forms e.g. The documents are kept for a specific period say , 5 years based on the retention policy of the organization. Records must be maintained for some justified reasons. In brief, management is the task of unifying efforts efficiently to achieve well defined objectives. More supervision and control files is possible. document.getElementById( "ak_js_1" ).setAttribute( "value", ( new Date() ).getTime() ); Your email address will not be published. A uniform system of filing can be established throughout the organizations. Save my name, email, and website in this browser for the next time I comment. What are the advantages and disadvantages of O&M? (10 marks), 6. The filing system is not so large and therefore easier to handle. Others authorities makes no distinction between management and administration while others consider them as separate functions. Verification-Records can be verified whenever needed. The main qualities of an office workers may be classified as under. (a) Describe the steps that should be followed when purchasing office stationery. (10 marks), (b) Explain five guidelines that should be followed when arranging stationery in a storehouse. printing paper envelops, Carry out regular inspection on stock taking, Restrict the amount of stationery to be used, A reader is required in order to refer to the information, Time management -complete tasks on schedule observe official working hours, Response to different clients-handle them with tact, courtesy and diplomacy, Responsibility-show initiative, work without supervision, It promotes the goods produced the production department in an organization, It gives customers feedback to the production department, It trains the sales man and makes them knowledgeable about the different products produced production department, It carries out market research and advises the production department in different product designs available in the market, It sells the goods produced production department, Handling customers issues with urgency and concern, By providing suggestion boxes as a means of soliciting feedback from customers, By using appropriate communication with customers, Storage of information and making the same available in future, Connecting the departments with customers ,suppliers etc, Circulating all necessary information to all concerned, The same message can be sent to many people simultaneously, Large amount of information can be sent inform of attachment, E-mail messages can be sent to the recipients mail box at any time at the senders convenience, To provide evidence in case of any dispute e.g in a court of law, When more than one name is used a person or company, When correspondence may be sought under more than one name, Taking up their work when colleagues are absent, Mails should be collected from departments at a regular interval that are pre-arrangement, Clerks must ensure that letters are put into the correct envelops and all enclosures attached to relevant letters, Letter should be sorted according to the type of service required so that they can be weighed according to the category of service, Letters should then be stamped with the correct amount of postage, Where there is need to keep the record of the amount used on postage, the details of the mails should be recorded, Franked letters must be delivered at the post office counter and mails requiring special service, should be delivered at the post office and a receipt obtained, Exact copies without loss of any details are obtained, Large sized documents can be reduced some machines and smaller ones can be enlarged, There is no need to verify the number of copies as the quantity is preset before, The quality of paper and color must be appropriate, There is likely congestion under common names, It is difficult to forecast space requirement for different letters of the alphabet, There are possibilities of a document being filed under a different name due to differences in spellings, Below the office machines which create noise in operation, felt pads can be placed which reduce noise, Telephone may be kept in sound-proof booths to reduce the sound, Office premises should be located in a good area with good reputation.

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