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1. The functions to be performed in an office can be categorised as
(a) primary functions
(b) secondary functions
(c) management tunctions
(d) Both ‘a’ and ‘c
Ans. d
2. Which among the following is/are primary functions of office?
(a) It receives intormation from various departments of the organisation or from outside
(b) It is required to convert the information received into other forms, so that it can be easily understood by the managenent
(c) Both ‘a’ and ‘b’
(d) None of the above
Ans. c
3. Which among the following is/are management functions of an office?
(a) It is required to colect, process, categorise, arrange and present information for analysis and reference
(b) For smooth flow of work, development of office system and procedures is essential
(c) Both ‘a’ andb
(d) None of the above
Ans. b
4. …… is understood to be a place where clerical work is done and all kinds of paper work is maintained and dealt with.
(a) Office
(c) Reception
(b) Factory
(d) None of the above
Ans. a
5. To protect and safeguard the assets against destruction, damage, loss, etc., is a . function of an office.
(a) primary
(b) secondary
(c) managerment
(d) None of the above
Ans. c
6. Office is important for an organisation because
(a) it ofters important clerical and other services to other departments of the organisation
(b) it is the information centre of the business
(c) it connects the outsiders with different departments and vice-versa
(d) All of the above
Ans. d
7. “Office management is the manipulation and control of men, methods, machines and materials to achieve the best possible results of the highest possible quality with the best possible efforts and expenses in the shortest practicable time and in a manner acceptable to the management”. The above definition is given by
(a) RH Wessel
(c) Wyle and Brecht
(b) Howard and Upton
(d) Soloman
Ans. c
8. Who is responsible for office management ?
(a) Receptionist
(c) Managing director
(b) Office manager
(d) Chief executive officer
Ans. b
9. The duties and responsibilities of an office manager are
(a) he has to coordinate the work of different sub-units of the office
(b) he is resporisible to maintain discipline in the office
(c) Both a’ and b’
(d) None of the above
Ans. c
10. The qualities required to be possessed by an office manager are
(a) education and training
(c) leadership
(b) experience
(d) All of these
Ans. d
11. The main decision(s) required to be taken under ‘office planning and layout’ is/are
(a) selecting an appropriate location for setting up an office
(b) making suitable arrangement for proper lighting, ventilation, etc
(c) designing such a layout of the office so as to adhieve maximum space utility
(d) All of the above
Ans. d
12. The chief activities included under …. are filing system, indexing, micro filing and information retrieval.
(a) records management
(b) office communication and correspondence
(c) office organisation
(d) None of the above
Ans. a
13. … ensures whether performance of work in office is as per the schedule.
(a) Office organisation
(b) Office management
(c) Office control
(d) Office system
Ans. c
14. Office layout is important for a business because
(a) it increases the efficiency of office work
(b) it enhances the utilisation of office space
(c) it facilitates supervision
(d) All of the above
Ans. d
15. One of the tool used to perform the function of ‘processing of information’ is
(a) filing and indexing
(c) audit and vouching
(b) noting
(d) reports and returns
Ans. b
16. Correspondence received or sent through the post office or through messengers is called mail. It can be classified as
(a) incoming inward mail
(b) outward mail
(c) interdepartmental mail
(d) All of the above
Ans. d
17. What is a ‘franking machine?
(a) This machine is used for printing addresses on envelopes
(b) This machine dampens and seals the flaps of the envelopes
(c) it is used to weigh the letters, envelops and packets
(d) it is hired from a post office to print stamps on letters
Ans. d
18. may be defined as the process of arranging and storing records, so that they could be located, whenever required.
(a) indexing
(b) Filing
(d) None of these
(c) Noting
Ans. b
19. In. filing, folders, drawers, cabinets and cupboards are required.
(a) vertical
(c) horizontal
(b) contralised
(d) decentralised
Ans. a
20. ….filing is suitable for small offices.
(a) Vertical
(b) Horizontal
(c) centralised
(d) decentralised
Ans. b
21. In which method of filing, duplication is evaded but secrecy cannot be maintained?
(a) Vertical
(c) Centralised
(b) Horizontal
(d) Decentralised
Ans. c
22. …. may be defined as a guide to locate the required file.
(a) indexing
(d) None of these
(c) Vouching Duxapui
(b) filing
Ans. a
23. The advantage(s) of indexing is/are
(a) papers and documents can be easily located
(b) it ensures easy and quick cross-referencing
(c) there is lower cost of records management
(d) All af the above
Ans. d
24. is the act of bringing all the relevant facts at one place and apply the relevant rules or guidelines to enable the competent authority to take decisions.
(a) Classification of information
(b) Processing of information
(c) Collection of information
(d) None of the above
Ans. b
25. …. is a written remark recorded on a note sheet regarding a communication under consideration.
(a) Summary
(c) Nate
(b) Statement
(d) Draft
Ans. c
26. A note may take the form (s) of
(a) summary of the case
(b) an analysis of the questions requiring decisions
(C) suggestions regarding the course of action
(d) all of the above
Ans. d
27. is a rough copy of communication emanating from a section of a department.
(a) Note
(b) Draft
(d) Summary
(c) final order
Ans. b
28. Deating can be prepared for three types of witte communicaion. which are
(a) letters, teelgrams, ans notes
(b) letters, reports, and telegrams
(c) letters, notes and minutes of meetings
(d) None of the above
Ans. c
29. Letters wrinen to customers salesmen, agents, supplien and bankers are examples of
(a) oulgong mail
(b) incoming mail
(d) Nether a nor b
(c) either a or b
Ans. a
30. The steps in outgoing mail handling are
1. Recording of mail
2. Collecting of mail
3 Inserting the mailing material
4. Preparing the mail
5. Sealing and Stamping
6. Posting The correct sequence of the above steps should be
(A) 4.1,5,2,3,6
(b) 4, 3,2,1,5, 6
(c) 4, 2,1,3,5,6
(d) None of the above
Ans. c
31. …… always flows in a downward direction and suggest compliance by the subordinates. failing which administrative action can be taken
(a) Office orders
(c) Office memos
(b) Office crculars
(d) None of these
Ans. a
32. are issued to convey the same information to a large number of employees of an organisation.
(a) Office orders
(c) Office memos
(b) Office circuars
(d) None of these
Ans. b
33. ….is an internal form of written communication which can flow upward, downward or horizontally and it can serve many purposes.
(a) Office orders
(c) Office memos
(b) Office circulars
(d) None of the above
Ans. c
34. A report is written for a clear purpose and to a particular audience. It should always be
(a) accurate
(c) well structured
(b) concise
(d) All of these
Ans. d
35. Need for disposal of records arises due to
(a) lack of storage space
(b) increasing cost of filing and storing records
(c) increasing volume of records
(d) All of the above
Ans. d
36. FAR stands for
(a) Fixed Assets Register
(b) Fixed Assets Reacquisition
(c) Fixed Assets Remark
(d) None of these
Ans. a
37. ……. machine is used to record speech on different media.
(a) Duplicating
(b) Dictating
(c) Telephone answering
(d) None of the above
Ans. b
38. A receptionist should possess which of the following skill(s)?
(a) Interpersonal skills
(b) Administrative skills
(c) Organisational skills
(d) All of the above
Ans. d
39. As a ‘liasion officer’, a secretary
(a) is required to discharge the responsibility of organising and managing day-to-day work of the office
(b) acts as a link between business executives and outside parties
(c) Both ‘a’ and ‘b’
(d) None of the above
Ans. b
Office Management Questions and Answers pdf
40. O and M in context of office management refers to
(a) Overall Management of the Office
(b) Office and Management
(c) Objectives and Methods
(d) Organisation and Methods
Ans. d
41. . is concerned with developing an organisational chart, classifying various office jobs, assigning work, fixing responsibility and achieving coordination in office jobs.
(a) Office systems and procedures
(b) Office organisation
(c) Personnel administration
(d) None of the above
Ans. b
42. Inquiries, orders, payments and sales reports are examples of
(a) inward mail
(b) outward mail
(c) Both ‘a’ and ‘b’
(d) None of these
Ans. a
43. Mechanical aids used in the mail department comprise
(a) letter opening machine
(b) paper folding machine
(c) addressing machine
(d) All of the above
Ans. d
44. Which is the last step in the process of handling inward mail?
(a) Recording the mail
(c) Scrutiny of mail
(b) Distributing the mail
(d) Sorting of mail
Ans. b
45. . is an examination of the underlying evidence which is in support of the accuracy of the transaction.
(a) Auditing
(c) Vouching
(b) Routine checking
(d) None of these
Ans. c
46. Reprography’ means
(a) graphical presentation of purchases
(b) making copies of documents
(c) making remarks on the graphs presented
(d) None of the above
Ans. b
47. The factor(s) which affect the designing of a ‘form’ are
(a) paper quality
(c) Both ‘a’ and ‘b’
(b) paper size
(d) None of these .
Ans. c
48. implies punching of small holes in a straight line so that some portion of the form can be detached.
(a) Titling
(b) Perforating
(c) Punching
(d) None of the above
Ans. b
49. Which among the following is not an advantage of office machines and equipments?
(a) Office machines are labour saving machines
(b) Some machines are liable to get obsolete in short span of time
(c) Work done by machines is accurate
(d) Machines do the work faster
Ans. b
50. The last step in the conduct of a meeting is
(a) voting
(b) closing of meeting
(c) recording the minutes of the meeting
(d) None of the above
Ans. c
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