OFFICE PRACTICE N6

module 2
Exam study notes
BY JACKY MSIZA
IMPORTANT DEFINITIONS
OFFICE AUTOMATION – is the action of using varied equipment,
machinery and software to store, manipulate and electronically
capture or transfer data necessary for business.

ERGONOMICS – is the science of how work is done and how to

work batter by making things comfortable to be more efficient.

ELECTRONIC MAIL – is a method of exchanging digital messages

from an author to one or more recipients.
SECURITY STEPS.
 When using a computer it is normal practice to use passwords to access confidential
information.
 Frequent audits of computer systems should be done.
 Passwords should be changed regularly.
 Folder sensitive information should be marked confidential and must not be left on
the desk.
 Inactive files should be shredded or burnt so they are unreadable.
 Files with restricted information and backup copies of confidential or restricted
information should be kept safe that can be locked.
 Personal information, company reports, financial accounts or minutes from business
meetings should never be discussed with people outside the company.
 Any things suspicious or out of place should be reported to an appropriate authority.
ADVANTAGES AND DISADVANTAGES OF
OPEN-PLAN OFFICE LAYOUT.
Advantages disadvantages
 Valuable office space is saved.  Poorly planned work flow may mean extra noise,
 This layout of office furniture movement and disturbance.
promotes workflow.  There is lack of privacy for confidential calls or matters.
 Cleaning and maintenance are more  Overcrowding is a possibility.
economical  There is no space for individuality or personal stamp.
 Supervision is easy  Those far from windows are crowded in centre of the
 There is better communication room with no fresh air or natural light.
between workers because they are  It can promote idle chatter and socialising, reducing
grouped together. productivity.
 Lighting and ventilation are utilised
more efficiently and economically.
ADVANTAGES OF OFFICE AUTOMATION
 Economical in terms of resources.
 Facilitates close supervision
 Improves workflow
 Enhances the potential of teamwork and encourages a friendly atmosphere.
 Saves labour and cost as more work is done by fewer people at low cost.
 Saves time and fewer labour hours are required.
 Produces neater and more accurate work.
 Eliminates monotonous repetitive work.
 Some machines can be operated by less experienced workers.
 Up-to-date statistical information is available at short notice.
 Financial records, month-end and year-end accounts can be controlled effectively
on a regular basis and errors detected immediately.
DISADVANTAGES OF OFFICE
AUTOMATION
 The electronic equipment may be larger than the equipment it replaces and not fit
well on the existing desk.
 Electronic equipment also bring noise into the office.
 Complaints arise about eyestrain, backaches and headaches.
 Another complain is the spreading of disease.
 There is lack of privacy.
 There is difficulty in finding acceptable levels of heating, lighting and ventilation
to suit all tastes
 It is more likely to breaches in security of information.
GENERAL ASPECTS TO CONSIDER WHEN
CHOOSING AN ELECTRONIC DIARY
 It should support multiple diaries and multiple entries for a single day.
 Keep multiple business diaries in a single database file.
 Have a password that protects database.
 Allow you to arrange your business workflow and cope with personal tasks by
prioritising, categorising, filtering, sorting and tracking items in your daily action
list.
 Provide groupware to manage task and to-do list of a team.
 Save all business information
 Support real time collaboration between team members
ADVANTAGES OF USING AN ELECTRONIC
DIARY
 Public calendaring
 Open appointment systems
 Security
 Sharing
 Reminders
 Edits
 Tracking
 scheduling
USES OF E-MAIL.
 Allows opportunities to develop personal and professional contacts with
colleagues around the world.
 Is a powerful, low-cost communication tool that businesses use to market their
goods.
 It is used to maintain and grow customer base.
 It is used to manage many areas of the business, using coordinate project and
keeping teams up-to-date on current matters.
 Managers use e-mails to attach and disseminate important documents.
ADVANTAGES OF E-MAIL.
 It is used for internal and external mails.
 It is convenient
 It is easy accessible
 E-mails are fast.
 You can attach original message when you reply so that the recipient knows
what the message is all about.
 It is possible to send automated e-mails with standard text.
 Products can be advertised with e-mails.
 A message can be short or lengthy
 E-mail software automatically creates archives for sent and received mails.
 Sending an email usually cost the fee you pay for accessing the internet
 Some e-mail messages are now received as voice mail and read aloud to the
recipient.
DISADVANTAGES OF E-MAIL.
 E-mails may carry viruses.
 Many people send unwanted e-mails to others.
 E-mail cannot really be used for official business documents
 Your mailbox may get flooded with e-mail after a time so you have to
empty it from time to time.
 E-mail can duplicate information.
 Statements made in an e-mail can be considered legally binding and
used against a party in a court of law.
 In the place of e-mail a new generation of services is starting to take
hold.