[OSP] L1: Intro to OSP / L2: The Modern Concept of Office Work / L3:
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72 Terms
Office Systems and Procedures
This field of study describes the coordinated set of functions, tools, processes, and technologies used to carry out the administrative and clerical activities of an organization.
Procedures
________ are the established or official ways of doing things, such as filing, recordkeeping, communication, and correspondence.
Office Systems and Procedures
An example of this field of study is how an office system may include a document management software, filing procedures, and communication protocols to manage daily operations.
Industrial Revolution
Historical Background of Office Systems
In this time period, organizations began formalizing office tasks to support growing businesses.
20th century
Historical Background of Office Systems
This time period saw the rise of typewriters, carbon copies, and filing cabinets.
ledgers; carbon paper
Historical Background of Office Systems
Clerks manually entered data in ______ and managed correspondence with _________ before computers existed.
manual; semi-automated; fully digital
Evolution of Office Procedures
Office procedures evolved from ______ to _________ and _________ processes.
to ensure the smooth, efficient and standardized execution of office tasks
Purpose of Office Systems
The primary purpose of office systems is _______________________________________.
productivity; reduce errors; ensure consistency
Purpose of Office Systems
Office systems promote _______, _________, and ___________.
Example: Standard email response templates help staff respond quickly and uniformly to customer queries.
Manual Systems, Electronic Systems, Automated Systems
What are the 3 types of Office Systems?
Manual Systems
3 Types of Office Systems
Paper-based systems relying on human effort.
Example: Attendance logbook
Electronic Systems
3 Types of Office Systems
Use of computers and basic software.
Automated Systems
3 Types of Office Systems
Use of workflow automation tools and AI.
Example: Biometric Fingerprint System
People, Procedures, Equipment, Networks
What are the 4 Components of Office Systems?
People
4 Components of Office Systems
The users and managers of office tasks.
Example: Office staff using Microsoft Teams to collaborate and share files.
Procedures
4 Components of Office Systems
Guidelines and protocols.
Equipment
4 Components of Office Systems
Hardware and software used.
Example: Office staff using Microsoft Teams to collaborate and share files.
Network
4 Components of Office Systems
The communication infrastructure.
Office Procedures
Standardized methods for completing routine tasks.
They ensure accountability, reduce errors, and save time.
Example: A ________ for incoming mail might include date-stamping, scanning, and electronic filing.
Document Management
Involves the creation, storage, retrieval, and disposal of documents.
Digital systems enhance speed and reduce space.
Example: Using a digital filing system like DocuWare to manage employee records.
Records Management
Ensures proper handling of official documents throughout their lifecycle—creation, use, storage, and disposal.
Example: Retaining employee contracts for 5 years as per policy before secure shredding.
Communication Systems in the Office
These systems manage information flow within and outside the office.
Includes email, chat apps, phones, and meetings.
Example: A company uses Slack for internal team communication and Outlook for external emails.
Office Equipment and Technology
This includes physical tools (computers, printers) and software (MS Office, ERP).
Technology boosts speed and accuracy.
Example: A scanner converts hard copies to PDFs for archiving or email.
Office Layout and Environment
Layout affects workflow, collaboration, and morale.
Ergonomic and safe environments boost productivity.
Example: An open-plan office for creative teams, or cubicles for privacy in legal departments.
Time and Work Management
Effective scheduling, time tracking, and prioritization help staff stay organized.
Tools like calendars, apps, and task lists are used.
Example: Using Google Calendar for meetings and Trello for task tracking.
Workflow and Process Mapping
This involves diagramming tasks to identify inefficiencies and optimize processes.
Example: A flowchart showing steps for processing a purchase order from request to payment.
Data Management Systems
These systems store, organize, and secure data.
Includes databases, spreadsheets, and cloud platforms.
Example: A hospital uses a patient database with access restrictions to protect privacy.
Standard Operating Procedures (SOPs)
Detailed, written instructions to ensure consistency.
They serve as a training and compliance tool.
Example: A ______ for onboarding new hires includes steps from orientation to system access.
Role of Administrative Professionals
They handle clerical duties, scheduling, and documentation, and support executives.
Example: An executive assistant organizes meetings, screens calls, and manages calendars.
Office Manuals and Guides
These are reference documents on procedures, policies, and systems.
They aid training and knowledge retention.
Example: An employee handbook explaining leave entitlements and dress code.
Office Security Procedures
Include physical security (locks, ID cards) and digital (passwords, firewalls).
Example: Two-factor authentication to access office systems and secure servers.
Confidentiality and Information Control
Staff must protect sensitive data through secure handling and adherence to confidentiality clauses.
Example: HR files are stored in password-protected folders with limited access.
Filing and Indexing Methods
Methods include alphabetical, numerical, and subject-based indexing.
Aims for quick retrieval.
Example: Using color-coded folders with labels for each department.
Office Systems in Government Settings
These offices emphasize transparency, documentation, and compliance.
Example: A municipal government logging all requests in a public record book or online tracker
Office Procedures in Corporate Settings
Corporations use streamlined procedures to improve efficiency, competitiveness, and service delivery.
Example: A sales department follows a CRM (Customer Relationship Management) procedure for logging customer interactions.
Quality Assurance in Office Procedures
This ensures adherence to standards, reduces errors, and improves performance.
Example: Internal audits check if SOPs are followed for customer complaints.
Common Problems in Office Systems
Include outdated technology, redundancy, unclear roles, and lack of training.
Example: Manual timekeeping causing errors in payroll due to duplicate records.
outdated technology, redundancy, unclear roles, lack of training
What are some common problems in office systems?
Improving Office Systems
Involves adopting new tools, revising SOPs, and staff training.
Example: Migrating to a cloud-based HR system with mobile access.
Future of Office Systems
Trends include remote work tech, AI automation, and sustainable digital offices.
Example: AI tools scheduling meetings based on calendar availability.
efficiency, accuracy, professionalism
Office systems and procedures ensure ________, _______, and __________
evaluation; adaptation
Continuous _______ and _______ are crucial in OSP.
Example: Regular staff feedback leads to process improvements and higher morale.
Office
A place where business is carried on
Where the control mechanism of the organization is located.
Office
The nerve center and brain of the business enterprise.
Office
An information desk where all types of information is received and handled.
Office Work
Differs from enterprise to enterprise. But there are tasks that are similar in all offices, such as:
Handling calls and mails
Planning, administration, communication, among others
Accounting, auditing and budgeting.
contributes in the management of data and records, planning and setting objectives and also in controlling and rectifying behaviors
What is the importance of Office Work?
Office Work
It mainly consists of paper work
Consists of service function
It indirectly contributes to the profit
Office Work
It helps in the functioning of the whole organization
The volume of the work depends on the external factors
Job analysis, Cost Benefit analysis, Standardization, Work Simplification, Follow up activities, Establishment of control mechanism
6 things that the modern concept of office implies/includes
Job Analysis
The Modern Concept of Office Work
what to do and how to do things
Cost Benefit Analysis
The Modern Concept of Office Work
to consider how much investment is required to complete the task
Standardization
The Modern Concept of Office Work
is required to complete tasks and jobs without any error in a decided way
Work Simplification
The Modern Concept of Office Work
is required to reduce perplexity, time and cost in
completing a particular task
Work Simplification
The Modern Concept of Office Work
is required to reduce perplexity, time and cost in completing a particular task
Follow up activities
The Modern Concept of Office Work
__________ are required to check errors and correcting it to eliminate repetition.
Establishment of control mechanism
The Modern Concept of Office Work
____________ is required for proper implementation of plans ensuring effectiveness and efficiency.
Size of the business, Nature of the business, Type of organization, Finance and funds, Variety of work & number of departments, Quantity of employees, Extent of automation, Centralized office, Layout and design
What are the 9 factors in determining office size?
Size of the business
9 Factors in Determining Office Size
The larger the business, the larger the office.
Nature of the business
9 Factors in Determining Office Size
Office of a trading concern is usually larger then the manufacturing concern.
Type of organization
9 Factors in Determining Office Size
Corporations have larger offices than those of sole proprietorships
Finance and funds
9 Factors in Determining Office Size
Scale of operation and volume of work help in deciding the size of office
Office Accommodation
It is the process of selecting an appropriate building in a favorable location, establishing different sections and departments, proving or arranging resources in a scientific way.
Office Accommodation
The purpose of __________ is to create sound working environment and to bring efficiency and rapidness in office work.