ASSAM UNIVERSITY SYLLABUS (NON - HONS): Office Management and Secretariat Practice (6th SEM - CBCS PATTERN)

B. Com: Semester VI

Paper B.C. 6.2 (b): Office Management and Secretariat Practice

Internal Assessment -30

Term End Exam - 70

Marks: 100

Lectures: 65

Objectives: The purpose of this course is to familiarize the students with the activities in a modern office. Smooth functioning of any organization depends upon the way various activities are organized, facilities provided to the staff working in the office, the working environment and the tools and equipments used in office.

Contents

Unit 1:                                        20

Office and Office Management: Meaning of office. Functions of office – primary and administrative management functions, importance of office, duties of the office manager, his qualities and essential qualifications.

Filing and Indexing: Filling and Indexing – Its meaning and importance, essentials of good filing, centralized vs. decentralized filing, system of classification, methods of filing and filing equipment, Weeding of old records, l meaning and need for indexing, various types of indexing.

Unit 2:

Lectures 8                              20

Mail and Mailing Procedures: Mailing procedures – meaning and importance of mail, centralization of mail handling work, its advantages, room equipment and accessories, sorting tables and rack, letter opener, time and date stamps, postal franking machine, addressing machine, mailing scales, mailing through post, courier, email, appending files

with email. Inward and outward mail – receiving, sorting, opening, recording, making, distributing, folding of letters sent, maintenance of peon book, dispatching, courier services, central receipt and dispatch.

Forms and Stationery: Office Forms – introduction, meaning, importance of forms, advantages of using forms, disadvantages of using forms, types of forms, factors affecting forms design, principles of form design, form control. Stationery – introduction, types of stationery used in offices, importance of managing stationery, selection of stationery, essential requirements for a good system of dealing with stationery, purchasing principles,

purchase procedure, standardization of stationery.                                20

Unit 3:                                         20

Modern Office Equipments: Modern Office Equipment – Introduction, meaning and importance of office automation, objectives of office mechanization, advantages, disadvantages, factors determining office mechanization. Kind of office machines: personal computers, photocopies, fax, telephone, telephone answering machine, dictating machines, audio-visual Aids.

5 Lectures

Budget: Budget – Annual, revised and estimated. Recurring and non-recurring heads of expenditure.

5 Lectures

Audit: Audit process – Vouching, verification and valuation (in brief). Consumables / Stock register and Asset register. Procedure for disposal of records and assets.

5 Lectures

Unit 4:                      20

Banking facilities: Types of accounts. Passbook and cheque book. Other forms used in banks. ATM and money transfer.

5 Lectures

Abbreviations / Terms used in Offices: Explanation of abbreviations/terms used in day- to-day work,

Modes of Payment: Types of payments handled such as postal orders, Cheque (crossed/uncrossed), post-dated and pre-dated Cheques, stale Cheque, dishonored Cheque.

Unit V:                                   20

Role of Secretary: Definition: Appointment; Duties and Responsibilities of a Personal Secretary; Qualifications for appointment as Personal Secretary. Modern technology and office communication, email, voice mail, internet, multimedia, scanner, video- conferencing, web-casting. Agenda and Minutes of Meeting. Drafting, fax-messages,

email, Maintenance of appointment diary.

13 Lectures

Suggested Readings:

1. Bhatia, R.C. Principles of Office Management, Lotis Press, New Delhi.

2. Leffingwell and Robbinson: Text Book of Office Management, Tata McGraw-Hill.

3. Terry, George R: Office Management and Control

4. Ghosh, Evam Aggarwal: Karyalaya Prabandh, Sultan Chand & Sons

5. Duggal, B.: Office Management and Commercial Correspondence, Kitab Mahal.