Learn/NABTEB/Syllabus/Office PracticeStudy this course in LearnPractice opens in your NABTEB workspace after you sign in. Questions and lecture notes stay there.Practice this courseOpen lecture notesOfficial rules, eligibility, and dates stay on the NABTEB guide.course outlineIntroduction to Office PracticeMeaning of Office PracticeElements/scope of Office PracticeRelevance of Office Practice to Business OrganizationsTypes of organizationsThe OfficeMeaning of officeGeneral functions of the officeAdministrative/Management functions of the office e.g. planning, function, controlling, motivating, functions etc.The nature of office planningBenefits of office planningTypes of office layout e.g. open, closed etc.Advantages and disadvantages of open and closed office layoutFactors to be considered in the office planning and layoutFactors affecting the location of an office e.g. Business size, nature of the business available e.g. facilities etc.Physical factors of the office environment e.g. temperature, ventilation, sanitary/safety guidesMeasure for enhancing conducive office environment e.g. control of noise, provision of good lighting, air conditioner, heating systemOffice OrganisationMeaning of office organizationsPrinciples of good office organizationFunctions of various departments in organizations e.g. sales, marketing, personnel etc.Public service structurePersonnel classification in the public serviceOrganisational chartAdvantages and disadvantages of organizational chartForms of organizational structure e.g. staff function, line, line and staff, committeeCommunicationThe meaning of communicationThe importance of communication in an organization and factors determining the choice of communication medium e.g. volumes, and type, urgency, distance, capital and running costTypes of office communication and their uses e.g. Oral (Verbal)Types of office communication and their uses e.g. WrittenTypes of office communication and their uses e.g. Electronics, e.g. BBT, PABX, Telephones, Intercom, Radio phone, walkie-talkie, Telex, letter, Reports etc.Forms of oral communication e.g. messages, interview, meetings, debates etc.Factors affecting communicationTypes of written communication e.g. letters, memo, reports, telegram, cablegram etc.Differences between business and official letters e.g. language formal and styleEssential features/qualities of office correspondence e.g. clarity, tactfulness, use simple language avoidance of ambiguityMinutes and Reports of CommitteesTerms and abbreviation used in business and official (government letters)Address of dignitaries e.g. Governors, Speakers, Chief Justice, Lord Spiritual Temporal etc.Means of mechanical systems of communication used in an office e.g. telephone, paging etc.Electronic communication e.g. mail - internet. Advantages and disadvantages of electronic communication.Advantages and disadvantages of electronic mechanical system-Simulation in the use of the telephone callsDistinguishing private Manual Branch Exchange (PMBX) and private Automatic Branch Exchange (PABX)Handling techniques: Receiving callsHandling techniques: Making calls (both local trunk)Telephone and Telegraph Service provided by the Nigerian Telecommunication Limited (NITEL)Office Abbreviations e.g. K.I.V., B.U., A.I.E., CC etc.Mail RoomFranking MachineShredding MachineStapling MachineEnvelope ceiling MachineLetter Opening MachineFolding MachineStamping and Fixing MachinePost Office Directory etc.Sorting of incoming and out-going mails into official, secret confidential and personal categoriesPostal ServicesInland services provided by (NIPOST)Overseas services provided by NIPOST e.g. Surface, Airmail, Express, mail service, reply paid services etc.The Auxiliary service of NIPOST, e.g. postal order, post office box, private mail bagFunctions of private, postal services e.g. courier services such as DHL, IAS etc.Record Keeping, Filing and IndexingMeaning of “record”Purpose of record keepingMethods of storing records e.g. microfilming, stenciling, computer, record processor, microfiche etc.Meaning of filingCharacteristics of good filing systemMethods of classification of filing system e.g. Alphabetical, numerical, chronological etc.Filing equipment e.g. File guide, folder, box-file, cabinet etcProcedures for opening filesCorrection of a misfiled documentsTreatment of transit filesCross referencesDisposal of files e.g. thinning, destruction, transfer of files to archivesMeaning of indexingTypes of indexingPurpose of indexingClassification of indexingOffice Aids and MachinesSimple office aids that all clerical staff should have and their uses, e.g.; hand stapling machine, small two hole punch, date stamp, desk dairy etc.Advantages and disadvantages of the use of machine in the officeTypes of typewriters, e.g; manual, electric, electronic and their uses e.g. dictator, addressing, storing, information etc.Types of calculating machines e.g. adding and listing, key driven rotary, punching, electronic and accounting machines and their usesReprographic systems i.e. stencil (ink), spirit, offset lithography and photocopying machinesAdvantages and disadvantages of reprographic methodsComputer: meaning, functions, merits and demerits of computerAreas of computer application in BusinessMethods of PaymentGeneral methods of payment e.g. Cash, Bill of exchangeMethod of payment by the bank e.g. cheques, standing order, bank order, Bank draftCredit transfer, travelers cheques, Dividend warrantsParties to a chequeFeatures of a chequeTypes of a cheque, dishonouring chequesMethod of payment by the post office e.g. stamps, postal order, money order, telegraphic money order, Giro Service etc.Advantages and disadvantages of various methods/means of paymentMeeting ProceduresMeaning of meetingTypes of meeting with examples e.g. formal, informal, committeeQualities of a valid meetingNotice of Meetings and AgendaSecretary's roles at meetingsOffice PersonnelTraining and qualification of office personnelPersonal qualities and business attributed of office personnel e.g. punctuality, neatness, morality etc.Categories and duties of office employees e.g. clerical staff, stenographer/shorthand typist, copy-typist, confidential secretaries etc.Sources of recruitment e.g. labour office, advertisement etc.Applying for an office positionSelection procedures (screening)Interviewing, methodsAssumption of dutiesDisengagement of employeesOffice Memory Aids and Sources of Business InformationTypes of memory aids and their uses, e.g. calendar, indexed memory aids, dairy, appointment card etc.Sources of information e.g. official gazette, Hansards etc.Business DocumentsMeaning of business documentsTypes and uses of Business documents e.g. cash receipts, letter of enquiry, tender, quotation, catalogue, dispatch note etc.Essential features of various Business documentsVisual AidsMeaning of visual aidsPrincipal of visual aids e.g. quick reference, comparison etc.Types of visual aids e.g. line graphs, pie charts, pictograms, flow charts etc.
