OA

• Distribution


  The process of getting products to consumers
• Exchange of goods and services


  Involves a number of office functions
• Office functions in exchange of goods and services

  1. Receipt of money

  2. Prompt recording of payment

  3. Safe storage of payment until deposited in the Bank
• • This is where the owners of the business will invest materials and resources [including capital and people] to produce goods and service to satisfy the demand of consumers.
• The office is considered as the center of any 

  business, whether large or small.  It provides 

  invaluable services to other members of the 

  organization.
• The Role and Functions of the Office is

  • Production;
  • Distribution and exchange of goods and services;
  • Collection, processing and preservation of data (manual);
  • Collection, processing and storage of data (electronic);
  • Dissemination of information;
  • Organisational management and legal control
• The office is also responsible for the selection 

  and safety of the furniture, equipment and 

  documents in its keeping.
• What is communication? Communication is a process between at least two people – a sender and a receiver – that begins when one person wants to send a message to another.
• What is an interview? A formal and organised verbal channel of communication between an interviewer or a panel of interviewers and an interviewee.
• • MEETINGS – A formal or informal face-to-face channel of communication among people on a specific topic or issue.
• Records Management is the organised or systematic control of records from the time of its creation to when it is no longer needed ( its disposal).
• Records management helps an organization, institution or government ensure: 

  • Effective creation, retrieval and maintenance of current records. 
  • Security of vital records. 
  • Effective transfer of records to inactive storage (archive). 
  • Data input/ data storage. 
  • Regular, authorized destruction of obsolete records. 
  • Effective retrieval of information. 
• Data input – the collection of raw or disorganised information from within the organisation or from its environment.
• Data throughput or processing – the conversion of inputs or raw data collected into a useable form.
• Data output – the transfer of the processed information to the people who will use it.
• Database Management – programs allow you to store, organize, manipulate, retrieve, display and print large collection of data and information.
• Processing: batch and real time Batch processes ensure large tasks are completed in small sections for correcting efficiency. Real-time processes are done quickly and seamlessly. The conversion of inputs or raw data collected into a useable form.
• Meeting


  An assembly of people for a particular purpose, especially for formal discussion
• Meetings are a useful form of internal communication when it is necessary  to hold discussions between groups of persons.  
• What is the role and function of distribution and exchange of goods and services?


  This is to make sure that the products reach the target customers in the most direct and cost-efficient manner.
• What is the role and function of Productivity?


  This measures how efficiently an organization or it's employees convert inputs, like labour and capital into outputs such as goods and services.
• What is the role and function of collection, processing and preservation of data(manual)?

  The office can collect information by various means, like if a customer send enquiries about the prices of products they can place an order for goods.
• What is the role and function of dissemination of information?

  This means spreading or giving out information, the office will provide information to customers and other workers within the organization.
• What is the role of organisational management and legal control?

  Office staff help to plan, coordinate, communicate, schedule, monitor and report on the outcomes of business activities.
• What is a company's mission?


  This is the company's purpose and goals.
• What is a company's vision?

  This is the company's long-term goal.
• How will the size and nature of a business impact the multiplicity of positions of staff?

  The size and nature of a business will determine the number of persons running it. For example: cashiers and receptionists
• How will the size and nature of a business impact types and patterns of relationships?

  The structure that an organization develops helps in establishing the official placement of personnel within the firm according to lines of authority. 
• How will the size and nature of a business impact Nature of duties and responsibilities?

  The duties and responsibilities should be clearly stated in a job description and also in a job specification. 
• How will the size and nature of a business impact Deployment of employees?

  Deployment is the placement of employees in positions appropriate to their knowledge, skills, training and experience for the benefit of the organization.
• How will the size and nature of a business impact decisions regarding decentralisation or centralisation?

  Centralization is the situation where certain types of office services for all departments are done at one particular place eg. Typing, records management etc.
• How will the size and nature of a business impact decisions regarding decentralisation or centralisation?

  Decentralization is the situation where staff of each department performs their own office services within the department itself.
• How will the size and nature of a business impact extent of Computer Hardware/Software Usage?

  The use of technology and even more so computer software depends on the activities of the business. Computer software is used to prepare correspondence, tables, forms, reports etc. 
• What are skills?


  abilities you have learnt, they usually require regular practice.
• What are attitudes?


  this is how you think or behave which is shown in how you respond characteristics of office staff.
• What is mail merge?

  Combining a template document with a data source to create personalized documents.
• What are addressing machines?

  a business machine that automatically imprints names, addresses, or other information on successive envelopes or forms.
• What are franking machines?

  a machine used to stamp an official mark on a letter or parcel to indicate that postage has been paid or does not need to be paid.
• What are folding machines?


  Machines that fold paper or other materials.
• What are collating machines?

  Machines that organize and assemble printed sheets into a specific order.