2024 NABTEB OFFICE PRACTICE: 2024 NABTEB Office practical ANSWERS (8449)

NABTEB OFFICE PRACTICE ANSWERS*

Thursday 24th September, 2020.

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 *THEORY* 
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(1a)
(i)it Helps in Achievement of Targets: Targets or goals are results in quantitative terms which are to be achieved in a given time. Management makes people realize the goals and directs their efforts towards the achievement of these goals.

(ii)it aids ptimum Use of Resources: ofdiceManagement helps in utilization of resources effectively. Scarce resources are put to use optimistically by managers. 

(iii)it allows inimization of Costs: Office costs can only be reduced under the guidance and control of efficient management. Office Management is concerned with doing the office activities in a best and cheapest way.

(iv) Smooth Flow of Work; Uninterrupted flow of work is only possible if there is proper planning and control. Management ensures efficient and smooth flow of work.

(v) Helps in Maintaining Office; Efficiency Management helps in maintaining efficiency in an office. A
manager not only performs and produces results, but also does it in the most efficient manner so as to contribute towards profit generation.

(1b)
(i)Executive Assistant 
(ii)Account Manager 
(iii)Office Manager 
(iv)Accounts Payable Clerk 
(v)Administrative Assistant 
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(2a) 
(i) Nature of business
(ii) Availability of infrastructure
(iii) Nearness to customers
(iv) Availability of human resources
(v) Nearness to related business

(2b)
(i) Sales: All the activities of the Sales department are for selling to earn maximum profit. For this purpose continuous search is made for profitable markets. 

(ii) Advertising for Sales: This informs the customers about the product and the place from where they can get it. Advertising promotes trade and creates demand and hence it is the pivot of modern trade, commerce and business.

(iii) Market Research: It means study of market, which includes forecasting, intelligence and statistics. It is an important factor for the sale of products. Failure to do this accurately may lead to the produc­tion of more goods that the market can absorb. This may mean financial losses to the firm. It may also lead to under-production, the results of which are equally unpleasant.

(iv) Sales Correspondence:Any incoming letter must be replied in a short time. The letter should be tactful, simple in language, helpful and every customer must feel that his enquiries are being considered.

(v) Service: Industry is rapidly adopting the principle that service is an essential part of the sales itself. Manufacturers often find it essential to see that their products are properly installed. This is not only a service to the customers but also a protection against complaints and general dissat­isfaction of the customers.
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(5a)
Business Information is the information, which relates to customers or the business of Company including without limitation, sales and rate information, software, business plans and operating strategies, Product information, and material identifying an association with the Company.

(5b)
(i)Answering and directing phone calls
(ii)Organizing and distributing messages
(iii)Maintaining company schedules
(iv)Organizing documents and files
(v)Documenting financial information
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(6a)
microfilm; is a device used in projecting and magnifying images stored in microform to readable proportions. Microform includes flat film, microfilm, aperture cards, microfiche, and ultra fiche. Using open reels or cassettes, microfilm is often used as a way to store many documents in a small space.

(6b)
stencil; is usually a thin sheet of material, such as paper, plastic, wood or metal, with letters or a design cut from it, used to produce the letters or design on an underlying surface by applying pigment through the cut-out holes in the material.

(6c)
Computer; are used at homes for several purposes like online bill payment, watching movies or shows at home, home tutoring, social media access, playing games, internet access, etc. 

(6d)
Record processor; it is used in the template is a voluntary tool for drawing up records of processing activities; its use is not mandatory. In other words it is also used for creating an overall picture of the processing of personal data and, for its part, demonstrates that the personal data are being processed in accordance with data protection legislation.

(6e)
Microfiche; is a card made of transparent film used to store printed information in miniaturized form. To read the card, one places it under the lens of a microfiche reader machine, which magnifies it.
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(7a)
Indexing means an arranged system through which the required documents and papers are easily located for the speedy disposal of urgent and or ordinary matters.

(7b)
(i)Alphabetical classification:The filing method under which files and folders are arranged in order of alphabets of the names of person or institution concerned with such file is alphabetical classification.

(ii)Numerical classification: The filing method under which files and folders are arranged in order of number is called numerical classification. All files and folders are given separate numbers. It is an indirect method of classification of filing. In this filing alphabetical index is required.

(iii)Subjective classification: In this filing method, records are classified according to their subject; letters and documents are classified and arranged in files and folders into subject or sub-subject wise. In this filing, subject must be arranged alphabetically. 

(iv)Geographic classification; In this method, files are grouped according to the geographical location of firm, organization or person. Under this method name of places are written in file and are arranged in drawer either in alphabetical or numerical order whichever is suitable for organization.

(v)Chronological classification; In this method, files and folders of documents are arranged in an order of their date, day, and time. In an office, several letters and documents may be received and dispatched. They all are arranged according to time and date when they were received and dispatched.
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 *GOOD LUCK*

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