Office Practice Waec Syllabus

THE OFFICE

Definition of the office

Functions of the office

Layout of the office

Principles of office organization

• Span of control
• Unity of control
• Unity of function, etc

Office procedures

Sections of the office

DEPARTMENTS IN AN ORGANIZATION

List of departments in an organization

Functions of each department in an organization

Organizational chart

OFFICE EQUIPMENT

Meaning of office equipment

Types of office equipment.

Manual:

• Typewriter
• Perforator
• Stapling machine
• Duplicating machine,etc.

Electrical:

• Typewriter
• Photocopier
• Shredding machine,
• Computer,
• Scanning machine,
• Facsimile machine, etc.

Uses of office equipment.

Care of office equipment

THE RECEPTION

Meaning of the reception

Duties of the receptionist

Documents handled by a receptionist

Qualities of a receptionist

Procedures for handling  telephone calls

OFFICE DOCUMENTS

Meaning of office documents

Types of office documents

• Administrative
• Sales
• Stores
• Purchasing

Uses of office documents

Preparation of office documents

OFFICE CORRESPONDENCE

Meaning of office correspondence

Types of office correspondence

• Memos
• Business letters
• Notice of meetings
• Minutes of meetings
• Reports
• Circulars

MAIL

Types of mail

• Personal mail
• Official mail
• Urgent mail
• Confidential mail

Classification of mail

•  incoming mail
• Outgoing mail

Procedures for handling incoming and outgoing mail.

FILING

Definition of filing

Systems of filing

• Vertical
• Lateral
• Electronic

Classifications of filing

• Alphabetical
• Chronological
• Numerical
• Geographical
• Alpha-numerical
• Subject

Purposes of filing

Steps involved in filing

Filing equipment

COMMUNICATION

Definition of communication

Importance of communication

Types of communication

Verbal

• Oral
• Written

Non verbal

• Visual
• Audio
• Audio-visual

Methods/Media of communication

• Print (newspapers, magazines, directories, handbills, flyers, etc.)
• Electronic (radio, television, audio      and video conferencing, etc)

Communication service providers

• NIPOST
• NITEL
• Media houses
• Satellite stations
• The internet
• Global System of Mobile Communication (GSM)

MEETINGS

Definition of meeting

Purpose of meeting

Types of meeting

• Statutory meeting
• Emergency meeting
• Board meeting
• Management meeting
• Annual General Meeting,
• Staff meeting
• Committee meeting.

Procedure for conducting a meeting

• Opening prayer
• Agenda
• Chairman’s opening remarks
• Reading of the last minutes
• Correction ( if any)
• Adoption of the last minutes
• Matters arising from the last minutes
• Main business
• Any other business (AOB)
• Chairman’s closing remarks
• Adjournment/ closing
• Closing prayer

Meeting  Terminologies

• Agenda
• Adoption
• A O B.
• Adjournment, etc.

Roles of the chairman/secretary

Writing the minutes

REPORT WRITING

Meaning of report

Types of report – Formal

• Short report
• Long report
• Investigative report
• Routine/Periodic

Parts of a report.

Importance of report writing

INFORMATION

Definition of information

Types of information

Uses of information

Sources of information

Storage of information

Qualities of good information

• Timeliness
• Accuracy
• Speed of delivery
• Usability, etc.

SUGGESTED READING  TEXT

Modern Office Practice for Vocational Business Students By Amadin, M.S.