Office Management in Government MCQs with ansers

Multiple Choice Questions 31 Pages

Mizoram University

Public Administration

Contributed by

Prajwal Hallale

UG/PA/VI/CC/11-Office Management in Government Page 1

Online Examination Question Bank – 2020

PUBLIC ADMINISTRATION
ELEVENTH PAPER
( Office Management in Government )
MULTIPLE CHOICE QUESTIONS

1. Office management refers to
(a) Method of controling an office
(b) Method of administering the people
(c) Method of managing the people

2. The word ‘Office’ is associated with –
(a) Indiscipline
(b) Service function
(c) Absence of clerical staff

3. Office Management may also be known as –
(a) Administrative Office Management
(b) Scientific Office Management
(c) Both of the above

4. Who define Office management as “a task of planning, coordinating, motivating the
efforts of others towords the specific objectives in the office”?
(a) Mill & Standingford
(b) George R.Terry
(c) Robinson

5. Which one of the following is NOT covered by Office management functions?
(a) Discriminating
(b) Coordinating
(c) Planning

6. Traditional concept viewed Office as
(a) a place
(b) a function
(c) a information centre

7. Functions of office management includes
(a) Motivating, controlling and directing
(b) Motivating, indisciplinary and partiality
(c) Motivating, partiality and neutrality
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8. Purpose of an Office includes
(a) Destruction of office documents
(b) Preservation of records
(c) Maintenance of partiality

9. Which of the following is carried out in an office?
(a) Leadership activities
(b) Administrative activities
(c) Disciplinary activities

10. The term ‘Management’ in the Office Management simply means
(a) To terminate
(b) To discriminate
(c) To administer

11. Staffing function of office management concerns with
(a) recruitment, placement and training
(b) recruitment, communication and weeding out
(c) recruitment, weeding out and lay-out

12. Motivation as a function of office management refers to
(a) Planning process
(b) Inspirational process
(c) Communication process

13. Organisation as a function of office management involves
(a) Grouping of activities
(b) Conduct of social works
(c) Issue of notifications

14. Coordination as a function of office management deals with
(a) Inefficiency in the dealing of works
(b) Ineffective leadership
(c) Harmonious implementation of plans

15. ‘Structure’ means the pattern in which the various parts are
(a) interrelated
(b) formed
(c) reported

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16. Office management structure directly involves
(a) Artificial lighting of rooms
(b) Systematic disposal of documents
(c) Particular system of arrangements

17. Structure of office organisation refers to
(a) Preservation of records for future references
(b) Framework for a group of individuals towards common goals
(c) Making of reports for future references

18. Which of the following is considered as important step in organising office structure?
(a) Adaptability
(b) Rigidity
(c) Instability

19. Importance of sound office structure includes
(a) Efficiency and skills
(b) Confusion about the objectives
(c) Duplication of works

20. Office work is mainly concerned with
(a) Research and evaluation
(b) Construction work
(c) Clerical work

21. Office Layout refers to
(a) Systematic arrangement of files
(b) Systematic arrangement of men and equipments
(c) Systematic arrangement of routine

22. The main purpose of Office Layout is to bring
(a) economy and efficiency
(b) good employees
(c) administrative orders

23. The concept of Office Layout is based on the principle of
(a) maximum efficiency at a maximum cost
(b) minimum efficiency at a minimum cost
(c) maximum efficiency at a minimum cost

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24. The objectives of Office Layout includes
(a) good working condition, expensive and privacy
(b) good woring condition, coordination and privacy
(c) good working condition, noise and expensive

25. Which of the following is NOT associated with good office layout?
(a) sufficient lighting
(b) noise from external sources
(c) privacy and safety

26. The main objective of Office Layout is to provide
(a) sufficient artificial lights
(b) noisy sounds
(c) smooth flow of work

27. Noisy machines and equipments in the office should be placed
(a) inside the office
(b) away from the clerks
(c) near the clerks

28. In order to ensure the conveniency for customers, the receptionist section should be
placed –
(a) near the main entrance
(b) at the corner of the room
(c) behind the confidential section

29. Office Layout is also known as
(a) office construction
(b) space planning
(c) space making

30. Which one of the following is NOT the principal objective of Office Layout?
(a) Regular flow of work
(b) Effective and facile supervision
(c) Minimum ulitization of floor space

31. Office Layout should be
(a) static in nature
(b) unchangeable
(c) flexible and elastic

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32. Which of the following is also needed to consider in space planning?
(a) ignoring criticisms from the public
(b) creation of an appealing image
(c) provision of insufficient facilities to staff

33. Choose the correct statement of the following with regard to good Layout.
(a) place related departments adjacent
(b) insufficient lighting should be provided
(c) rest-room facilities should be avoided

34. Office furniture includes
(a) Workers
(b) Table
(c) Software

35. Types and number of office furniture depends on
(a) efficiency of the staff
(b) nature and volume of work
(c) quality of the leader

36. Office work is mainly concerned with
(a) Research work
(b) Science and technology
(c) Paper and clerical work

37. Which one is NOT the basic principle in selecting office furniture?
(a) Responsibility
(b) Suitability
(c) Durability

38. Design of office furniture may include
(a) size
(b) cost
(c) utility

39. In office furniture, metal and fibreglass are much less flammable than
(a) silver
(b) copper
(c) wooden

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40. Appearance of office furniture is considered important as it will
(a) impress the workers and visitors
(b) increase the prestige of the locality
(c) increase output of the office

41. If a clerk is to be provided with a telephone, it must be placed on
(a) the right hand-side of the table
(b) the back-side of the clerk
(c) the left-hand side of the table

42. Preferably, certain confidential files should be placed in
(a) wooden cabinet
(b) steel cabinet
(c) glass container

43. Office furniture does not include
(a) Internet
(b) Chairs
(c) Cabinets

44. Built-in furniture like almirah etc becomes popular in modern office, because
(a) it increases efficiency
(b) it reduces expenditure and space
(c) it helps in maintaining integrity

45. In modern offices, office machines of various kinds are considered to be
(a) indispensable
(b) avoidable
(c) negligible

46. Which one of the following is advantage of office machines?
(a) expensiveness
(b) saving in cost of office management
(c) increase the requirement of staff

47. Office machines includes
(a) Computer
(b) Table
(c) Cupboards

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48. Table is needed in the office for
(a) storing the documents for future references
(b) keeping office records for future use
(c) storing and housing of files

49. Which one of the following furnitures may be considered to be the most important
for the smooth function of office?
(a) Racks
(b) Cabinets
(c) Chairs

50. Which one of the following factors may increase the morale of office personnel?
(a) colour, design and finish of the furniture
(b) weight, height and durability of the furniture
(c) cost, type and weight of the furniture

51. The term ‘procedure’ refers to
(a) act of governing
(b) a series of clerical acts within the system
(c) material available in office

52. Office procedure are performed in a specific way, which is called
(a) System
(b) Filing
(c) Method

53. ‘Filing’ refers to
(a) Process of administration
(b) Systematic arrangement and keeping of records
(c) Process of disciplinary actions

54. The process of filing involves
(a) Classification, sorting and coding
(b) Classification, supervision and control
(c) Classification, control and coordination

55. ‘Filing’ is important for
(a) day-to-day functioning of the office
(b) reference in the future
(c) Both of the above

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56. A good filing system is characterised by
(a) complexity, accessibility and economy
(b) simplicity, accessibility and economy
(c) rigidity, economy and safety

57. The objectives of ‘Filing’ includes
(a) keeping the records for easily accessible
(b) keeping the records only of officials
(c) keeping the records for weeding out

58. Which system of the following is essential for sorting, storage and retrieval of
papers?
(a) proper communication system
(b) proper file numbering system
(c) proper system of record management

59. If the main file is not likely to be available for some time, a new file may be opened,
which is known as
(a) Additional file
(b) Supplementary file
(c) Part file

60. In a file numbering system, number ‘0’ represents
(a) Seperator
(b) Group head
(c) Primary head

61. Records management covers the activities concerning
(a) reporting, collecting and retention
(b) retention, retrieval and weeding out
(c) removing, weeding out and disposal

62. Which Acts and Rules of the following is concerned with the nomination of
Departmental Records Officer?
(a) Public Records Act, 1993 and Public Records Rules, 1998
(b) Public Records Act, 1992 and Public Records Rules, 1997
(c) Public Records Act, 1991 and Public Records Rules, 1996

63. Category ‘A’ in the Records Management means
(a) keep but do not microfilm
(b) keep and microfilm
(c) keep for specified period only
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64. Category ‘B’ in the Records Management indicates
(a) keep but do not microfilm
(b) keep and microfilm
(c) keep for specified period only

65. Category ‘C’ in the Records Management refers to
(a) keep but do not microfilm
(b) keep and microfilm
(c) keep for specified period only

66. Records should always be
(a) neatly arranged
(b) disposed
(c) verified

67. Which of the following essential factors are to be considered in records
management?
(a) simplicity, accuracy, economy and usefulness
(b) simplicity, justification, design and types
(c) simplicity, appearance, economy and benefits

68. The term ‘Communication’ is derived from
(a) Greek word
(b) Latin word
(c) Frence word

69. The term ‘Communication’ literally means
(a) to share
(b) to communicate
(c) to retrieve

70. Communication mainly refers to
(a) transmitting of information from one person to another
(b) movement of person from one place to another
(c) transfer of knowledge form one person to another

71. Communication is
(a) an indispensable part of any management
(b) a management skill
(c) both of the above

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72. Written communication used in government offices includes
(a) Meetings
(b) Memorandum
(c) Interviews

73. Oral communication used in government offices includes
(a) Letters
(b) Proposals
(c) Training sessions

74. What is D.O Letter?
(a) Demi-Official letter
(b) District Official letter
(c) Duplicating Official letter

75. ‘Office Order’ is associated with
(a) Records management
(b) Official communication
(c) File management

76. ‘Notification’ in written communication is mostly used in notifying
(a) promulgation of statutory rules etc
(b) disciplinary cases
(c) granting of regular leave

77. ‘Resolution’ in official communication is used for
(a) issuing instructions
(b) making public announcement of government decisions
(c) obtaining the advice, views and comments of other departments

78. Which of the following official communication is published in the Gazette of India?
(a) Circular
(b) Office Memorandum
(c) Notification

79. Which forms of the following official communication is begin with the salutation?
(a) Office order
(b) Inter-departmental note
(c) Letter

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Office Management in Government MCQs with ansers

Office Management in Government MCQs with ansers

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