Chapter 1 Solutions: Office Management and Procedures

Answers to the Chapter 1 exercises. Each answer is as long as its marks call for: a sentence or two for 1 mark, and five marks’ worth of explained points, tables or working for 5 marks.

Group A: Very Short Answer Questions (1 Mark Each)

1. What is meant by office management?

Office management is the art and science of planning, organizing, directing, coordinating and controlling office activities and the office’s human and physical resources, so that the organization achieves its predetermined objectives efficiently and economically.

2. Name the two main office procedures related to decision-making.

The two main decision-making procedures are the Tippani, an official note submitted up the hierarchy for the chief’s decision, and the Resolution or Prastabana, a motion decided collectively in a meeting or assembly.

3. What is a Tippani?

A Tippani is an official written note that a lower-level assistant or section officer prepares and submits upward through the administrative hierarchy to the authorized decision-making authority, such as the Head of Office, so that a formal decision can be made on an unclear policy, problem or new administrative matter.

4. State the three main parts of a report.

The three main parts of a report are (1) the Introduction, (2) the Body of the Report and (3) the Conclusion and Recommendations.

5. What is a Special Resolution?

A Special Resolution is a resolution on a major structural or constitutional matter, such as changing a company’s name or objectives, altering its share capital or voluntary liquidation, which is passed only by a special majority of at least 75% (three-fourths) of the members present.

Group B: Short Answer Questions (5 Marks Each)

1. What is office procedure? Explain any four points of importance of office procedure.

Office procedure is the systematic, step-by-step sequence in which administrative tasks are performed according to prevailing laws, rules and organizational manuals. Handling incoming and outgoing mail (Darta and Chalani), drafting memos, submitting proposals for decisions and preparing reports all follow such fixed steps. In Nepalese offices, the three main decision-making and reporting procedures are the Tippani, the Report and the Resolution (Prastabana).

Four points of importance of office procedure are:

1. Uniformity in work: When every task follows the same fixed steps, all employees handle similar work in the same way. Letters are registered, files are opened and proposals are submitted in a standard form, so the quality of work does not depend on the habits of individual staff.
2. Speed and economy: A clear sequence of steps removes unnecessary movement of papers, duplication of effort and delay. Work is completed in less time and at lower cost, which supports the cost control and efficiency that office management aims for.
3. Fixing responsibility: Each step of a procedure shows who must act, and the signatures, designations and dates recorded at every step show who did what and when. This makes it easy to supervise work and to hold the right person accountable for any mistake or delay.
4. Legal compliance and transparency: Office procedures are framed according to prevailing laws and rules, so decisions taken by following them are lawful and can be defended in audits and courts. The written record kept at each step also makes the office’s work transparent to superiors, auditors and the public.

Office procedure also makes it easy to train new employees, and it keeps work running smoothly when staff are transferred or replaced.

2. Define Tippani. Write any four considerations to be followed while drafting a Tippani.

Tippani is a written statement or official note initiated by a lower-level assistant or section officer and submitted upward through the administrative hierarchy to the authorized decision-making authority, such as the Head of Office, Department Chief or Minister, to reach a formal decision on an unclear policy, problem or new administrative matter. It sets out the subject, the facts and background, the relevant legal provisions, the financial implications and the opinions of the subordinate levels, so that the authority can approve, modify or reject the proposal.

Four considerations to be followed while drafting a Tippani are:

1. Clear subject heading: The subject of the Tippani must be written clearly and concisely at the top, such as “Regarding the Purchase of 5 Desktop Computers for the Accounts Section.” A clear subject tells every reader at a glance what decision is being sought.
2. Left margin space: A one-fourth (1/4) margin must be left blank on the left side of the Tippani sheet. Higher authorities use this space to write their remarks, opinions or instructions as the Tippani moves up the hierarchy.
3. Sequential order of facts: The Tippani should begin with the background or problem, followed by the related legal provisions, the availability of budget and, finally, clear suggestions or opinions. This logical order helps the decision-maker understand the matter and decide quickly.
4. Signature, designation and date: Every official who forwards or decides on the Tippani must sign it with name, designation and date, in chronological order. This shows who gave which opinion and when, so the Tippani serves as permanent documentary evidence of the decision.

The chapter lists two more considerations: relevant letters, bills, quotations or legal clauses must be attached and indexed by page or serial number, and the language must be polite, simple and unbiased.

3. What is a report? Explain the different types of reports used in government and business offices.

A Report is a formal, factual and analytical written account prepared by an individual, committee or office after investigating, inspecting or completing a specific event, project or financial period. Every standard report has three main parts: the Introduction, the Body of the Report, and the Conclusion and Recommendations.

The different types of reports used in government and business offices are:

1. Annual/Periodic Report: It is prepared at the end of a month, quarter or fiscal year and summarizes the physical and financial progress made during that period. Management uses it to compare actual progress with targets and to plan for the next period.
2. Audit Report: It is prepared by an auditor after examining the financial accounts and vouchers of an office. In government offices, the internal audit is done by the District Treasury Comptroller Office (DTCO) and the final audit by the Office of the Auditor General (OAG), while a business is audited by an independent chartered accountant; the report points out errors and irregularities and suggests improvements.
3. Committee/Commission Report: It is prepared by an investigation or study committee formed for a specific issue. It presents the facts the committee found and its recommendations to the authority that formed it.
4. Educational/Field Visit Report: It is prepared by students or employees after completing an observation tour or a training program. It records what was observed or learned and how that knowledge can be used in study or work.
5. Feasibility Report: It is prepared before launching a new project or business to evaluate whether it is technically and financially viable. Investors, banks and government bodies rely on it to decide whether the project should go ahead.