Office Practice
Junior Secondary School Business Studies JSS 1
Introduction to Business studies.
FIRST TERM E – LEARNING NOTES
JSS 1
SUBJECT: BUSINESS STUDIES
CLASS: JSS 1 (BASIC 7)
Subject :
Business Studies
Term :
FIRST TERM
Week:
Week 2
Class :
JSS 1
Previous lesson :
The pupils have previous knowledge of
Topic :
Office practice: The office, Office staff, Office practice, commerce: book keeping, short hand, keyboarding ,career opportunity.
Behavioural objectives :
At the end of the lesson, the pupils should be able to
- define office practice
- define office
- mention different types of office staff
- say the difference between book keeping and accounting
- write out the career opportunities that are there in business studies
Instructional Materials :
- Wall charts
- Pictures
- Related Online Video
- Flash Cards
Methods of Teaching :
- Class Discussion
- Group Discussion
- Asking Questions
- Explanation
- Role Modelling
- Role Delegation
Reference Materials :
- Scheme of Work
- Online Information
- Textbooks
- Workbooks
- 9 Year Basic Education Curriculum
- Workbooks
Content :
THE OFFICE
CONTENT:
- The Meaning and Types of Office
- Functions of an office
- The Different Office Departments in an Organization
Meaning of Offices
An office is a place where all clerical and managerial activities are done . An office is defined as a room set aside in an organization for all clerical activities. An office can also be defined as a place where the planning and organization in connection with the production and distribution of goods and services are done. An office may be large or small . , Big or small .The example of an office is the principal’s office, Banks, Restaurant, classrooms , staff room, police station , shopping malls , supermarkets, Shops etc. In the Principal’s office, records of both students and staff are kept.
Types of Office
There are two types of office namely- a small office and a large office.
A SMALL OFFICE
A small office is usually found in a small organization because the volume of clerical activities is small. A small office usually has one to ten clerical workers. Example of small office are a trader’s shop, the Principal office Patent Medicine shop etc.
ADVANTAGES OF A SMALL OFFICE
- It assists workers to learn more of office skills.
- Workers are able to learn more about the activities within the whole business.
- The workers enjoy a close relationship with their employers, customers and suppliers.
- The workers perform a wide variety of duties thereby reducing monotony of work and idle time.
DISADVANTAGES OF A SMALL OFFICE
- There is absence of division of labour and specialization.
- There is little or no staff welfare.
- Enough office aids such as photocopier, telex etc are not usually provided.
- There may be no opportunity for the employee to further his career.
A LARGE OFFICE
A Large Office is usually found in big organizations with many clerical staff. Examples of large offices are Banks, Airports, Hospitals, Railway station etc. It has more than ten people working in it. In a large office, work is divided among many clerical staff.
ADVANTAGES OF LARGE OFFICE
- The high degree of specialization enables workers to be efficient in their work.
- There is provision of a variety of office aids depending on the needs of the various departments.
- Workers enjoy attractive social and welfare facilities
- There will be higher Salaries for the employees.
- There are usually chances for career advancements, depending on the ability of each employee.
DISADVANTAGES OF A LARGE OFFICE
- There is no privacy.
- The relationship between the employer and employees is impersonal.
3 There is the problem of communal noise which results in distraction.
EVALUATION
- What is an office?
- Name the two types of office with two examples each.
SUBTOPIC: FUNCTIONS OF AN OFFICE
CONTENT
Whether the office is small or large, it performs six basic functions. These are:
(a) Giving Information
(b) Receiving Information
(c) Recording Information
(d) Arranging Information
(e) Processing Information
(f) Storing Information
Let’s explain each of them in detail.
a. Giving Information: In an organization, the office gives out information to people. For example, If the Principal wants to call a Parents-Teacher’s Meeting, he can do this by :
(i) sending a letter to each parent
(ii) putting notice of such meeting on notice board.
(iii) advertising such information in the newspaper.
- Receiving Information: The office receives information in many ways such as through letters, telephone calls, fax messages, internet, newspaper etc.
- Recording Information: The information given or received in the office is very necessary to the operation of the organization. Therefore, the office performs this important function of recording such information. This is necessary, in order to have an accurate record of information whether given out or received. The office can make reference to this information from time to time.
- Arranging Information: The office arranges information by putting related matters together. All the information concerning JS one students can be arranged in one place, so that when needed it can be made easily available.
- Processing Information: The office sorts out the information it receives and sends it to various sections of the organization to act. For example, letters concerning fees or accounting are sent to the bursar’s office.
- Storing Information: storing of information involves the safe-keeping of records which are important to organization’s existence. Such information is stored in cabinet or computers. For example, every student/staff has a file opened on him/her. In this way, information about the student or staff can easily be recovered when needed from the file cabinet or the computer
Presentation
The topic is presented step by step
Step 1:
The class teacher revises the previous topics
Step 2.
He introduces the new topic
Step 3:
The class teacher allows the pupils to give their own examples and he corrects them when the needs arise
Conclusion
The class teacher wraps up or conclude the lesson by giving out short note to summarize the topic that he or she has just taught.
The class teacher also goes round to make sure that the notes are well copied or well written by the pupils.
He or she does the necessary corrections when and where the needs arise.
Evaluation
- What is an office
- Write out five functions of an office
- Mention two types of office
- say the difference between book keeping and accounting
- write out four career opportunities that are there in business studies
- Mention four advantages of large office
- State two disadvantages of small office
- list six importance of business studies
- write out four components of business studies
- What is Business Studies?
- Mention three objectives of Business Studies
- Mention five (5) components of Business Studies.
- Write out or list List five career opportunity available to those who study Business Studies
