OFFICE MANAGEMENT

Principles of Office Management

1. **Which of the following is NOT a principle of office management?**

- A) Authority and Responsibility
- B) Division of Work
- C) Informality
- D) Scalar Chain
- **Answer: C**

2. **The principle of 'Division of Work' refers to:**

- A) Equal distribution of salary
- B) Assigning specific tasks to employees
- C) Developing employee skills
- D) Deciding work hours
- **Answer: B**

3. **What does the principle of 'Unity of Command' imply?**

- A) Each employee should receive orders from one superior
- B) There should be multiple supervisors for each employee
- C) Employees should have multiple roles
- D) Supervisors should have multiple employees
- **Answer: A**

4. **The principle of 'Scalar Chain' relates to:**

- A) The hierarchy of authority
- B) Employee compensation
- C) Office layout
- D) Record keeping
- **Answer: A**

5. **The principle of 'Order' ensures:**

- A) Correct placement of resources and personnel
- B) High employee salaries
- C) Customer satisfaction
- D) None of the above
- **Answer: A**

6. **Which principle emphasizes the importance of employee morale?**

- A) Unity of Command
- B) Esprit de Corps
- C) Centralization
- D) Division of Work
 - **Answer: B**

7. **The principle of 'Authority and Responsibility' states:**

- A) Authority should match responsibility
- B) Responsibility should be greater than authority
- C) Authority should be more than responsibility
- D) None of the above
- **Answer: A**

8. **Which principle focuses on fair treatment of employees?**

- A) Discipline
- B) Equity
- C) Unity of Direction
- D) Centralization
- **Answer: B**

9. **What does the principle of 'Stability of Tenure of Personnel' imply?**

- A) Frequent changes in staff positions
- B) Job security for employees
- C) Temporary employment
- D) High employee turnover
- **Answer: B**

10. **The principle of 'Subordination of Individual Interest to General Interest' means:**

- A) Individual interest should come first
- B) General interest should prevail over individual interest
- C) Both should be equal
- D) None of the above
- **Answer: B**

### Office Systems and Procedures

11. **Office systems and procedures are important because they:**

- A) Increase operational costs
- B) Enhance efficiency and productivity
- C) Decrease employee satisfaction
- D) Complicate simple tasks
- **Answer: B**

12. **Which of the following is a key component of office systems?**

- A) Random file placement
- B) Structured workflow processes
- C) Informal meetings
- D) Ad hoc task assignments
 - **Answer: B**

13. **The primary purpose of office procedures is to:**

- A) Increase the workload of employees
- B) Standardize routine tasks
- C) Create confusion
- D) Decrease communication
- **Answer: B**

14. **Office automation refers to:**

- A) Manual data entry
- B) Using technology to perform office tasks
- C) Reducing employee work hours
- D) Increasing paperwork
- **Answer: B**

15. **A procedure manual is used to:**

- A) Record employee attendance
- B) Outline step-by-step instructions for tasks
- C) Determine employee salaries
- D) Plan office parties
- **Answer: B**

16. **Which system helps in tracking document versions and changes?**

- A) Time management system
- B) Document management system
- C) Payroll system
- D) Attendance system
- **Answer: B**

17. **The process of capturing, storing, and retrieving office documents electronically is known
as:**
- A) Document Destruction
- B) Document imaging
- C) Document printing
- D) Document filing
- **Answer: B**

18. **Workflow automation improves efficiency by:**

- A) Increasing manual tasks
- B) Reducing repetitive tasks through automation
- C) Creating more paperwork
- D) Lengthening process times
- **Answer: B**
19. **Which of the following is NOT a benefit of a good office system?**
- A) Increased efficiency
- B) Reduced errors
- C) Higher operational costs
- D) Better resource management
- **Answer: C**

20. **Office systems and procedures should be:**

- A) Rigid and unchangeable
- B) Flexible and adaptable
- C) Complex and difficult
- D) Vague and unclear
- **Answer: B**

### Records Management

21. **Records management involves:**

- A) Creating, storing, and maintaining records
- B) Destroying all records
- C) Ignoring record maintenance
- D) Disorganizing documents
- **Answer: A**

22. **The primary objective of records management is to:**

- A) Increase paper usage
- B) Ensure accurate and efficient record keeping
- C) Reduce office space
- D) Eliminate all records
- **Answer: B**

23. **Which of the following is a method of physical records storage?**

- A) Cloud storage
- B) Filing cabinets
- C) Email
- D) Database management system
- **Answer: B**

24. **Electronic records management includes:**

- A) Paper files
- B) Digital documents and databases
- C) Manual record-keeping
- D) Handwritten notes
- **Answer: B**
25. **A records retention schedule is:**
- A) A timeline for keeping records before destruction
- B) A list of employees' attendance
- C) A daily work plan
- D) A calendar of office events
- **Answer: A**

26. **Which of the following ensures the authenticity of records?**

- A) Regular audits
- B) Informal meetings
- C) Ad hoc procedures
- D) Casual record-keeping
- **Answer: A**

27. **A records audit is conducted to:**

- A) Increase storage space
- B) Ensure compliance and accuracy of records
- C) Remove important documents
- D) Create more records
- **Answer: B**

28. **Metadata in records management refers to:**

- A) Unimportant information
- B) Data about data
- C) Manual entries
- D) Financial records
- **Answer: B**

29. **Disaster recovery plans for records management include:**

- A) No backup strategy
- B) Comprehensive backup and recovery procedures
- C) Randomly placed files
- D) Ignoring data security
- **Answer: B**

30. **Which of the following is a key aspect of records management policy?**

- A) Random destruction of documents
- B) Clear guidelines for creation, maintenance, and disposal of records
- C) Ignoring data privacy laws
- D) Misplacing important documents
- **Answer: B**

### Time Management

31. **Time management primarily focuses on:**
- A) Increasing working hours
- B) Efficiently using time to achieve goals
- C) Reducing productivity
- D) Creating more tasks
- **Answer: B**

32. **The 'Eisenhower Matrix' helps in:**

- A) Planning office layouts
- B) Prioritizing tasks based on urgency and importance
- C) Reducing office supplies
- D) Organizing employee schedules
- **Answer: B**

33. **A 'To-Do List' is used for:**

- A) Randomly listing tasks
- B) Organizing and prioritizing daily activities
- C) Increasing workload
- D) Avoiding task completion
- **Answer: B**

34. **Which time management technique involves working on a task for a set period, followed
by a short break?**
- A) Eisenhower Matrix
- B) Pomodoro Technique
- C) Gantt Chart
- D) Kanban Board
- **Answer: B**

35. **The 'Pareto Principle' in time management states that:**

- A) 80% of results come from 20% of efforts
- B) All tasks are equally important
- C) Only urgent tasks matter
- D) More tasks lead to better productivity
- **Answer: A**

36. **'Time blocking' is a method where:**

- A) Tasks are completed without any plan
- B) Specific time slots are allocated for different activities
- C) All tasks are done simultaneously
- D) No breaks are taken
- **Answer:
B**

37. **Which of the following tools can help in time management?**

- A) Calendar apps
- B) Random task lists
- C) Unorganized notes
- D) Spontaneous planning
- **Answer: A**

38. **Setting 'SMART' goals in time management means goals should be:**
- A) Specific, Measurable, Achievable, Relevant, Time-bound
- B) Simple, Manageable, Achievable, Realistic, Timely
- C) Strategic, Measurable, Allocated, Realistic, Timely
- D) Standard, Measurable, Appropriate, Realistic, Timely
- **Answer: A**

39. **'Delegation' in time management means:**

- A) Doing all tasks personally
- B) Assigning tasks to others to manage workload
- C) Ignoring some tasks
- D) Delaying tasks indefinitely
- **Answer: B**

40. **Procrastination can be managed by:**

- A) Ignoring deadlines
- B) Breaking tasks into smaller, manageable parts
- C) Adding more tasks to the list
- D) Avoiding task completion
- **Answer: B**

41. **The 'ABC' method of prioritization involves:**

- A) Categorizing tasks as A (most important), B (important), and C (least important)
- B) Assigning all tasks equal importance
- C) Doing tasks randomly
- D) Completing the easiest tasks first
- **Answer: A**

42. **Which of the following is a benefit of effective time management?**

- A) Increased stress
- B) Enhanced productivity and reduced stress
- C) More errors
- D) Decreased efficiency
- **Answer: B**
43. **Time tracking tools help in:**
- A) Wasting time
- B) Monitoring and optimizing how time is spent on different tasks
- C) Increasing task duration
- D) Avoiding deadlines
- **Answer: B**

44. **Which strategy helps in avoiding time wastage during meetings?**

- A) No agenda
- B) Clear agenda and time limits
- C) Unlimited discussion time
- D) Random topics
- **Answer: B**

45. **Which of the following is NOT a time management tool?**

- A) Calendar
- B) Time tracker
- C) To-Do list
- D) Random task allocation
- **Answer: D**

46. **A 'Gantt Chart' is used for:**

- A) Tracking financial records
- B) Project scheduling and management
- C) Personal time management
- D) Office layout planning
- **Answer: B**

47. **The 'Two-Minute Rule' in time management suggests:**

- A) Avoiding tasks that take two minutes
- B) Completing tasks immediately if they take two minutes or less
- C) Delaying tasks for two minutes
- D) Ignoring short tasks
- **Answer: B**

48. **Which of the following can help in managing long-term projects?**

- A) Random task completion
- B) Breaking down the project into smaller tasks
- C) Ignoring deadlines
- D) Doing all tasks at the end
- **Answer: B**

49. **Effective time management requires:**

- A) Clear goals and priorities
 - B) Increasing workload
- C) Ignoring deadlines
- D) Avoiding planning
- **Answer: A**

50. **The 'Eat That Frog' technique involves:**

- A) Doing the easiest task first
- B) Tackling the most challenging task first
- C) Avoiding difficult tasks
- D) Completing multiple tasks at once
- **Answer: B**

51. **'Batching' tasks in time management means:**

- A) Doing tasks randomly
- B) Grouping similar tasks together to improve efficiency
- C) Ignoring some tasks
- D) Doing tasks one at a time
- **Answer: B**

52. **Which of the following is a distraction that should be minimized for effective time
management?**
- A) Setting clear goals
- B) Constant interruptions
- C) Prioritizing tasks
- D) Scheduling breaks
- **Answer: B**

53. **Effective delegation requires:**

- A) Assigning tasks without guidelines
- B) Clear communication of tasks and expectations
- C) Keeping all tasks to oneself
- D) Avoiding task assignments
- **Answer: B**

54. **Time management skills can be improved by:**

- A) Ignoring deadlines
- B) Setting realistic and achievable goals
- C) Increasing workload without planning
- D) Doing tasks at the last minute
- **Answer: B**

55. **A 'Daily Planner' is useful for:**

- A) Ignoring tasks
- B) Organizing daily activities and priorities
 - C) Reducing productivity
- D) Increasing task duration
- **Answer: B**

56. **Which technique helps in reducing stress related to task completion?**

- A) Procrastination
- B) Effective time management and planning
- C) Avoiding task lists
- D) Increasing task load
- **Answer: B**

57. **'Timeboxing' refers to:**

- A) Ignoring time limits
- B) Allocating fixed time periods for specific tasks
- C) Completing tasks without breaks
- D) Doing multiple tasks at once
- **Answer: B**

58. **To minimize distractions, it is recommended to:**

- A) Multitask frequently
- B) Create a focused work environment
- C) Ignore task priorities
- D) Delay task completion
- **Answer: B**

59. **Setting deadlines helps in:**

- A) Reducing task completion
- B) Encouraging timely task completion
- C) Increasing task duration
- D) Ignoring task priorities
- **Answer: B**

60. **Effective time management includes:**

- A) Prioritizing tasks and setting clear goals
- B) Ignoring task deadlines
- C) Increasing workload without planning
- D) Delaying important tasks
- **Answer: A**

### Comprehensive Section

61. **Which principle of office management focuses on the hierarchy of authority?**

- A) Unity of Command
- B) Scalar Chain
 - C) Equity
- D) Stability of Tenure
- **Answer: B**

62. **The primary goal of office systems and procedures is to:**

- A) Increase complexity
- B) Enhance efficiency and productivity
- C) Decrease employee satisfaction
- D) Complicate simple tasks
- **Answer: B**

63. **Records management includes which of the following activities?**

- A) Disorganizing documents
- B) Creating, storing, and maintaining records
- C) Ignoring record maintenance
- D) Destroying all records
- **Answer: B**

64. **Time management techniques like the Pomodoro Technique help in:**
- A) Reducing productivity
- B) Managing time effectively with work and break intervals
- C) Ignoring task priorities
- D) Increasing work hours
- **Answer: B**

65. **The principle of 'Esprit de Corps' emphasizes:**

- A) Individual performance
- B) Team spirit and morale
- C) Centralization
- D) Division of Work
- **Answer: B**

66. **Office automation refers to:**

- A) Manual data entry
- B) Using technology to perform office tasks
- C) Reducing employee work hours
- D) Increasing paperwork
- **Answer: B**

67. **A records retention schedule is used for:**

- A) A daily work plan
- B) A list of employees' attendance
- C) Planning office events
- D) Timeline for keeping records before destruction
 - **Answer: D**

68. **The Eisenhower Matrix is a tool for:**

- A) Organizing office supplies
- B) Prioritizing tasks based on urgency and importance
- C) Managing employee schedules
- D) Increasing workload
- **Answer: B**

69. **The principle of 'Unity of Command' means:**

- A) Multiple supervisors for each employee
- B) Each employee should receive orders from one superior
- C) Employees should have multiple roles
- D) Supervisors should have multiple employees
- **Answer: B**

70. **Which system helps in tracking document versions and changes?**

- A) Time management system
- B) Document management system
- C) Payroll system
- D) Attendance system
- **Answer: B**

71. **The 'Pareto Principle' in time management suggests:**

- A) More tasks lead to better productivity
- B) Only urgent tasks matter
- C) 80% of results come from 20% of efforts
- D)

All tasks are equally important

- **Answer: C**

72. **The principle of 'Authority and Responsibility' ensures:**

- A) Authority should match responsibility
- B) Responsibility should be greater than authority
- C) Authority should be more than responsibility
- D) None of the above
- **Answer: A**

73. **Which method involves capturing, storing, and retrieving office documents electronically?**
- A) Document printing
- B) Document imaging
- C) Document destruction
- D) Document filing
 - **Answer: B**

74. **A 'To-Do List' is primarily used for:**

- A) Organizing and prioritizing daily activities
- B) Randomly listing tasks
- C) Increasing workload
- D) Avoiding task completion
- **Answer: A**

75. **What is the main benefit of a well-maintained office system?**

- A) Increased efficiency
- B) Higher operational costs
- C) More errors
- D) Decreased productivity
- **Answer: A**

76. **A records audit is necessary to:**

- A) Remove important documents
- B) Ensure compliance and accuracy of records
- C) Create more records
- D) Increase storage space
- **Answer: B**

77. **Setting 'SMART' goals helps in:**

- A) Achieving unclear objectives
- B) Increasing task difficulty
- C) Clear, focused, and achievable goal setting
- D) Reducing productivity
- **Answer: C**

78. **The 'Two-Minute Rule' suggests:**

- A) Delaying tasks for two minutes
- B) Completing tasks immediately if they take two minutes or less
- C) Avoiding tasks that take two minutes
- D) Ignoring short tasks
- **Answer: B**

79. **Effective records management ensures:**

- A) Random storage of documents
- B) Proper creation, maintenance, and disposal of records
- C) Increased paper usage
- D) Unorganized files
- **Answer: B**
80. **Which of the following is a key component of office systems?**
- A) Ad hoc task assignments
- B) Structured workflow processes
- C) Informal meetings
- D) Random file placement
- **Answer: B**

81. **Time tracking tools are useful for:**

- A) Avoiding deadlines
- B) Monitoring and optimizing how time is spent on tasks
- C) Increasing task duration
- D) Wasting time
- **Answer: B**

82. **Which principle ensures fair treatment of employees?**

- A) Centralization
- B) Equity
- C) Unity of Direction
- D) Discipline
- **Answer: B**

83. **Which technique involves working on a task for a set period followed by a short break?**
- A) Gantt Chart
- B) Eisenhower Matrix
- C) Pomodoro Technique
- D) Kanban Board
- **Answer: C**

84. **Disaster recovery plans in records management include:**

- A) Randomly placed files
- B) Comprehensive backup and recovery procedures
- C) Ignoring data security
- D) No backup strategy
- **Answer: B**

85. **Time management primarily focuses on:**

- A) Creating more tasks
- B) Efficiently using time to achieve goals
- C) Reducing productivity
- D) Increasing working hours
- **Answer: B**

86. **A procedure manual provides:**

- A) Outline step-by-step instructions for tasks
 - B) Record of employee attendance
- C) Plan for office parties
- D) Employee salary determination
- **Answer: A**

87. **Procrastination can be reduced by:**

- A) Ignoring deadlines
- B) Breaking tasks into smaller parts
- C) Adding more tasks to the list
- D) Avoiding task completion
- **Answer: B**

88. **The principle of 'Order' in office management ensures:**

- A) Customer satisfaction
- B) Correct placement of resources and personnel
- C) High employee salaries
- D) None of the above
- **Answer: B**

89. **'Delegation' in time management means:**

- A) Keeping all tasks to oneself
- B) Assigning tasks to others to manage workload
- C) Ignoring some tasks
- D) Delaying tasks indefinitely
- **Answer: B**

90. **Metadata in records management refers to:**

- A) Financial records
- B) Data about data
- C) Manual entries
- D) Unimportant information
- **Answer: B**

91. **A 'Gantt Chart' is used for:**

- A) Personal time management
- B) Project scheduling and management
- C) Office layout planning
- D) Tracking financial records
- **Answer: B**

92. **Time blocking helps in:**

- A) Doing tasks simultaneously
- B) Allocating specific time slots for activities
- C) Ignoring time limits
 - D) Completing tasks without breaks
- **Answer: B**

93. **Which principle emphasizes team spirit and morale?**

- A) Division of Work
- B) Centralization
- C) Esprit de Corps
- D) Unity of Command
- **Answer: C**

94. **Which of the following can help manage long-term projects?**

- A) Ignoring deadlines
- B) Doing all tasks at the end
- C) Breaking down the project into smaller tasks
- D) Random task completion
- **Answer: C**

95. **The principle of 'Stability of Tenure of Personnel' focuses on:**

- A) Temporary employment
- B) Job security for employees
- C) High employee turnover
- D) Frequent changes in staff positions
- **Answer: B**

96. **Which strategy helps in avoiding time wastage during meetings?**

- A) Random topics
- B) Unlimited discussion time
- C) Clear agenda and time limits
- D) No agenda
- **Answer: C**

97. **The 'ABC' method of prioritization involves:**

- A) Doing tasks randomly
- B) Assigning all tasks equal importance
- C) Completing the easiest tasks first
- D) Categorizing tasks as A (most important), B (important), and C (least important)
- **Answer: D**

98. **Effective time management includes:**

- A) Increasing workload without planning
- B) Ignoring task deadlines
- C) Prioritizing tasks and setting clear goals
- D) Delaying important tasks
- **Answer: C**
99. **Which of the following is a benefit of effective time management?**
- A) More errors
- B) Increased stress
- C) Enhanced productivity and reduced stress
- D) Decreased efficiency
- **Answer: C**

100. **Time management skills can be improved by:**

- A) Doing tasks at the last minute
- B) Setting realistic and achievable goals
- C) Increasing workload without planning
- D) Ignoring deadlines
- **Answer: B**