JSS2 Third Term- Business Studies

  • NATIONAL PENSION SCHEME
  • PAGE SETTING
  • TECHNIQUES DEVELOPMENT IN KEYBOARDING
  • PARAGRAPHING
  • OFFICE PROCEDURE
  • JSS2 BUSINESS STUDIES THIRD TERM: WAGES AND SALARIES UNIT
  • JSS2 BUSINESS STUDIES THIRD TERM: IMPREST AND PETTY CASH BOOK
  • JSS2 BUSINESS STUDIES THIRD TERM: STORE RECORDS
  • OFFICE EQUIPMENT
  • PRINTERS CORRECTION SIGNS
  • SPEED DEVELOPMENT AND ACCURACY SKILLS
  • MEMORANDUM
  • E-MAIL

National Pension Scheme

Business Studies, Jss 2, Week 1

Topic: National Pension Scheme

Contents:

  1. Meaning of pension
  2. The National pension scheme
  3. Objectives of the new contributory pension scheme
  4. Advantages and disadvantages of the new contributory pension scheme

Meaning of pension

Pension can be defined as a sum of money paid regularly to a person who no longer works because of age or length of year of service.

It is the regular payment made to a person on retirement for the remainder of his or her life, the money is meant to sustain him/her for the rest of his/her life.

The National Pension Scheme

The national pension scheme is a federal government policy for the employees of both private and public sector in which the employers and employees will contribute a satisfactory percentage of the employee’s monthly income into. The employers  will then pay into the fund an appointed pension fund management company  which must be registered and recognized for that purpose by the federal government  through its supervising agent , the central bank of Nigeria.

Objectives of the new contributory pension scheme

  1. To stem the growth of outstanding pension liabilities
  2. To assist employees by ensuring that they save to cater for their livelihood during their old age.
  3. To ensure that every pensioner who has worked in either the public and private sector receives retirement benefits when due.
  4. To establish a uniform set of rules, regulations and standards for the administration and payment of pension fund in Nigeria

Advantages of the new contributory pension scheme

  1. It is a means of providing employment opportunities for the youth
  2. It helps the employers to leave a comfortable life in their old age
  3. It reduced the hardship pensioners experience before they collect their pension benefits
  4. It makes pension administration easy and lucrative

Disadvantages of the new contributory pension scheme

  1. Some pension fund administrators unnecessarily delay payments
  2. Offices of the Pension Fund Administration (PFA) are not located within easy reach of the workers
  3. Some employers fail to pay the money ion behalf of their employees

ASSESSMENT

  1. ———— is the sum of money paid regularly to a person who no longer works because of age or length of year of service. (a) scheme (b) pension (c) allowance (d) salary
  2. PFA stands for (a) Pension Fund Administration (b) Project For Administration (c) Pension Fund Alliance (d) none of the above
  3. The following are the objectives of the new contributory pension scheme (a)It is a means of providing employment opportunities for the youth (b)It helps the employers to leave a comfortable life in their old age (c) It reduced the hardship pensioners experience before they collect their pension benefits (d)It makes workers lazy
  4. State the advantages and disadvantages of new contributory pension scheme

Page Setting

Business Studies, JSS 2, Week 5

Topic: Page Setting

Contents:

  1. Definition
  2. Different types of page setup
  3. Correct page alignment
  4. Production of document

Definition – What does Page Setup mean?

Page setup is a set of specific parameters involving the display and layout of a printed page. This type of resource is part of many modern word processing applications and other document processing software, for instance, in Microsoft Office applications.

Different types of page setup

The parameters defined by the user that help determine how a printed page will appear. Those parameters can include everything from the size, margins, page orientation, or quality of print. The page setup dialog box is usually available from the File drop-down menu. For Microsoft Word 2007 or later, the page setup options are available under the Layout tab in the Ribbon menu. Below are some examples of how Page Setup may appear in your programs.

Correct page alignment

Alignment refers to the placement of text and graphics so they line up on a print page or web page layout. Alignment is one of the principles of design that is used to create attractive, readable pages. Proper alignment in designs makes them visually appealing and easier to scan or read. Most page layout programs include a grid system used to align objects on the page.

The alignment can be horizontal, vertical or centered.

Diverse items can be aligned along one edge. Most of the elements in a design should be aligned in some way, whether the page has only text with heads and subheads or it also has images, videos, links, and buttons along with the text. However, you can use misalignment to draw attention to an element on the page, if you do it carefully.

Not every aligned element in a page design uses the same alignment. You may choose to align photo credits to the right edge of an image, most of the text to the left and center all the headlines and subheads. When a page contains many diverse elements, they may be grouped and then each group contains a specific alignment.

BENEFITS OF ALIGNMENT IN PAGE DESIGN

Alignment of elements on a print page or web page serves to:

  • Create order and convey harmony
  • Organize page elements
  • Group items
  • Create visual connections

Good alignment is invisible. Most readers won’t consciously notice that everything is lined up neatly.

 TYPES OF ALIGNMENT FOR PAGE LAYOUTS

  • Horizontal alignment. In horizontal alignment, left and right margins are exactly or visually equal. Horizontal alignment can be across the page or within columns. It doesn’t necessarily mean center alignment. A block of flush left/ragged-right text can be aligned horizontally. Even though individual lines of text are not perfectly aligned on each side, careful attention to the amount of white space at the end of the line can result in a visually balanced amount of margin on each side of the block of text.
  • Vertical alignment. In vertical alignment, the top and bottom margins are exactly or visually equal. Vertical alignment can be the full page or within portions of the page.
  • Edge alignment. Edge alignment lines up text or objects along their top, bottom, left, or right edges. Alignment along the left edge (called ragged right) is frequently seen with text in newspapers and on web pages because our eyes are used to seeing and reading the text in this manner.
  • Center alignment. Center alignment may be horizontal or vertical or both.
  • Visual or optical alignment. Visual or optical alignment fixes some of the problems that can occur with other types of alignment due to the varying shapes of letters and graphics. In visual alignment, the objects may not be precisely aligned, but to the eye, they appear lined up.

USING ALIGNMENT

Lack of alignment creates a sloppy, unorganized look on the page or screen. Mixing too many alignments can have a similar effect. It’s OK to break alignment when it serves a specific purpose such as to intentionally create tension or to draw attention to a specific element on the page.

For simple arrangements, items can be aligned using the automatically align options in your software.

For more complicated layouts, the use of guidelines and grids aid in the precise placement of elements.

A document production process

The process of producing documents is an iterative process involving drafting, checking, and revising the document. It should continue until a document of acceptable quality is produced. The acceptable quality level depends on the document type and the potential readers of the document.

ASSESSMENT

  1. What does Page Set Up mean?
  2. List TWO Different types of page setup?
  3. Mention FIVE importance of Correct page alignment?

Techniques Development In Keyboarding

Business Studies  JSS 2 Third Term

Week 3

Topic: Techniques Development In Keyboarding

Contents:

  1. Meaning of a keyboard
  2. Carriage return lever
  3. Use of margin release key
  4. Division of words at Line ends
  5. Typewriter Ribbons

Meaning of Keyboard

A keyboard is a panel of buttons used for typing and performing other functions on a computer or typewriter.

How to type faster & get things done fast

Now that you’re convinced about the importance of typing faster and accurately, let’s move on to the how’s of it. Here are six ways to significantly improve your typing speed and accuracy.

The first step to improving your typing speed and accuracy is to reconsider the way you approach typing. The moment you sit down to get some typing done is what decides everything that follows next. During our Ergonomics and human factors class, we’ve been walked through all the fundamentals of proper posture, backed by numbers, to avoid Cumulative Trauma Disorders (CTD). To begin with, proper posture is the first step in preparing yourself for success. Without working on a proper positioning and typing habit, one cannot achieve high typing speeds while maintaining acceptable accuracy levels.

Carriage return lever

This is a lever used for turning up the paper and for returning the typewriter carriage to the right in order to begin a new line.

Use of margin-release Key

When the margin release key is depressed, it allows you to type beyond the set margin points at either end of the line.

Division of Words at Line Ends

Typist must aim at securing uniformity of the right-hand margins of the left. It is often necessary to break words and carry over the remaining part on the next line. This is why it is always necessary to always set the margin on the right. There is a waving five spaces to get to the right hand margin.

Rules to be followed

  1. Compounds words should be divided at the original point of juncture: glass-ware, every-thing, self-made
  2. Suffixes and prefixes should be divided at their natural points of division i.e before the surffix or after the prefix
  3. Consonants that are doubled should be divided between the two consonants: neces-sary, bril-liant,excel-lent, wal-lop
  4. Words  ending with ing should be divided : Sell-ing, fast-ing except the final consonant of a word doubled for the addition ‘ ing’, in which are, the division is made between the double consonant refer-ing, get-ing,swim-ming
  5. When pronunciation gives provision for division , it can be divided: con-tact, men-tion, cer-ti-fi-cate
  6. You should never :
  • Divide the last word of a paragraph or a page
  • Divide words of one syllable or their plurals:there, through, roses
  • Leave two letters at the end of a line or carry two letters to the beginning of the next line
  • Divide abbreviations : W.H.O, U.N.O, M.B.A
  • Divide proper names: Iyiola, Uwaoma
  • Numbers and sums of money; 4,367,305,7 ,

Typewriter Ribbons

Typewriter ribbon is  the dyed tiny cloth which provide ink when the type -bars strike the paper.

ASSESSMENT

  1. What is the Meaning of a keyboard?
  2. Define Carriage return lever?

Paragraphing

Business Studies JSS 2 Third Term Week 4

Topic: Paragraphing

Contents:

  1. What is Paragraphing
  2. Different Writing Methods in Paragraph Development
  3. Types of Paragraphing

Paragraph definition: A paragraph is a unit of writing in a larger body of work. A paragraph expresses a particular topic or theme.

What is Paragraphing 

Paragraphing is part of the visual presentation of your essay or assignment along with punctuation, spelling, double spacing, page numbering etc. However, unlike all the above which are mechanical and fairly easily checked for problems (since simple rules can be applied to them), paragraphs can require a considerable amount of thought and effort to get right. However a well-paragraphed essay signals a careful, organised writer (a good way to pick up marks!) and so it is worth making sure that you have done everything you can to improve them.

Why is paragraphing important?

What is the point of paragraphing? Why not just write our ideas in one long stream? Why not write each sentence starting on a new line?

Basic principles to paragraphing

There are some basic principles to paragraphing. Some of these apply to the visual impact on the reader, others to the content. Both aspects are important.

Visual impact

  1. A new paragraph is signalled by starting a new line AND either indenting slightly OR leaving a blank line. Choose one style and stick to it throughout your essay. See the diagrams below for examples of each type.
  2. One sentence is not a paragraph in academic writing. It is possible to find one sentence paragraphs in magazine articles and novels but good academic style does not have one sentence paragraphs.
  3. An average paragraph should be between 4 and 7 sentences long and should take up about 2/5 of the page (i.e. you should aim to have about 2 and a half paragraphs per page). This is an AVERAGE and so it will not matter if you occasionally have a slightly longer or shorter paragraph. Introductions and conclusions particularly tend to be shorter than the other paragraphs in an essay.
  4. A consistent length to your paragraphs shows the effort you have made to make your essay easier for your reader to grasp. It is therefore another good way to pick up marks.

Content

  1. A paragraph contains a ‘packet of information’. Each paragraph in your essay should therefore have a different packet so that you are not repeating yourself.
  2. The ‘packet of information’ is more than one sentence can contain, but is less than your total essay. It should have a single point that is developed with some or all of the following: examples, quotations, references, definitions, explanations or (more rarely in academic writing) anecdotes.
  3. Ideally your paragraphs will build up, one upon the other, each packet of information helping to develop your argument one stage further.
  4. Although it may be clear to you how two paragraphs are linked, it is important to make it clear to your reader what the connection is.
  5. A guiding principle for both sentences and paragraphs is that shorter is better than longer. When a paragraph starts to take up more than half a page, stop and see how you could say what you want to say in two or may be three paragraphs instead.
  6. Typical features of the average paragraph are: a topic sentence (usually the first one) which sums up what the paragraph will be about, often linking it to what has gone before; development sentences which explain or illustrate the point; a concluding sentence which hints at how the next paragraph will carry on.

Different Writing Methods in Paragraph Development

There are different writing methods use to be able to developed a good paragraph. These are the use of the various types of paragraph developments. The most frequently methods use include Definition, Classification, Comparison and Contrast, Process Description, Cause and Effect and Narration.

The idea in the paragraph can be expanded through the use of Definition. In here, the writer can be able to explain the meaning of an idea or a concept. It could be done by showing the details, describing, giving examples or analyzing using symbols and more.

The next one is through the use of Classification method. Classification method can be done if you are going to breakdown information into smaller parts, in simplifying a concept or in explaining something such as a series of things.

The next methodology is the Description of Process. It is usually done in describing a series of connected actions in chronological manner. The process of description might be in the form of natural, mechanical or historical processes. Like the other methods, it can also be use to expand the idea in the paragraph.

Another method is through Comparison and Contrast. The writer can use comparison if he/she wants to show some similarities with the given ideas. On the other hand, the writer can use contrast if he/she wants to point out differences in ideas. It is also possible to use the combination of both comparison and contrast in establishing both the similarities and differences of ideas in the given paragraph.

The next is the use of Cause and Effect. Cause and effect method can be used to expand the idea in the paragraph by establishing or explaining what happened as a result of something. In here, the writer can use signal words such as the words;because, cause, due to, for the reason and other words for the cause. The signal words for the cause are the words; as a result, consequently, in effect, therefore, thus and more.

The next one is through the use of Narration. In here, the writer could expand the concept of an idea in the paragraph by arranging the ideas in order; in chronological, or in place, or in the level of importance telling what happened first and what will be in the next.

For chronological or time order, the write can use the words that tell time such as; such as first, second then, after, later and more.

For place order, the writer can use the words that locate, such words like; below, beneath, behind, behind, near, and more.

For the order of importance, the writer can use the words that judge importance, such words like; next, last, must, greatest, in the first place and more.

Paragraphing also is a distinct section of a piece of writing, usually dealing with a single theme and indicated by a new line, indentation, or numbering.

Types of Paragraph

There are three types of paragraph, which are

  1. Hanging paragraph: This is the type of paragraph whereby the second and subsequent lines are typed two or more spaces to the right to the first line.

Example:

Vacancies for typist

TYPISTS are urgently needed in our company to work with our middle level manager. Applicants should have at least the Secondary  School Leaving Certificate.

  1. Indented Paragraph: The first line is usually typed five for pica or six spaces for elite to the right of the left margin or of the following lines. The tabular stop should be set at five or six for this type of paragraph.

Example:

Concentration is very important if you must be a good typewriter. Therefore you must endeavor to concentrate at all times or else you become illiterate at it.

3. Block Paragraph: Here, all lines of the paragraph start from the beginning of the left hand margin

Example:

Most people who learn typewriting expect to

make it the keystone of their career when they

leave school .

ASSESSMENT

  1. What is Paragraphing?
  2. Different Writing Methods in Paragraph Development?
  3. List TWO Types of Paragraphing?

Office Procedure

Business Studies JSS2 Third Term 

Week  5 & 6

Topic: Office Procedure

A. Meaning of Office Procedure

An office procedure can be defined as the sequence in which certain operations are carried out in respect of what is done. What it is done, how it is done, who does it, when and where it is done in the organization.

B. Importance of Office Procedure

The importance of Office procedure includes:

  1. An office procedure reduces the general cost of operations.
  2. An office procedure allows for effective training new staff.
  3. It enhances performances of old staff.
  4. A good office procedure facilitates better flow of work in the office and between departments.
  5. Office procedure bring about better coordination

C. Ways of preparing bills, invoices and receipts

BILLS: A bill is a document issued by the person who renders service to cover the cost of services provided to his customers. E.g schools issue out bills to their students to show the amount of what they owe

Organizations that issue out bills to their customers are schools, Power Holding Company of Nigeria (PHCN), Nigeria Telecommunication (NITEL).

Typical bill contains the following:

  • Name and address of the customer
  • Description of the service provided
  • The billing period
  • Rate of charges per term of service
  • Total charges for the billing period
  • Value Added Tax (VAT)
  • Total payment due now
  • Name and signature of payee
  • Date of payment

INVOICES: Invoices are documents raised in respect of buying and selling of goods. The seller usually raises an invoice which he sends to the buyer of his goods. The invoice contains the following information:

  • Description of the goods
  • The quantity and the price of each item
  • the total amount to be paid
  • Rate of discount allowed
  • The rate of VAT (value added tax)
  • Terms of payment
  • Name and signature of the receiver with date.

RECEIPTS: Receipts are given to for all money paid. A receipt is a document issued to the buyer by the seller because of the money paid for what he/she has bought. The receipt contains the following information:

  • Name of the buyer
  • Amount of the goods purchased
  • Quantity of goods bought

Test and Exercise

  1. ————-is a sequence in which certain operations are carried out in respect of what is done (a) an office (b) office procedure (c) office function (d) a space.
  2. The document raised in respect of buying and selling of goods is ——— (a) an invoice (b) a receipt (c) bill (d) office procedure
  3. All of these are organizations issues out bills except (a) PHCN (b) NITEL (c)Schools (d) market women
  4. The document that specify the rate of VAT to be paid is (a) bills (b) receipts (c) invoice (d) procedure books
  5. An office procedure is important because (a) it helps an organization to be organized (b) It makes work improper (c) it’s an avenue to embezzle in an office (d) it makes work difficult to do

JSS2 Business Studies Third Term: Wages and Salaries Unit

Business Studies JSS2 Third Term

Week 7

Topic: Wages and Salaries Unit

Contents:

  1. Meaning of wages and salaries
  2. The roles of wages in office
  3. Basic documents in the wages office

A. Meaning of wages and salaries

Wages

It is a fixed regular payment, typically paid on a daily or weekly basis, made by an employer to an employee, especially to a manual or unskilled worker. It is a payment made by business organization for work done or service rendered.

Wage payment is always based on

  1. Piece rate: This is when a worker is paid based on the unit of output produced.
  2. Time rate: This is when a worker is paid based on the number of hours worked

Salary

A fixed regular payment, typically paid on a monthly or biweekly basis but often expressed as an annual sum, made by an employer to an employee, especially a professional or white-collar worker.

It is however mandatory that an employer must pay his employee an agreed sum of money as wages or salaries for work done at an agreed interval.

The roles of wages department in an office includes the following

  • They prepare and pay wages and salaries to workers at agreed regular intervals
  • They keep the documents, cards and all other things relating to workers wages and salaries
  • They keep the information about all the workers income tax obligations
  • They keep good accounting records of all wages and salaries

Basic documents in the wages office

The basic documents the wages offices are:

  • The personal wage or salary record book
  • Individual tax cards
  • The payroll
  • The payslip or pay advice
  • The time card where necessary

The payslip or pay advice: A payslip or pay advice is given to every employee at the end of each month. It is a piece of paper usually included in the pay packet of each worker. It explains how the net salary or wages of each staff is arrived at. The payslip is prepared from the payroll.

The payroll: It is a document which contains the list of all the employees in an organization with the amount of wages and salaries to be paid to each employee during a given period.

The payment voucher: A voucher is a device by the accounts department to record the sum of money drawn from the amount of money set aside for a particular purpose. The payment vouchers (PV) carries the following details

  • Name and address of the issuing company
  • Name and address of the person the organization needs to pay
  • Date, particulars of payments, account to be charged and amount to pay
  • Amount in words
  • The name and signature of the chief accountant of the issuing organization
  • Date received and the sum of money involved
  • Signature of the receiver

Test and Exercise

  1. All the following are the documents commonly found in the wages department except (a) stock record book (b) salary record book (c) payslip (d) tax cards
  2. A wage paid based on the number of unit of product produced is (a) piece rate (b) time rate (c) location rate (d) advert rate
  3. All the following are the roles of wages department except (a) preparation and payment of wages and salaries to workers (b) keeping of documents, cards and all other things relating to workers wages (c) supervising and marketing of products (d) all of the above
  4. Payment vouchers carries the following details except (a) name and address of the issuing organization (b) name and signature of the chief accountant of the issuing organization (c) the job description (d) signature of the receiver
  5. A payslip is always drafted from (a) payroll (b) payment voucher (c) payslip (d) payment book

 ASSESSMENT

  1. Define wages and salaries?
  2. Mention THREE roles of wages in office?
  3. List FIVE Basic documents in the wages office?

JSS2 Business Studies Third Term: Store Records

Business Studies JSS2 Third Term

Week 9

Topic: Store Records

Meaning of a store

A store can be defined as a place where goods are kept for future use. A store house is also known as the warehouse. It is a place that must be easy to reach and good for safekeeping of items.

The items kept in the store house are: raw materials, semi finished goods, finished goods, spare parts that may be used from time to time for the performance of their activities.

Store Record: A store record is a detailed account of all items of goods, raw materials, semi finished goods, finished goods, spare part etc which are kept in the store.

A store record is an important document that helps an organization to determine the rate of use of raw materials and spare part so as to know the time to buy more into the store.

The rate of use will help the organization to determine how much money to be allocated for the purchase of materials to replenish the stock.

Types of store record

The following are the types of store records

  • The stock record card: The store record card is like the picture of all the items in the store. It provides the detailed of information about the quantity of goods supplied or received in the store room with dates. It also carries the voucher number, the name of the supplier, the quantity of goods issued, the requisition and the stock balance
  • Stock requisition form: A stock requisition form is an interval document for controlling and regulating the use of stock items in the organization. The stock requisition form provide the following information:
  1. Name of department or individual requesting for the goods
  2. Quantity of goods required and date requested
  • Description of the goods
  1. Expected date of receipts of goods requested
  2. Suppliers name and address
  3. Name signature of storekeeper and date
  4. Name signature of the receiver and date
  • Delivery Note: The delivery note can also be called the gate pass is for the of the security department. The security department uses the gate pass to check the authorized quantity of goods issued by the store, description of goods and the authenticity of the person who signed in. Four copies of delivery note are usually prepared and distributed as follows
  1. The original is to be kept by the person who collects the goods from the store
  2. The second copy is for the store.
  3. The third copy is the gate pass.
  4. The last copy should be retained in the book

ASSESSMENT

  1. A store house can also be called the (a) ware room (b) warehouse (c) strong room (d) hall
  2. All of these can be kept in the store house except (a) raw materials (b) finished goods (c) money (d) semi finished goods
  3. A stock record card must contain the following except (a) voucher number (b) location of the warehouse (c) quantity of goods issued (d) name of the supplier
  4. A store can be defined as (a) a place where money is kept (a) a place where directors hold meeting (d) a place where goods are kept for a future use
  5. The delivery note or the gate pass is usually for the use of (a) financial department (b) marketing department (c) security department (d) production department

Office Equipment

Business Studies JSS2 Third Term

Week 10

Topic: Office Equipment

Meaning of Office Equipment

Office equipment is any office item which is operated either manually, mechanically, or electronically to aid the office worker perform their duties faster, neater and efficiently.

The need for office equipment

  • Office equipment serves s a necessary aid to help workers carry out their duties effectively.
  • It makes work easier, faster and neater
  • It ensures safe keeping of business documents

Factors that determines types of office equipment

  1. Cost implication: The cost or the price of office equipment will determine if a company will be able to afford such equipment.
  2. Ability of the workers to operate the equipment: To get office equipment there must be an assurance that the present workforce should be able to operate it or else it becomes useless.
  3. Maintenance of the equipment: Any equipment bought have to be maintained well to avoid a waste or spoilage of the equipment, any equipment that lacks proper maintenance becomes a problem to the organization
  4. Desirability: Another factor to be considered is that the organization and worker must desire to use the office equipment in other to use it efficiently and effectively.
  5. The organization must decide if the equipment is labor saving and time effective.

All the factors listed above must be considered before any organization purchase office equipment.

Identification of office equipment

  1. Fax machine
  2. Computer
  3. Printer
  4. Photocopier
  5. Duplicating machine
  6. Filing cabinet
  7. Adding and calculating machine

Adding machine

Fax machine

Printer

Photocopier

Computer

File cabinet

Uses of Office Equipment

1. Computer: A computer is an electronic device that is capable of accepting data or information in a prescribed process or format and presents them as output. The type of computers commonly. It is useful for the following reasons:

  • It performs arithmetic and logical operation without human intervention
  • It follows a set of instruction known as a programme to perform an operation. With different software a computer can perform various operation
  • It makes work neater, faster and accurate
  • It is used for record keeping of accounts in banks, insurance, companies and in almost and in all other profession.
  • It provides an opportunity for employment.

2. Printer: The printer is an output device that prints out graphics and texts from the computer to paper.

3. Fax machine: A fax machine is an important office machine which is used for automatic transmission of written messages and other documents from the sender in one office organization to the receiver in another office or organization.

The sender of the message and the receiver of the information must both have access to fax machine which must be known to both the sender and the receiver.

4. Photocopier: A photocopier is a mechanical device for producing document by photographic method in their exact form. A photocopied document produced in a machine looks exactly the same as the original copy.

5. Perforator: A perforator is a small mechanical device for punching holes inserting in documents. Specially made strings or files tag are put in the holes to tie the documents intact in the file.

6. Stapling machine or stapler: A stapler is a mechanical device used for inserting staples to hold several pages of documents together. The stapler will help to to hold the pages more firmly through the stapler.

7. Duplicating machine: A duplicating machine is a mechanical device used in producing several copies of document in a very clear and neat form in a short time.

B. Care of Office Equipment

The following are some of the ways of caring for office equipment

  • The equipment should be serviced regularly by competent and qualified people
  • The user or office worker must always report any break down as soon as possible
  • The office worker must learn how to use the equipment before using it to avoid misuse of the equipment
  • The user should clean the every morning before it is used, it should be well managed during and after use.
  • A person should be assign to monitor the equipment to ensure the equipment is in right order at all times.

C. Importance of Office Equipment

The importance of office equipment are listed below

  • It aids the production of business documents
  • They promote accuracy and prompt delivery of services to workers, clients and customer.
  • Office equipment aid the production business documents
  • They enhance the outlook of appearance of a job
  • Office of equipment reduce the fatigue and boredom of workers
  • They facilitate safe keeping of important document
  • Office equipment make it easy to store documents and retrieve them when they are required

ASSESSMENT

  1. A device used to aid the effective performance of a worker in an office is called (a) an office equipment (b) a transport device (c) a multiple device (d) an information gadget
  2. Which one of these is not an office equipment (a) printer (b) perforator (c) recharge card (d) typewriter
  3. ————— is a small mechanical device for punching holes in documents (a) typewriter (b) perforator (c) computer (d) duplicating machine
  4. The following are the ways by which office equipment can be cared for (a) assign a person to monitor the equipments (b) each equipment must be maintained and serviced by professionals (c) by using it without checking if there is any fault (d) the office worker should report any breakdown of the equipment
  5. An output device that prints device that prints graphics and texts from the computer to paper (a) computer (b) fax machine (c) printer (d) typewriter
  6. All of the following are office equipment except (a) computer (b) fax machine (c) office door (d) photocopier
  7. One of the factors that must be consider in purchasing office equipment is (a) the location of where it is sold (b) desirability (c) what people will say about the organization (d) all of the above
  8. All are the need for office equipment except (a) to show off (b) Office equipment serves s a necessary aid to help workers carry out their duties effectively (c)It makes work easier, faster and neater (d)It ensures safe keeping of business documents
  9. ————-serve as a necessary aids to workers in an organization (a) office equipment (b) office card (c) office control (d) stock taking
  10. Office equipment makes work (a) slower (b) faster (c) rougher (d) scattered

Printers Correction Signs

Business Studies

JSS 2 – Third Term

Week 1

Topic: Printers Correction Signs

Outline:

— Proofreading marks and signs identification

— Symbols for proofreading

Proofreading is the reading of a galley proof or an electronic copy of a publication to detect and correct production errors of text or art.

Traditional method

A proof is a typeset version of copy or a manuscript page. They often contain typos introduced through human error. Traditionally, a proofreader looks at an increment of text on the copy and then compares it to the corresponding typeset increment, and then marks any errors (sometimes called line edits) using standard proofreaders’ marks. Unlike copy editing, proofreading’s defining procedure is to work directly with two sets of information at the same time. Proofs are then returned to the typesetter or graphic artist for correction. Correction-cycle proofs will typically have one descriptive term, such as bounce, bump, or revise unique to the department or organization and used for clarity to the strict exclusion of any other. It is a common practice for all such corrections, no matter how slight, to be sent again to a proofreader to be checked and initialed, thus establishing the principle of higher responsibility for proofreaders as compared to their typesetters or artists.

Alternative methods

Copy holding or copy reading employs two readers per proof. The first reads the text aloud literally as it appears, usually at a comparatively fast but uniform rate. The second reader follows along and marks any pertinent differences between what is read and what was typeset. This method is appropriate for large quantities of boilerplate text where it is assumed that the number of errors will be comparatively small.

Experienced copy holders employ various codes and verbal short-cuts that accompany their reading. The spoken word digits, for example, means that the numbers about to be read aren’t words spelled out; and in a hole can mean that the upcoming segment of text is within parentheses. Bang means an exclamation point. A thump or screamer made with a finger on the table represents the initial cap, comma, period, or similar obvious attribute being read simultaneously. Thus the line of text: (He said the address was 1234 Central Blvd., and to hurry!) would be read aloud as: “in a hole [thump] he said the address was digits 1 2 3 4 [thump] central [thump] buluhvuhd [thump] comma and to hurry bang“. Mutual understanding is the only guiding principle, so codes evolve as opportunity permits. In the above example, two thumps after buluhvuhd might be acceptable to proofreaders familiar with the text.

Double reading. A single proofreader checks a proof in the traditional manner, but then passes it on to a second reader who repeats the process. Both initial the proof. Note that with both copy holding and double reading, responsibility for a given proof is necessarily shared by two individuals.

Scanning, used to check a proof without reading it word for word, has become common with computerization of typesetting and the popularization of word processing. Many publishers have their own proprietary typesetting systems, while their customers use commercial programs such as Word. Before the data in a Word file can be published, it must be converted into a format used by the publisher. The end product is usually called a conversion. If a customer has already proofread the contents of a file before submitting it to a publisher, there will be no reason for another proofreader to re-read it from copy (although this additional service may be requested and paid for). Instead, the publisher is held responsible only for formatting errors, such as typeface, page width, and alignment of columns in tables; and production errors such as text inadvertently deleted. To simplify matters further, a given conversion will usually be assigned a specific template. Given typesetters of sufficient skill, experienced proofreaders familiar with their typesetters’ work can accurately scan their pages without reading the text for errors that neither they nor their typesetters are responsible for.

Symbols of proof reading –

ASSESSMENT

Define Proofreading?

Memorandum

Business Studies

JSS 2 – 3rd Term

Week 6

Topic: Memorandum

Outline –

  • Meaning
  • Features
  • Format

Meaning of a memorandum

A memorandum letter or simply known as memo is a letter containing a statement that is usually written by higher authorities of an organization for the purpose of sharing information. The main purpose that a memorandum fulfills is that it aims to record and relay information, and to make brief appeals. A memorandum is also essential in the field of business as it helps build good relationships. It also helps in establishing accountability of things and saves you hassle and time than writing a letter will. In establishments and offices, memos are used to relay information to employees regarding events or any other changes that have been made in the company. Memos are generally less formal than a letter.

A memo (from the Latin memorandum, meaning “remembered”) is a message from one person to another or others within an organization. It can be sent on paper or by electronic mail. A memo often reports briefly on an action, raises a question, or asks permission to follow a course of action. Usually it addresses a specific question or issue in a quick, focused way, conveying information as directly as possible in clear paragraphs or numbered points. Here are some simple tips in writing a memorandum letter to get you started:

  • You should write memorandum letters in a brief and simple way. Be direct with the information you are sharing. Memos do not usually exceed a paragraph or two and is usually just bulleted list of information.
  • If it is a formal memo that is issued, the first part of the paragraph should state the purpose of the memorandum and then proceed to enlist additional information.
  • Maintain a professional tone and use easy-to-understand language in writing the memorandum, it is meant to be read by a number of people. Keep in mind that you should not include any personal statements.

Features of a Memorandum

Many computer programs now provide a standard program for memo format, so all the design and headings are done for you. All you do is fill in what you want to say. If you do not have such a program, follow these steps:

1.Begin the memo with headings such as To, From, Date, and Subject; such headings are frequently capitalized and in boldface type.
2.In the first sentence of the memo, tell readers what your point is. Then briefly explain, giving reasons or details.
3.Single-space the memo; if your message is long, divide it into short paragraphs, or include numbered or bulleted lists and headings to organize and draw attention to essential points.
4.If you type the memo for someone else, make sure that person’s name appears on the From line, and type your own initials (in lowercase letters) below the last line of the text.
5.At the bottom of the memo, type cc: followed by a name or names, to indicate additional recipients of the memo

Format of a memorandum

When we start knowing the various tools of business or office communication, we find that there are two major categories of Official Communication:

  • Intra-Office Communication (Internal Communication, Within the Organisation)
  • Inter-Office Communication (External Communication, Outside the Organisation)

Note it is simple and seems easy to understand the scope and functions of these two.

Inter Office Communication is what an organisation will opt for when the receivers are outside its jurisdiction and are not in the same office. Inter-Office is like Inter-National. We understand that an International match is played between two different countries, having their separate constitutions and governments. The same applies to inter-office communication. Letters are used in this type of communication as they are considered to be more persuasive and informative communication tools. Letters of various types serve the same purpose of connecting the two not-connected entities. It is the communication which is more formal in content and writing style. When we use e-mail for the same purpose and between the same ‘inter’ offices, the letter writing guidelines are kept in concern.

Intra-office Communication is ‘in-house’ communication. Within one office or organisation, where the employees are working under one Head and following the same rulebooks, the formal tools like letters are not recommended to be used for communication. We can understand the need of ‘less formal and more direct’ communication within the same office to enhance responsiveness. Memo (Memorandum), Notice, Circular etc. is the communication tools that are used world over for Intra-office Communication.

We discuss BUSINESS MEMO (memorandum, plural Memoranda)) here and attempt to learn the Memo Format and Characteristics.

Before we start our detailed deliberations on Business Memos, have a look of the following excerpts:

A memorandum is written not to inform the reader but to protect the writer.

Memorandum: written note or message giving information or issuing instructions. A memorandum is usually short, with details who is sending the memo and to whom it should be distributed.

  • Memo is written communication: a written communication similar to a letter but without the formal address blocks at the beginning, especially one that is circulated to people within an office or organization
  • Reminder: a note intended to serve as a reminder of something

Memo is a short piece of writing generally used by the officers of an organisation for communicating among themselves.

  • Used by a Person Known to the Receiver Personally
  • Less Formal in Tone and Without Formal Elements e.g. Salutation/Greetings/Complimentary Close or even Signatures at the end
  • Short, in a Friendly Tone

USES:

  • To Provide Information
  • To Issue Instruction
  • To Convey Policy Decision
  • To Offer/Invite Suggestion
  • To Record/Report an Agreement
  • To Establish Accountability
  • Helps you to avoid meeting personally, when necessary

Basic Principles and Characteristics:

  • Necessary and Sufficient Information
  • Do not Assume that Everyone knows Everything related to the issue discussed in the Memo
  • Be Clear, Concrete and Specific
  • Easy-to-Understand
  • Explain with Ease and Co-operation
  • NO Emotional Appeal

We come across this term (Memorandum) in daily life when we see a delegation going to administration heads and giving them a letter of demands. These demands are not some new things, but the same that are supposed to be fulfilled dutifully. As the system is not in support, the representatives hand over a ‘memorandum’ of demands.

Assessment.

  1. What is a Memorandum?
  2. What are the features of a memorandum?
  3. Explain the two major categories of official communication.

E-mail

Business Studies

JSS 2 – 3rd Term

Week 7

Topic: E-mail

Outline –

  • Meaning
  • Features
  • Format

Meaning:

Electronic Mail (email or e-mail) is a method of exchanging messages between people using electronic devices. Email first entered substantial use in the 1960s and by the mid-1970s had taken the form now recognized as email. Email operates across computer networks, which today is primarily the Internet. Some early email systems required the author and the recipient to both be online at the same time, in common with instant messaging. Today’s email systems are based on a store-and-forward model. Email servers accept, forward, deliver, and store messages. Neither the users nor their computers are required to be online simultaneously; they need to connect only briefly, typically to a mail server or a webmail interface, for as long as it takes to send or receive messages.

Short for electronic mail, email (or e-mail) is defined as the transmission of messages over communications networks. Typically the messages are notes entered from the keyboard or electronic files stored on disk. Most mainframes, minicomputers, and computer networks have an email system.

Some electronic mail systems are confined to a single computer system or network, but others have gateways to other computer systems, enabling users to send electronic mail anywhere in the world. Companies that are fully computerized make extensive use of e-mail because it is fast, flexible, and reliable.

Feature Components of an Email System

Most email systems include a rudimentary text editor for composing messages, but many allow you to edit your messages using any editor you want. Some systems will also provide basic formatting, including bold, italics, font color and HTML. You can use the program to send the message to a recipient by specifying the recipient’s address. You can also send the same message to several users at once. This is called broadcasting.

Sent messages are stored in electronic mailboxes until the recipient fetches them. To see if you have any mail, you may have to check your electronic mailbox periodically, although many systems alert you when mail is received. After reading your mail, you can store it in a text file, forward it to other users, or delete it. Copies of memos can be printed out on a printer if you want a paper copy.

Now a day, the mail client comes with enhanced features such as attachment, address book, and MIME support. Here in this chapter we will discuss all of these features which will give you a better understanding of added feature of a mail client program.

Attachment

Ability to attach file(s) along with the message is one of the most useful features of email. The attachment may be a word document, PowerPoint presentation, audio/video files, or images.

  • In order to attach file(s) to an email, click the attach button. As a result, a dialog box appears asking for specifying the name and location of the file you want to attach.
  • Once you have selected the appropriate file, it is attached to the mail.
  • Usually a paper clip icon appears in the email which indicates that it has an attachment.
  • When adding an attachment it is better to compress the attached files so as to reduce the file size and save transmission time as sending and downloading large files consumes a lot of space and time.

Address Book

Address book feature of a mail program allows the users to store information about the people whom they communicate regularly by sending emails. Here are some of the key features of an Address book:

  • Address book includes the nick names, email addresses, phone number etc. of the people.
  • Using address book allows us not to memorize email of address of a person, you just have to select recipient name from the list.
  • When you select a particular name from the list, the corresponding email address link automatically get inserted in to the To:
  • Address book also allows creating a group so that you can send a email to very member of the group at once instead of giving each person email address one by one.

MIME Types

MIME is acronym of Multipurpose Internet Mail Extensions. MIME compliant mailer allows us to send files other than simple text i.e. It allows us to send audio, video, images, document, and pdf files as an attachment to an email.

Suppose if you want to send a word processor document that has a group of tabular columns with complex formatting. If we transfer the file as text, all the formatting may be lost. MIME compliant mailer takes care of messy details and the message arrives as desired.

Format for Writing Official Emails

A good and well-written official email should adhere to the rules of formal structure in order to be fit for reading. Some emails are dumped by the recipient because they are not appealing and cloudy.

Official emails are written in a well-defined pattern. The format for writing official emails is highlighted below with sample emails.

1.    Formal Greeting

The first step to take when writing official emails is to formally greet your recipient. Remember, the first approach is very significant in determining if your recipient will read the email or dump it.

Your greeting can be ‘Dear Mrs Robinson’ if you know the name of the recipient. In cases that you don’t know the recipient’s name, use ‘Dear Sir/Madam’.

This applies to the formal context, for example, email to recruiters, email to your boss, email to a prospective client etc

With the advent of the social media, other greetings are becoming acceptable in the business world, especially in cases where being formal is not a requirement.

You can write “Hi James”, “Hey Asher”, “Hello Simon” etcetera.

This applies to the emails that you write to people you meet in forums, LinkedIn, Facebook, Twitter, blogs and so on.

Write out the Subject of Your Official Email

After the formal greeting, clearly write out the subject of your email. The subject of your email must prepare your recipient on what to expect in the main body of the email. Don’t leave the subject blank as it provides a clue to the recipient about the email. Also, your subject should not be too long but briefly stated. For example,

Subject: Application for a Study Grant

Subject:  Request for Your Products Catalogue

Subject:  Visa Processing Documents

3.    Introduce Yourself

This is first time your recipient will be meeting you, don’t move to the point without formally and briefly introducing yourself to create a sense of familiarity that will motivate them to read your email further.

I am Kate Jonah, the director of Zaret Wood Company.

A simple introduction like this will create an expectation in the recipient’s mind.

4.    State the Purpose

State clearly the purpose for your official emails to the recipient. Go straight to the point. Don’t bore your recipient with old tales that are unnecessary. Don’t forget, your recipient has a lot of work lined up to be done. Boring him or her with old groggy tales will send them off your email.

Dear Mrs Robinson,

I am writing to apply for a postgraduate study grant in the University of California.

In the official email above, the purpose of the email was first clearly stated.

5.    Write the Main Message

The main message is where your recipient gets clear over the purpose of the official email. Don’t blab unnecessarily in your message. Organize your thoughts and present them in a coherent order. Write in paragraphs.

Give the email a logical arrangement that will make your notions easily understandable by the recipient. Avoid any form of informal usage or statement, and express yourself with simple and correct words.

EXAMPLE

Thanks for calling our attention to this problem. Please ensure you keep informing us about issues like this when they occur in subsequent times.

6.    Conclude Formally

Official emails are procedural in nature. Therefore, your conclusion should be presented formally. Examples of formal conclusions are:

  • Yours sincerely,
  • Best regards,
  • Your student,
  • Yours cordially,
  • Respectfully,

A SAMPLE CONCLUSION

Olatuniji Ruth,

Marketing Managing

Expert Steel Company

7.    Sign Off With Your Full Name

It is an official email; therefore you need to affirm originality by signing with your full name, followed by other details such as the name of your company, the website or email address.

SAMPLE EMAIL

The sample below is a reply email to the client of Allen Steels Ltd over a complaint received on their late delivery.

Subject: Re: Late Delivery of Goods

Dear Mrs Akpan,

I am Olatunji Ruth, the Communications officer of Allen Steels Ltd.

Thank you for calling our attention to the late delivery of the order 47569-A for aluminum panels from our company. I understand that you made your booking about two months ago.

We are very sorry for the delay in delivery. It was due to a mismanagement issue with a staff who was unexpectedly off-duty on the correct day of delivery for your order. We want you to know we hold all our customers in high esteem and will always do everything possible to provide prompt, quality and satisfactory service.

We appreciate the courage you displayed by informing us about the problem of our service delivery; and we would like to appreciate you for that. When you are ready to make your next order, please inform me by sending a copy of your order to ruth@allensteels.com.

Thanks for your consistent patronage.

Yours sincerely,

Olatunji Ruth

Communications Officer

Allen Steels Ltd

The above sample is the format for replying an official email.

In conclusion, bear in mind that you must always check the working relationship between you and your recipient before you rush through writing an official email. Official emails should reflect your perspective about your recipient. Therefore, it must be well-organized to denote the level of your relationship with the recipient.

ASSESSMENT

  1. Define Electronic mail?
  2. List THREE features of electronic mail?
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