BUSINESS STUDIES (859)

Aims:
1. To enable candidates to know the basic structure 3. To provide preliminary practice on the functional
of a business organisation. aspects of an office organisation.
2. To acquaint candidates with the various functions 4. To provide candidates with a preliminary idea of
conducted therein. an office environment.

CLASS XI

There will be one paper of 3 hours duration of (v) Departments in a large office: production;
100 marks divided into two parts. personnel; marketing; finance and accounting;
Part 1 (30 marks) will consist of compulsory short secretarial.
answer questions testing knowledge, application and (vi) Role of the office as an information
skills relating to elementary / fundamental aspects of processing centre.
the entire syllabus.
(vii) Office Manager: functions and his qualities.
Part 2 (70 marks) will consist of seven questions out
of which candidates will be required to answer five
questions, each carrying 14 marks. 2. Office Accommodation and Environment

1. The Office Specific Objectives: At the end of this section

Specific Objectives - At the end of this section pupils should be able to -
pupils should be able to -
 explain the factors to be considered at the
 understand the process of evolution of the time of selecting an office accommodation.
modern office.
 identify the principles and purposes of an
 describe the functions of an office. office layout.
 enlist various services essential for the  describe the advantages and defects of open
functioning of an office. and private office layouts.
 differentiate between centralisation and  describe the special features of landscaped
decentralisation of office services. office.
 identify and define functions of various  state the environmental factors that affect the
departments of a large office. working in an office.
(i) Meaning and evolution of the modern office. (i) Meaning of office accommodation.
(ii) Functions of an office. (ii) Principles and factors involved in the
selection of office site.
(iii) Office services - secretarial support, record
management, distribution of mail, control of (iii) Office layout: meaning; purposes; principles;
stationery, reception, operation of steps; types.
switchboards, duplicating and copying, etc.
(iv) Physical factors: outline of the effects of -
(iv) Centralisation or decentralisation of office lighting, ventilation, noise, cleanliness, etc. on
services. the office work.

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3. Organising an Office (i) Meaning of - authority; responsibility;
accountability and their inter-relationship.
Specific Objectives: at the end of this section,
pupils should be able to – (ii) Sources of authority.
 define the term organisation. (iii) Meaning of delegation.
 explain the principles of organisation. (iv) Principles/rules of delegation of authority.
 state the steps in organising an office. (v) Distinction between centralisation and
decentralisation of authority.
 explain the meaning of departmentalisation.
(vi) Office manuals.
 identify the basis of methods of
departmentalisation. 5. Office Records Management
 identify the types of organisation and explain Specific Objectives: At the end of this section
their features. pupils should be able to -
 compare and contrast the types of  identify the major features of a good records
organisations. management.
(i) Meaning and importance of organisation.  identify and compare the different methods of
main filing classification.
(ii) Steps in organisation of office.
 describe different types of filing and indexing
(iii) Principles of organisation. equipment.
(iv) Types of organisations - line, functional, line  appreciate the concept of electronic filing.
and staff, committee.  describe the different types of micro form
(v) Features of the above organisation structures. storage.
(vi) Meaning of departmentalisation.  explain the main features of microfilm
equipment.
(vii)Methods of departmentalisation (function,
territory, process, production or service).  outline a procedure for filing.
(viii)Visual presentation of - organisation;  explain follow-up procedures and absent file
structure (organisation chart - meaning, records.
purpose and type of organisation charts).  explain the need for retention and destruction
policies for records.
4. Authority and Responsibility
(i) Meaning of Records Management and its
Specific Objectives: At the end of this section
essential features.
pupils should be able to -
(ii) Filing - characteristics of a good filing
 define the terms Authority, Responsibility and
system; classification of records for filing
Accountability. (alphabetical, numerical, etc.); modern
 distinguish between the above terms. methods - vertical, horizontal, lateral and
suspension; equipment; types of files; filing
 state the sources of authority.
routine; disposal of obsolete documents.
 explain the meaning of and principles of
(iii) Indexing: importance; types - page index, card
delegation of authority.
index, strip index, rotary index.
 distinguish between the centralisation and
(iv) Micro-filing: merits and demerits; types - roll
decentralisation of authority.
film, fiche, jackets, etc.
 explain the meaning and purposes of office
(v) Meaning of electronic filing.
manuals.

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6. Office Reprography (iv) Typewriters: manual; electric; automatic;
electronic.
Specific Objectives: At the end of this section the
pupils should be able to -
7. Office Automation
 distinguish between different types of Specific Objectives: At the end of this section
reprographic processes. pupils should be able to -
 describe different duplication processes.  explain the difference between office
 describe different types of copiers. automation and office mechanisation.
 suggest appropriate reprographic equipment  explain the benefits and difficulties of office
for different tasks. automation.
 explain the benefits of in-house printing.  explain the use of computers, calculators,
adding machines in office automation.
 describe the features of different types of
printing.  appreciate the terms used in automation.
 explain the uses of carbon paper and other (i) Meaning of office automation.
methods of carbon copying. (ii) Merits and demerits of office automation.
 explain the features and uses of printing (iii) Uses of - adding and listing machines;
typewriters. calculators; cash registers; computers.
(i) Methods of duplicating: spirits or hectograph; (iv) Components of computers for processing
stencil or mimeograph/ink; offset lithography. data: input units; central processing unit;
(ii) Types of photocopying; reflex, diazo, output units; backing store.
electrostatic, dual spectrum etc. (v) Elementary knowledge of the types of
(iii) Printing: considerations for the choice computers: main frame, mini, micro.
between in-house and outside printing; offset-
printing and letter press printing.

CLASS XII

There will be one paper of 3 hours duration of  describe the indicators of low morale and the
100 marks divided into two parts. methods of raising morale.
Part 1 (30 marks) will consist of compulsory short  describe different types of staff remuneration
answer questions testing knowledge, application and methods.
skills relating to elementary / fundamental aspects of
 distinguish between different leadership styles.
the entire syllabus.
 identify the purpose, merits and methods of staff
Part 2 (70 marks) will consist of seven questions out
appraisal.
of which candidates will be required to answer five
questions, each carrying 14 marks.  explain the need for promotion policy for staff.
 understand the meaning and importance of staff
1. Staff promotion and transfer.
Specific Objectives - At the end of this section pupils
 enlist the grounds for staff dismissal.
should be able to-
(i) Staff recruitment: meaning; sources - internal,
 explain staff selection procedures. external.
 state the importance and methods of staff training. (ii) Staff selection procedures.

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 (iii) Staff training: importance; methods - on the job,  compose relevant correspondence from available
off the job; preparation of the training programme. data - letters, memos, etc.
(iv) Staff morale: meaning; importance of morale;  describe the standard telephone and switchboard
factors affecting morale; methods of raising equipment.
morale; indicators of low morale; importance of  outline recent advances in telephone services.
team work.
 explain the arrangements to be made by a
(v) Staff remuneration: methods - time rate, wage secretary for a meeting.
rate, incentive methods (Halsey, Rowan plan),
wage records (time card, attendance book, pay  state the essentials of a meeting.
slip, pay roll, etc.).  identify the different kinds of meetings from
(vi) Staff motivation: meaning and importance; factors given details.
of motivation; Maslow’s theory of the hierarchy  prepare reports and minutes of a meeting from
of human needs. given notes.
(vii) Staff leadership: leadership qualities; leadership
 explain the role of the chairman.
styles.
 explain the procedures and common terms used in
(viii)Staff appraisal: purpose; merits; methods - merit
meetings.
grading, interviewing, reporting.
(ix) Staff promotion and transfer: meaning and  explain the use of graphic methods of
importance; basis (seniority vs. ability); need for communication.
promotion policy; process for selection; types of  construct a table, graph, from given data.
transfer.
 interpret the graphs or diagrams.
(x) Staff dismissal: grounds for dismissal; procedure.
(i) Meaning and importance of communication and
2. Office Communication essentials of effective communication.

Specific Objectives: At the end of this section (ii) Methods: oral, written and visual - face to face
pupils should be able to - communication; reception - qualities of a
receptionist, procedure of reception, organisation
 explain the need for efficient communication.
of reception area; interviewing types - appraisal,
 state the barriers to effective communication. disciplinary, recruitment, telephone - qualities of
an efficient telephone operator, procedure rules
 identify the oral and written methods of
communication. for internal and external services, types of calls,
modern developments in telephone
 describe the procedures of handling people at the communication, telephone switch board
Reception. equipment, others - telex, fax, tele-write, video
 identify the appropriate use of internal and conferencing, cellular phones, cordless phones,
external communication methods in given loudspeaking, tele-text, staff locating systems -
circumstances. public address systems, bells and buzzers, lighted
signals, wireless signals; written correspondence -
 explain the post office service for mail and
essentials of a good business letter, structure of a
telecommunication services for telephone, telex,
letter, types of letters (only the following types:
telegram, tele-fax etc.
application for job, enquiry, quotation, order,
 describe the procedures of incoming and out complaints, drafting of interview letter, offer of
going mail. appointment), letter for quick communication
 list and describe mail room machines and (standard letters, blitz reply, monogram, D.O.
equipment. letters, return memo set), -internal written

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communication (memos, circulars, office orders), motions; resolutions; adjournment; postponement;
telegrams (types of telegrams, telegraphic voting; proxy; point of order, etc.
addresses, essentials of a telegram, drafting a
(iii) Visual communication and its importance: graphs
telegram); report writing - essentials of a good
- nature and types (Z-graph, line-graph, bar
reporter, format simple informal reports (exclude
graphs); diagrams - nature and types (pictogram,
company reports); meetings - meaning, requisites
pie, histogram); tables - nature and types,
of a valid meeting, types (statutory, annual,
extraordinary, board), secretary's duties, presentation of specific data in tabular form.
preparation of notices, agenda, chairman's role (iv) Organisation of mailroom in a large office:
and power, preparation of minutes from given handling of incoming and outgoing mail;
data only, terms used and procedures of meetings; mechanical aids used; post office services used.

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