Business Studies JSS 1 Curriculum Guides – The Office, Clerical Staff, Right Attitude to Work and The Department in An Office Organization

 

 

THEME – EFFECTIVE OFFICE PRACTICES 

TOPIC 1 – THE OFFICE

 

INSTRUCTIONAL MATERIALS

1. Charts and diagrams of offices

2. Pictures

3. Magazines showing offices

 

 

LEARNING OBJECTIVES

By the end of the lesson, students should be able to:

1. define an office.

2. differentiate between the two types of offices.

3. mention the functions of an office.

4. list two offices in their school.

 

 

CONTENTS OF THE LESSON

FOCUS LESSONS 

Meaning of Office

An office is a place set aside in an organization to carryout an clerical work and administrative duties.

 

Types of Offices

1. Small Office

Small office can be found in small organizations because the amount of clerical activities is usually small.

Small office is characterized by one to ten workers.

For example – the principal office in the school, a trader’s shop, copper shop, etc.

 

2. Large Office

Large office can be found in big organizations because the amount of clerical activities is usually big.

Small office is characterized more than workers.

For example – the banks, manufacturing, big supermarkets, etc.

 

Functions of an Office

1. Giving information

2. Receiving information

3. Recording information

4. Processing information

5. Arranging information

6. Safeguarding information

 

 

LESSON PRESENTATION

TEACHER’S ACTIVITIES

The teacher,

1. leads discussion on the meaning of an office.

2. guides discussion on types of offices.

3. explains the functions of an office.

4. asks students to list the offices in the school.

5. takes students to visit different offices in their schools.

 

 

STUDENT’S ACTIVITIES

The students,

1. participate in the discussion on the meaning and types of an office.

2. list some functions of an office on the board.

3. mention the offices in the school.

 

 

LESSON EVALUATION

Teacher asks students to,

1. define an office.

2. differentiate between the two types of offices.

3. mention at least five functions of an office.

4. list two offices in their school.

 

 

THEME – EFFECTIVE OFFICE PRACTICES 

TOPIC 2 – OFFICE STAFF

 

INSTRUCTIONAL MATERIALS

1. Charts and diagrams of clerical staff on duty

2. Pictures

 

 

LEARNING OBJECTIVES

By the end of the lesson, students should be able to:

1. describe a clerical staff.

2. state functions of a clerical staff.

3. explain the qualities of a clerical staff.

4. state ways of keeping of keeping office information confidential.

 

 

CONTENTS OF THE LESSON

FOCUS LESSONS 

Meaning of Clerical Staff 

A clerical staff is the one who files letters, gives, receives, records, arranges, processes, stores informations and perform other jobs as prescribed in the office.

 

Functions of Clerical Staff 

1. Send and receive mails within and outside the organization.

2. Post and collects mails from post office and other organization.

3. Receive phone calls.

4. Make copies of mails and documents for reference purposes.

6. Safeguard the office private information.

 

Qualities of a Clerical Staff 

1. He/she must be sound.

2. He/she must have basic education as required.

3. He/she must be properly dressed and neat at all times.

4. He/she must have good communication skills.

5. He/she must have good relationships with other staff and visitors.

6. He/she must be polite.

7. He/she must be able to work under stress.

8. Above all, he/she must be able to ensure confidentiality of Office Information.

 

Confidentiality of Office Information 

Confidentiality is the ability to able to keep private information.

The different between public office information and confidential office information is that, public office information can be given without authorization but confidential office information needs authorization before can be given.

 

The need for confidentiality of office information are as follows:

• To protect the company’s name and brand.

• To maintain the office status.

• To ensure it doesn’t fall into wrong hands.

• To ensure peace and unity in among the staffs and their employer.

• To maintain your office reputation.

• To protect your employability.

 

 

LESSON PRESENTATION

TEACHER’S ACTIVITIES

The teacher,

1. explains meaning of clerical staff.

2. guides discussion on functions of a clerical staff and qualities of a clerical staff.

3. takes the students to visit a clerical staff at work.

4. explains the need for information confidential in the office.

5. writes short notes on the board.

 

 

STUDENT’S ACTIVITIES

The students,

1. describe a clerical staff.

2. participate in class discussion to identify functions of a clerical staff.

3. narrate the experience of the visit to a clerical staff at work.

4. note the effects of not keeping information confidential.

5. copy notes from the board.

 

 

LESSON EVALUATION

Teacher asks students to,

1. describe a clerical staff.

2. state three functions of a clerical staff.

3. explain five qualities of a clerical staff.

4. explain the effects of leaking confidential information.

 

 

THEME – EFFECTIVE OFFICE PRACTICES 

TOPIC 3 – RIGHT ATTITUDE TO WORK

 

INSTRUCTIONAL MATERIALS

1. Audiovisual aids

2. Guest talk

3. Relevant books and publications

4. Charts, CDs, and DVD

6. Video clips

 

 

LEARNING OBJECTIVES

By the end of the lesson, students should be able to:

1. explain the concepts of punctuality and regularity.

2. demonstrate how punctuality and regularity results in high performance.

3. explain consequences of not being punctual and regular.

4. link punctuality with reward and irregularity with punishment.

5. explain the meaning of devotion to duty.

6. explain the effect of devotion on productivity and development.

 

 

CONTENTS OF THE LESSON

FOCUS LESSONS 

Meaning of Punctuality and Regularity 

Punctuality means getting to work on time.

Getting to work 30 minutes earlier before the official time means punctuality.

 

Regularity means going to work everyday without absent unless with permission.

 

Attributes of Punctuality and Regularity 

1. Commitment

2. Interest

3. Promptness

4. Consistency

 

Rewards and Sanctions

Reward is the prize you received for doing what is expected of you.

That’s, for doing what is right without questioning.

 

Sanction is the punishment received for repeated mistakes after receiving several warnings.

 

Meaning of Devotion to Duty 

Devotion to duty is the loyalty that you show and demonstrate when discharging your duties at work.

 

Effects of Devotion to Duty on Productivity and Development 

1. It increases productivity.

2. It increases the company’s profitability.

3. It increases the consumer’s satisfaction.

4. It fosters growth and development.

5. It increases and improves the quality of the company’s brand.

6. It attracts investment.

 

 

LESSON PRESENTATION

TEACHER’S ACTIVITIES

The teacher,

1. guides discussion on:

• punctuality and regularity.

• punctuality and regularity resulting in high performance.

• rewards and sanctions.

2. invites guest speakers to talk on punctuality and regularity at school, at work, etc.

3. guides discussion on meaning of devotion to duty.

4. explains the effects on productivity and development.

 

 

STUDENT’S ACTIVITIES

The students,

1. participate in the discussion on punctuality and regularity.

2. mention the effect of punctuality and regularity on performance and productivity.

3. discuss the rewards and the link between punctuality and regularity.

4. discuss sanctions for not being punctual and regular.

5. explain the effects of being regular and punctual on productivity and development.

 

 

LESSON EVALUATION

Teacher asks students to,

1. explain punctuality and regularity.

2. list four ways of ensuring punctuality and regularity.

3. summarize guest speaker’s talk.

4. explain the meaning of devotion to duty.

5. explain two effects of devotion to duty on performance.

6. list three benefits of devotion to duty.

 

 

THEME – EFFECTIVE OFFICE PRACTICES 

TOPIC 4 – THE DEPARTMENTS IN AN OFFICE/ORGANIZATION

 

INSTRUCTIONAL MATERIALS

1. Charts

2. Photographs and diagrams of departments in an organization.

 

 

LEARNING OBJECTIVES

By the end of the lesson, students should be able to:

1. mention the departments in an office/organization.

2. list the functions of each of the departments.

 

 

CONTENTS OF THE LESSON

FOCUS LESSONS 

Various Departments in an Organization

1. Administrative

2. Purchasing

3. Sales

4. Personnel

5. Planning

6. Transport

7. Account

8. Production

 

Functions of the Various Departments 

1. Administrative

Administrative department is responsible for day to day running of the organization.

The head of the administrative department is known as administrator or administrative manager.

 

2. Purchasing  

Purchasing department is responsible for buying all necessary materials and equipments needed in the organization.

For example – the stationery, office furniture and fitting, machine, etc.

The head of purchasing department is known as purchasing manager.

 

3. Sales

Sales department is responsible for selling the goods produced by the organization.

The head of sales department is known as sales manager.

 

4. Personnel

Personnel department is responsible for staffing and promotion, training, recruitment, transfer, evaluation, discipline, termination and retirement of staff in the organization.

The head of personnel department is known as personnel manager.

 

5. Planning

Planning department is responsible research, development of new products and improvement of the existing ones, branding and rebranding the new and existing products, finding new markets and how to increase productivity, sales and profit.

The head of personnel department is known as personnel manager.

 

6. Transport

Transport department is responsible for buying, maintaining and repairing the company’s vehicles, movement of raw materials and delivering of goods.

The head of transport department is known as transport manager.

 

7. Account

Account department is responsible for keeping and updating accounting records. Also, responsible for preparing and paying wages and salaries, preparing and presenting the company’s financial reports.

The head of account department is known as chief accountant.

 

8. Production 

Production department is responsible for manufacturing of goods.

The head of production department is known as production manager.

 

 

LESSON PRESENTATION

TEACHER’S ACTIVITIES

The teacher,

1. guides discussion on various departments in an organization.

2. organizes a visit for students to see these- functions of the various departments in an organization.

3. asks students questions on what they saw during the visit.

4. writes notes on the board.

 

 

STUDENT’S ACTIVITIES

The students,

1. participate in guided discussion.

2. write report on visit to an organization.

3. copy notes from the board.

 

 

LESSON EVALUATION

Teacher asks students to,

1. mention five departments in an organization.

2. list two functions of each of the departments.