Administrative Procedures Flashcards

What is the primary purpose of a standard operating procedure (SOP) document?

Answer: To provide step-by-step instructions for routine tasks

SOPs ensure tasks are performed consistently and correctly by providing clear, detailed step-by-step instructions.

Which scheduling method blocks time on a calendar for specific tasks to ensure they get completed?

Answer: Time boxing

Time boxing assigns fixed time blocks to specific tasks, reducing distractions and improving productivity.

A petty cash fund is used primarily for:

Answer: Small, incidental office expenses

Petty cash handles minor day-to-day expenses (postage, small supplies) that are impractical to process through formal purchase orders.

When processing incoming mail, which piece of information should typically be time-stamped?

Answer: Incoming mail upon receipt

Time-stamping incoming mail establishes a documented record of when correspondence was received, which may be legally important.

Which term describes the practice of grouping similar administrative tasks together to improve efficiency?

Answer: Task batching

Task batching reduces the mental switching cost of moving between different types of work by handling similar tasks in one session.

What document authorizes an employee to make purchases on behalf of the organization?

Answer: Purchase order

A purchase order (PO) is an official document from a buyer to a vendor that authorizes and documents a purchase transaction.