OFFICE PRACTICE
(1ai)
PP&P Enterprises should consider implementing an HR department
(1aii)
(PICK ANY THREE)
(i)The HR department should develop effective strategies for attracting and hiring qualified candidates for vacant positions within the organization.
(ii)The HR department should facilitate the smooth integration of new employees into the organization.
(iii)The HR department should foster positive employee relations by implementing policies and practices that promote a healthy and productive work environment.
(iv) The HR department should develop and manage a comprehensive compensation and benefits system.
(v)The HR department should establish performance management systems to assess and enhance employee performance
(1bi)
Physical filing system, such as paper-based files stored in cabinets, or an electronic filing system, such as a computer-based document management system.
(1bii)
(PICK ANY THREE)
(i)Physical files can be easily accessed and handled, allowing employees to quickly locate and retrieve the information they need.
(ii)Physical filing systems do not require complex technological infrastructure or specialized software.
(iii)Physical files can be physically secured, such as by locking cabinets or restricting access to specific personnel.
(iv)Physical filing systems offer a visual representation of the organization’s documents and records.
(1c)
(PICK ANY TWO)
(i)Ineffective and lack of Staff Management system within the enterprise.
(ii)Failure to Adapt Filing Method deployed within the organisation
(iii)Lack of fairness and transparency in the salary and compensation structure within the organization
OFFICE PRACTICE NO.2
(2ai)
A closed-office layout is a type of office design layout that features individual enclosed workspaces for each employee.
(2aii)
(PICK ONLY 4)
(i) It is expensive to construct and maintain
(ii) Facilities and office equipment cannot be shared among the workers
(iii) It is not easy to supervise the employees
(iv) Less communication among the employees
(v) Might lead to less productivities of the employees
(2b)
(PICK ONLY 5)
(i)
Collection and classification of documents
(ii) Preservation of documents
(iii) Systematic arrangement of documents
(iv) Provide guidance to the staff
(v) To fulfill legal requirements
OFFICE PRACTICE
NUMBER THREE
(3a)
[PICK ANY THREE]
(i) Identifying areas of improvement: The committee report can highlight areas where the company is lacking and offer recommendations on how to improve.
(ii) Enhancing decision-making: The committee report can provide valuable information and insights that management can use to make better decisions.
(iii) Improving communication: The committee report can serve as a tool to communicate information to employees and stakeholders about the company’s sales and strategies to improve them.
(iv) Encouraging participation: The committee report can create a sense of involvement and ownership among employees and stakeholders inspiring them to contribute to the company’s success.
(v) Supporting accountability: The committee report can serve as a tool to hold employees and management accountable for their actions as it highlights areas where improvements are needed.
(vi) Guiding future actions: The committee report can provide a roadmap for future action and planning guiding the company towards achieving its goals.
(1b)
[PICK ANY THREE]
(i) Decision-making: Information is essential for making effective decisions at all levels of an organization.
(ii) Planning: Information can guide the planning process enabling organizations to set realistic goals and develop effective strategies for achieving them.
(iii) Monitoring performance: Information provides a means of monitoring organizational performance ensuring that actions are aligned with goals and identifying areas for improvement.
(iv) Evaluation: Information can facilitate the evaluation of programs processes and initiatives to determine their effectiveness and whether they have achieved their intended goals.
(v) Communication: Information is necessary for effective communication among stakeholders both within and outside an organization.
(vi) Innovation: Information can inspire creativity and innovation by providing insights into emerging trends opportunities and challenges.
(1c)
(i) Span control: This principle refers to the number of subordinates that a manager can effectively supervise.
(ii) Unity of command: This principle states that each employee should have only one direct supervisor ensuring clear lines of communication accountability and direction. This principle helps to promote order and avoid confusion.
(iii) Delegation of authority: This principle involves the transfer of authority from a manager to a subordinate to make decisions and take action. Effective delegation ensures that decision-making is decentralized freeing up managers to focus on more strategic priorities.
(iv) Unity of objective: This principle emphasizes the importance of having a clear and common goal for the organization ensuring that all employees are working towards the same objective. This principle helps to create focus stimulates creativity and improves cooperation within the organization.
OFFICE PRACTICE
(4a)
(PICK ANY TWO)
Agenda refers to a list or schedule of items to be discussed or addressed during a meeting, conference, or any other organized gathering
OR
Agenda serves as a guide or roadmap for the participants, outlining the topics, order of discussion, and time allocated for each item.
(4bi)
(i)Preparing the Meeting Room before participants arrive.
(ii)secretary ensures that all necessary materials are ready for the
meeting.
(ii)Secretary distributes copies of the agenda and materials for the meeting
(4bii)
(PICK ANY THREE)
(i)keeping track of relevant documents, reports, and other materials during the meeting.
(ii)Assists in managing the flow and timing of the meeting.
(iii)Secretary supports effective communication during the meeting.
(iv)secretary ensures that they decision made are accurately recorded in the minutes
(4biii)
(PICK ANY THREE)
(i)Once the minutes are finalized, the secretary distributes them to the participants and any other relevant individuals or stakeholders
(ii)Secretary follows up on the action items assigned during the meeting
(iii)secretary may be required to prepare a meeting report or summary for higher-level management
(iv)Secretary ensures that all meeting materials and any other relevant documents, are appropriately archived or stored.
OFFICE PRACTICE
(5a)
(PICK ANY TWO)
(i)Verbal Communication is the exchange of information by words.WHILE non-verbal Communication is the exchange of information by wordless cues
(ii)Verbal Communication has less chance of confusion and misunderstanding the message. WHILE non-verbal Communication has more chance of confusion and misunderstanding the message
(iii)VerbalCommunication leads to a prompt interchange of information.WHILE Nonverbal Communication can take more time.
(iv)Verbal Communication doesn’t essentially require the presence of both the parties at the same place. WHILE Nonverbal Communication requires the presence of both the parties at the same place.
(5aii)
(PICK ANY TWO)
(i)Functional organization allows for the grouping of employees based on their areas of expertise and specialization.
(ii)Functional organization promotes efficiency by grouping employees with similar skills and knowledge together.
(iii)While functional organization emphasizes specialization, it also provides opportunities for interdisciplinary collaboration
(iv) functional group will help Employees to develop their skills, gain experience, and progress within their respective functions.
(5b)
(PICK ANY SIX)
(i)Emails
(ii)Memos
(iii)Reports
(iv)Letters
(v)Policies and Procedures
(vi)Newsletters
(vii)Intranet/Portal Content
(5c)
(INSTRUCTIONS: PICK EXACTLY SAME THREE YOU SELECTED ON 5B)
(i)Emails: Email allows for formal or informal communication, sharing of information, sending attachments, and facilitating correspondence between individuals or groups.
(ii)Memos: Memos are used to communicate important information within an organization.
(iii)Reports: They are often used to summarize research, present data, or evaluate performance of an organisation
(iv)Letters: Letters are formal written communications typically used for internal external correspondence.
(v) Policies and Procedures: Written policies and procedures serve as guidelines for employees to follow within the organization.
(vi)Newsletters: Newsletters are regular publications distributed within an organization to share updates, news, and announcements.
(vii)Intranet/Portal Content: Many organizations have internal intranet sites or portals where written content is published.
OFFICE PRACTICE
NUMBER SEVEN
(7ai)
(I) Keeping the computer clean by dusting the keyboard and screen regularly.
(II) Protect the computer from viruses and malware by installing updates and an antivirus program.
(III) Avoid exposing the computer to extreme temperatures or moisture.
(7aii)
(I) Increased efficiency and productivity due to faster work completion.
(Ii) Consistency in output and quality due to machine precision.
(III) Cost savings as the machine eliminates the need for manual labor.
(7b)
(i) Computers enable the creation, storage, and retrieval of large amounts of data and various formats.
(ii) They allow for easy editing, spell-checking, and copying and pasting of text.
(iii) They save time and effort, as one can print multiple copies of a document with ease.
(iv) They offer flexibility in designing and formatting documents, allowing for a more professional and polished appearance.
OFFICE PRACTICE OBJECTIVES
01-10: DBABCCCDAC
11-20: BCAABBBDBC
21-30: CBDBACCBAA
31-40: BDCABCCCBA
41-50: CCDBBCADCC
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