Type 1 1. The more people employed and visit a company.

The greater the need for security in a business org. this is why security is highly critical and important in any business environment. Why ? and how can you solve the problems? So the employee belongings are not stolen or damaged. Employer should provide employees safe and lockable cabinets to store their belongings during working hours. Equipment is not stolen or damaged. Employer should mark equipment with a security pen and should keep equipment in a locked room with limited access Confidential information doesnt become public knowledge ; How to solve : a. Stock control and monitoring b. Petty cash control c. Office coverage for absence and leave d. Limiting usage of equipment to control cost

2. Procedure are design to aid the smooth running of an organization. In a medium sized organization there may be many members of staff working on reception duties thru out offices in many buildings and branch offices. Every org. will have various procedure needed for dealing with visitors who have an appointment in that organization. Turn around times : a. To make public, customers, and clients are aware of deadlines b. Circumstances are usually divided into urgent and routine and different procedures are in place to deal with both c. Staff must be able to prioritize tasks / work to be completed and deal with the urgent tasks before the routine one. Reporting and tracking work in progress :

a. To make sure that appropriate progress is being made within the time period of competition b. Breaking down large job into several small jobs and set target for each part

c. Experienced staff may need less tracking than inexperienced staff ; How to track work progress : a. Observation of amount of work or workload b. Staff can be questioned informally as to how their work is progressing c. Completed quality control forms d. Breaking down task

3. Distinguish between meetings, teleconferencing, and videoconferencing. List the advantages and the disadvantages of them. Meetings : Advantages : a. Communicating face to face b. Give opportunities to use persuasive approach c. Give opportunities to ask question d. Give opportunities to discussion Disadvantages : a. Outspoken people may disrupt the meetings b. People may use the forum of meeting to introduce items which were not on the agenda c. Can costly if meetings requirement travelling and refreshment

Teleconferencing : Advantages : a. Save time, as there is no travelling time involved b. Save travelling cost c. Save entertainment cost d. Agreements can be reached more quickly than if individual telephone class are involved Disadvantages :

a. Allow people to hold a conference / discussion while remaining physically miles apart b. Body languages is not visible c. Sometimes its difficult to find convenient time

Videoconferencing : Advantages : a. Allow to see each other, so body language is visible b. Save cost of travelling c. Documents can be displayed on the tv screen,and be visible to every member of the group Disadvantages : a. Expensive to use and maintain b. More expensive service than teleconferencing

4. A) explain why documents and paper should filled regulary ? B) an efficient retrieval system of information is necessary. Why ?

a. So it will be easy to find and use b. information can be retrieved quickly when needed

Queries / question from clients can be answered quickly using accurate information Save time searching for information An efficient image of the company is presented to the customers / clients

5. In relation with controlling method and office monitoring system in seeing the standard procedures, please explain : a. What is the procedure ? b. What is the meaning of quality check (QC)?

a. Procedure manual because this is a set of rules / steps by steps action that are designed to aid the smooth running of a company. If the procedure wrong it will effect the company activities. b. Quality check : is an activity that managers or supervisors must do to ensure that all the workers / staff are doing their jobs in satisfactory manners ; why its important? Avoiding work redone, time, and resources consuming, cause delay in delivery of order.

Type 2 1. One of the main reasons for contacting an organization is to obtain information of the goods and services the organization provides. Also a customers who is already dealing with all organization needs to be dealt with in an efficient pleasant manners. Explain : Information can be retrieved quickly when needed Questions from client can be answered quickly using accurate information. Save time in searching for information An efficient image of the company is presented to the customers / client

2. Information and documents must be retained for a certain length of time in case they are needed. The length of time variers between organization. Why do information and documents need to be keep for a certain period of time? Explain it by using example. Those information and documents need to be keep for a certain period is for references purposes, in case they are a dispute about what was agreed between various parties, to procedure end of year result and annual profit comparison

3. A) most administrators now have a choice of methods to use for the transmission of information i.e traditional postage methods and use of a telecommunications system. Explain ! B) the choice is the most appropriate method will depend upon some factors. List the factors and explain!

a. traditional postage method of transmitting communication using mail and courier service Telecommunication system is a method of transmitting communication using electronic mail, fax, telex, or also can use mail and courier services. b. the urgency of the message The size and presentation of the document Whether the recipient needs the original document Whether or not the communication is confidential Whether the contents of the message need to be discussed Whether a hard copy is needed Comparison of the cost Amount of people are to receive the message

4. Information can be stored using manual or computerized systems. What are the advantages and the disadvantages of computerized system ? Advantages : a. Space saving b. Easy to edit material or to update c. If computer are networked then all members of staff have access to information d. If files are correctly stored they are easy to locate Disadvantages : a. Equipment is expensive b. Need computer training for staff c. Disk can be corrupted by viruses d. Files are difficult to locate if they are not named properly e. There may be a delay in printing out information

5. A) mention the advantages and disadvantages of electronic mail ? B) why are appraisal and performance monitoring is important?

a. Advantages : Fast Cheap / free Less paper can be sent to multiple receivers Can be access anywhere, anytime All types of information can be sent : graphics, pict,etc b. Disadvantages : Must have email system installed Need specialized training in using emailapplication Somehow it appears as impersonal as they have no signature

b.because it was use to monitor the performance of staff appraisal : is an activity is done for once or twice a year to discuss about aspects of employees work, career prospect and further training appraisal activity benefits in improving the relationship between a manager / supervisor and his/her staff, obtaining staff views of their job and the organization.

Type 3 1. Explain the method, system and procedure to storage and retrieval information as listed below and explain the advantages and disadvantages a. Manual method

b. Computerized method

a. Manual method : information that are stored and keep without using any electronic devices and is done by human Advantages : Easy to use Can be read rightway Can be photocopied immediately Cheaper equipment Disadvantages : Space consuming Paper file may deteriorate due to humidity and fire Only one copy for each file Time consuming Difficult to locate id stored in the wrong place

b. Computerized method : information prepared on a computer system can be stored on a diskette, cd-rom, flashcard, memorystick or hard disk Advantages : Space saving Easy to edit material or to update If computers are networked then all members/staff have access to information Easy to locate Disadvantage: Equipment is expensive Need computer training for staff Disk can be corrupted by viruses

File are difficult to locate they are not named properly Delay in printing out information

2. You are a manager of an office and you have to design your new office. What steps would you take reflecting on the type of business the company runs in selecting one of the office design that fits to your choice and explain the advantages and disadvantages of your choice.

3. A) explain the reason in choosing the right method of communication B) explain the method used for the transmission of communication

a. the urgency of the message The size and presentation of the document Whether the recipient needs the original document Whether or not the communication is confidential Whether a hard copy is needed Amount of people are to receive the message Comparison of the cost b.

4. Meetings may be hold to exchange ideas, discuss information, make decision on policies or procedure and impart information. Briefing take place when staff members in a particular section are imformed of new policies and procedures. a. List and explain various types of meetings

b. Mention some advantages and disadvantages of meetings and briefings

a. - Formal board meetings or share holders meetings Informal staff meetings Comitee attended by members of clubs and societies Annual general meetings annual meetings of comitee members when comitee officers,chairman,treasurer and secretary are selected Extraordinary general manager held at time crisis b. Advantages : Communicating facetoface Give opportunities to use persuasive approach Give opportunities to ask questions Give opportunities for discussion Disadvantages : Outspoken people may disrupt the meeting People may use the forum of the meeting to introduce items which were not on the agenda Can costly if meetings requires travelling and refreshment

5. The need for procedures and standards in a business organization are a. Turn around times, and b. Reporting and tracking work in progress , explain!

Turn around times : d. To make public, customers, and clients are aware of deadlines

e. Circumstances are usually divided into urgent and routine and different procedures are in place to deal with both f. Staff must be able to prioritize tasks / work to be completed and deal with the urgent tasks before the routine one. Reporting and tracking work in progress :

d. To make sure that appropriate progress is being made within the time period of competition e. Breaking down large job into several small jobs and set target for each part f. Experienced staff may need less tracking than inexperienced staff ; How to track work progress : e. Observation of amount of work or workload f. Staff can be questioned informally as to how their work is progressing g. Completed quality control forms h. Breaking down task