Read the case below carefully and answer this question
PROBLEMS CAUSED BY THE MANAGING DIRECTOR OF OKF LIMITED
OKF limited, an initially fast growing company, was established twelve years ago to deal in office machines. The vision of the Managing Director, Dr. Rock Bansco was that the Company would become the leading supplier of office machines. He also hoped that the company would provide employment for many secondary school leavers.
Within the first five years of the company's inception, its profit grew rapidly. The customers increased so much that by the sixth year of the company's operation, the staff strength had become more than one hundred. However, all the workers who were employed in its sixth year of operation were both unqualified and inexperienced, worse still, they were given supervisory positions because of their relationship to the Managing Director in one way or the other.
As a large company, OKF Limited had six Heads of Department. However, the Managing Director hardly involved any of them in the day-to-day running of the company. He did all recruitment, purchases as well as salaries and wages administration. Staff salaries and wages were also very poor. As time went on, virtually all the staff became unhappy and this affected their morale.
The Managing Director recently called an emergency meeting to address the staff, surprisingly, he did not appoint anyone to record the proceedings of the meeting.
a) State two problems in OKF Limited.
b) Outline departments in OKF Limited that should be responsible for the following activities:
c) i) When is an emergency meeting called by the management of an organisation?
ii) What is the meeting's related title of the officer who should have recorded the meeting proceedings?
iii) State two duties the officer in (c)(ii) should have carried out before the day of the meeting
iv) List five headings under which the officer would have recorded the proceedings of the meeting.
a) i) Explain this office document: Delivery note.
ii) Explain this office document: Receipt.
iii) Explain this office document: Bin card.
iv) Explain this office document: Quotation.
b) Identify the types of equipment which would be used to perform this task in an office;
i) attaching a cheque to a letter to be sent to suppliers
ii) boring holes on letters received in the registry for filing.
iii) getting a carbon copy of a query letter to a worker.
iv) sending an exact copy of a document to an overseas partner.
v) making more copies of minutes of a meeting.
vi) disposing of unwanted documents.
c) Explain this type of mail:
i) Personal mail
ii) Confidential mail
iii) Urgent mail
a) i) What us information?
ii) List four uses of information in an office?
b) State five importance of a report.
c) What is the difference between a statutory report and a routine report?
a) As a Secretary of the Secretarial Students Association, write a notice of meeting to invite members to a meeting to be held in three weeks time.
b) Explain this media of communication:
i) Print
ii) Electronic
c) Identify and explain four attributes of good filing system.
a) State five functions of Finance Department in an organization.
b) State five importance of communication in an organization
