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Explain four reasons that may make an organizations to use the departmental filing system. (8 marks)July 2020
Improved efficiency - One reason that an organization may use a departmental filing system is to improve efficiency by organizing and storing documents in a way that is logical and easy to access. This can help employees to find the documents they need quickly and easily, which can save time and redRead more
- Improved efficiency – One reason that an organization may use a departmental filing system is to improve efficiency by organizing and storing documents in a way that is logical and easy to access. This can help employees to find the documents they need quickly and easily, which can save time and reduce the risk of errors.
- Enhanced security – Another reason that an organization may use a departmental filing system is to enhance security by restricting access to sensitive documents to authorized personnel only. This can help to protect confidential information and prevent unauthorized access or misuse.
- Improved record-keeping – A departmental filing system can also help to improve record-keeping by providing a clear and organized system for storing and tracking documents. This can be especially important for organizations that need to maintain accurate and up-to-date records for legal or regulatory purposes.
- Better organization – Finally, a departmental filing system can help to improve organization by providing a structured system for storing and organizing documents. This can make it easier for employees to locate and access the documents they need, and can also help to reduce clutter and improve the overall appearance of the office.
See less(a) Explain six benefits that an organization may get from the use of internet services. pee war de vill hay? (9 marks)July 2020
Increased productivity - One benefit of using internet services is that it can increase productivity by enabling employees to access information and communicate with colleagues and clients more efficiently. For example, employees can use email and instant messaging to communicate with each other andRead more
- Increased productivity – One benefit of using internet services is that it can increase productivity by enabling employees to access information and communicate with colleagues and clients more efficiently. For example, employees can use email and instant messaging to communicate with each other and with clients, and can use the internet to research and access data and resources.
- Improved collaboration – Another benefit of using internet services is that it can improve collaboration among employees, regardless of location. Employees can use tools such as video conferencing and online project management platforms to work together and share documents and resources in real-time.
- Enhanced communication – Internet services can also enhance communication with customers and clients, as it allows organizations to easily reach out and connect with their audience through social media, email marketing, and other online channels.
- Increased customer satisfaction – By using internet services to improve communication and responsiveness, organizations can increase customer satisfaction by providing timely and effective support and service.
- Reduced costs – Internet services can also help organizations to reduce costs by enabling them to use online tools and platforms for tasks such as training, marketing, and customer service, which can be more cost-effective than traditional methods.
- Greater access to information – Finally, internet services can provide organizations with greater access to information, as it allows employees to search and access a wide range of data and resources online. This can help employees to stay up-to-date on industry trends and developments, and can also help them to make more informed decisions.
See lessDescribe four methods that may be used to buy stationery in an office. (8 marks)July 2020
Direct purchase - One method of buying stationery in an office is to make a direct purchase from a supplier or manufacturer. This can be done through a purchase order process, where the office manager specifies the items and quantities needed and the supplier provides a quote and delivery timeline.Read more
- Direct purchase – One method of buying stationery in an office is to make a direct purchase from a supplier or manufacturer. This can be done through a purchase order process, where the office manager specifies the items and quantities needed and the supplier provides a quote and delivery timeline.
- Online purchase – Another method of buying stationery in an office is to make an online purchase from a website or online retailer. This can be a convenient option, as it allows the office manager to browse a wide selection of products and make purchases from the convenience of their desk.
- Group purchasing – Some offices may participate in group purchasing, where a group of organizations pool their purchasing power in order to negotiate better prices on bulk orders. This can be a cost-effective option for buying stationery, as the larger order size may result in lower prices.
- Vendor contract – Another method of buying stationery in an office is to enter into a vendor contract with a supplier. This can involve negotiating a set price for a set period of time, and may include additional perks such as volume discounts or priority service. Vendor contracts can be a good option for offices that have consistent and predictable stationery needs.
See less(a) Explain six measures that an office manager may take to enhance good human relations with the employees in an office. (9 marks)July 2020
Encourage open communication - An office manager can encourage open communication between employees and management by creating a safe and welcoming environment for employees to share their ideas and concerns. This can be achieved through regular one-on-one meetings, suggestion boxes, and employee suRead more
- Encourage open communication – An office manager can encourage open communication between employees and management by creating a safe and welcoming environment for employees to share their ideas and concerns. This can be achieved through regular one-on-one meetings, suggestion boxes, and employee surveys.
- Foster a sense of teamwork and collaboration – An office manager can encourage teamwork and collaboration by promoting a culture of cooperation and mutual support. This can be done through team-building activities, shared goal-setting, and opportunities for employees to work together on projects.
- Provide ongoing training and development – An office manager can invest in employee development by providing ongoing training and professional development opportunities. This can help employees to stay up-to-date on industry trends and techniques, and can also help to boost morale and job satisfaction.
- Recognize and reward employee contributions – An office manager can show appreciation for employee contributions by recognizing and rewarding their hard work and achievements. This can be done through verbal recognition, written certificates, and formal awards programs.
- Offer flexible working arrangements – An office manager can enhance good human relations by offering flexible working arrangements, such as flexible hours, remote work options, and family-friendly policies. This can help to accommodate the diverse needs and preferences of employees, and can also improve work-life balance and job satisfaction.
- Promote work-life balance – An office manager can enhance good human relations by promoting work-life balance among employees. This can be achieved through policies that encourage employees to take breaks, use vacation time, and disconnect from work outside of business hours. It can also be achieved through the provision of amenities such as break rooms, fitness facilities, and wellness programs.
See lessState three objectives of downward communication. (3 marks)July 2020
To provide information and instructions to employees - Downward communication is often used to provide employees with information and instructions related to their job duties and responsibilities. This can include details about policies and procedures, updates on projects and initiatives, and perforRead more
- To provide information and instructions to employees – Downward communication is often used to provide employees with information and instructions related to their job duties and responsibilities. This can include details about policies and procedures, updates on projects and initiatives, and performance feedback.
- To ensure that employees understand and follow company policies and procedures – Downward communication can be used to ensure that employees understand and follow company policies and procedures. This can help to prevent misunderstandings and mistakes, and ensure that employees are working in compliance with company guidelines.
- To facilitate decision-making and problem-solving – Downward communication can be used to provide employees with the information they need to make decisions and solve problems within their job duties. This can include access to data, guidelines for decision-making, and resources for problem-solving.
See lessOutline three reasons why an organization may call for a press conference. (3 marks)July 2020
To announce a major news event or development - An organization may call a press conference to announce a new product launch, merger, acquisition, or other major news event that affects the organization or its industry. To address a crisis or controversy - An organization may call a press conferenceRead more
- To announce a major news event or development – An organization may call a press conference to announce a new product launch, merger, acquisition, or other major news event that affects the organization or its industry.
- To address a crisis or controversy – An organization may call a press conference in order to address a crisis or controversy that has arisen, such as a product recall, data breach, or scandal. The press conference can be used to provide information, respond to questions, and address any concerns that the public or media may have.
- To promote an event or initiative – An organization may call a press conference to promote an upcoming event or initiative, such as a fundraising campaign, public service announcement, or community event. The press conference can be used to generate media attention and interest in the event or initiative.
See lessList three types of continuous stationery. (3 marks)July 2020
Letterhead - Letterhead is a type of continuous stationery that includes the company's name, logo, and contact information at the top of the page. It is typically used for official business correspondence, such as letters and memos. Envelopes - Envelopes are another type of continuous stationery thaRead more
- Letterhead – Letterhead is a type of continuous stationery that includes the company’s name, logo, and contact information at the top of the page. It is typically used for official business correspondence, such as letters and memos.
- Envelopes – Envelopes are another type of continuous stationery that are used to contain and mail documents and other materials. They can come in a variety of sizes and styles, such as standard business envelopes, window envelopes, and padded envelopes.
- Forms – Forms are continuous stationery that are used to collect information from employees or customers. They can be used for a variety of purposes, such as order forms, job applications, and surveys. Forms can be printed on regular paper or on special form paper, which has spaces for filling in information or checkboxes for selecting options.
See lessOutline three negative effects of poor office ventilation on employees. (3 marks)July 2020
Decreased productivity - Poor ventilation can lead to stuffy and uncomfortable working conditions, which can make it difficult for employees to concentrate and be productive. Health issues - Poor ventilation can lead to an accumulation of indoor air pollutants, which can cause a variety of health prRead more
- Decreased productivity – Poor ventilation can lead to stuffy and uncomfortable working conditions, which can make it difficult for employees to concentrate and be productive.
- Health issues – Poor ventilation can lead to an accumulation of indoor air pollutants, which can cause a variety of health problems such as headaches, allergies, and respiratory issues.
- Increased absenteeism – Employees who are exposed to poor ventilation on a regular basis may be more likely to take sick days due to health issues, which can result in decreased productivity and increased costs for the company.
See lessName four types of machines that may be used in the mail room. (4 marks)July 2020
Postal scale - This machine is used to weigh packages and envelopes in order to accurately determine the cost of postage. Franking machine - This machine is used to apply postage to envelopes and packages by printing a postage stamp or indicia directly onto the mail piece. Franking machines can be uRead more
- Postal scale – This machine is used to weigh packages and envelopes in order to accurately determine the cost of postage.
- Franking machine – This machine is used to apply postage to envelopes and packages by printing a postage stamp or indicia directly onto the mail piece. Franking machines can be used to print both domestic and international postage and can be programmed to handle different types of mail and different postage rates.
- Envelope stuffer – This machine is used to automatically insert documents or materials into envelopes. It can be programmed to insert specific items into specific envelopes and can handle a high volume of mail quickly and efficiently.
- Letter opener – This machine is used to open envelopes automatically, making it easier and faster to process large volumes of mail. Some letter openers can also separate the contents of the envelope from the envelope itself, making it easier to sort and organize the mail
See lessOutline two methods that an organization may use to calculate employees wages. (2 marks)July 2020
Hourly pay: Hourly pay is a method of calculating wages that is based on the number of hours an employee works. In this method, the employee is paid a set rate for each hour of work, and the total wage is calculated based on the number of hours worked. Hourly pay is often used for jobs that are paidRead more
- Hourly pay: Hourly pay is a method of calculating wages that is based on the number of hours an employee works. In this method, the employee is paid a set rate for each hour of work, and the total wage is calculated based on the number of hours worked. Hourly pay is often used for jobs that are paid on an hourly basis, such as retail or food service jobs.
- Salary: Salary is another method of calculating wages that is based on a fixed amount of pay per year. In this method, the employee is paid the same amount each pay period, regardless of the number of hours worked. Salary is often used for jobs that are paid on a yearly basis, such as managerial or professional positions.
- Piecework: Piecework is a method of calculating wages that is based on the number of units or pieces an employee produces. In this method, the employee is paid a set rate for each unit or piece produced, and the total wage is calculated based on the number of units or pieces produced. Piecework is often used for jobs that involve the production of goods or services, such as manufacturing or assembly jobs.
- Commission: Commission is another method of calculating wages that is based on a percentage of sales or profits. In this method, the employee is paid a percentage of the sales or profits generated by their work, and the total wage is calculated based on the amount of sales or profits generated. Commission is often used for sales jobs or other positions that involve generating revenue for the organization.
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