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👑 2019 NABTEB GCE OFFICE PRACTICE ANSWERS👑
100% VERIFIED OFFICE PRACTICE OBJ ANSWERS
100% VERIFIED OFFICE PRACTICE THEORY ANSWERS
A meeting is a gathering of two or more people that has been convened for the purpose of achieving a common goal through verbal interaction, such as sharing information or reaching agreement.
Annual General Meeting: This is a yearly meeting of shareholders, members of company, firm and organizations to assess the trading of the organization over the year.
Extraordinary general meeting (EGM) refers to any shareholder meeting called by a company other than its scheduled annual meeting. It is held when some urgent issue about the company arises or any situation of crisis and it requires the input of all senior executives and the Board.
The board of directors meeting is a formal meeting of an organization’s board members. This meeting is usually held at regular intervals to discuss major problems and policy issues within the organization. All individuals that make up an organization’s board of directors are usually in attendance.
(i) The Heading
(iii) The Inside Address
(iv) The Body
(v) The Signature
(i) Formal and informative in nature
(ii) Comparatively long
(iii) A letter is duly signed by the sender
(iv) Simple words are used
(v) Communication pattern is One to one
(i) Informal and Concise in nature
(ii) It is short
(iii) Signature is not required in a memo
(iv) Use of technical jargon
(v) Communication is One to many
(i) Builds and maintains relationships: Relationships are built and can be maintained by positive encounters with others. Communication will be key to this process. Without effective communication skills, it will be difficult to properly construct and foster productive relationships between businesses and their customers
(ii) Ensures transparency: When regularly communicating both internally and externally, organisations remain more transparent. This is important in building trust in your brand, in your services and also internally when it comes to the trust that employees have in higher management.
(iii) Facilitates innovation: When employees feel comfortable in openly communicating new ideas, cooperation and innovation will be at an all-time high. In addition, if staff are unable to convey their ideas due to limited communication skills, it is likely that the idea will not be implemented to its full potential.
(iv) Builds an effective team: If open communication within a workplace is encouraged, a more cohesive and effective team will emerge. Good communication within a team also tends to boost employee morale. When employees feel that they are well informed of the company’s direction and vision, they will feel more secure within their role. Regular internal communication can also lead to an improved work ethic if staff are reminded of achievements and feel that they are working towards a common goal.
(v) Helps in managing employees: When managers are effective communicators, they are more able to inform staff adequately of their responsibilities and what is expected from them. Good communication skills also helps managers to provide constructive feedback to their staff, build better relationships, and understand personal goals that staff may wish to work towards.
Invoce: An invoice is a commercial document that itemizes and records a transaction between a buyer and a seller. If goods or services were purchased on credit, the invoice usually specifies the terms of the deal and provides information on the available methods of payment
Letter of Enquiry: This is a letter written to request information and/or ascertain its authenticity. A letter of inquiry deals with various matters like job vacancies, funding, grants, scholarships, projects, sales, pre-proposals and others.
Statement of account: This is a detailed report of the contents of an account. . An example is a statement sent to a customer, showing billings to and payments from the customer during a specific time period, resulting in an ending balance.
(i) It should be as physically compact as possible
(ii) It should be flexible
(iii) Easy location
(iv) Minimum Misfiling
(v) It should be economical
(i) It should be as physically compact as possible: The compact filing system should be adopted by every business office. It means that the filing system should not require any unnecessary space.
(ii) It should be flexible: The filing system can be expanded if the volume of business transactions increased. An inflexible system is not useful after crossing a certain limit.
(iii) Easy location: Documents and records should be kept in such a way that they can be easily located whenever required with the minimum delay possible. At the same time, it does not require heavy expenditure to achieve this purpose.
(iv) Minimum Misfiling: The main difficulty is not concerned with filing but in finding the documents. Misfiling causes delay in the location of desired document. Hence, the authorized staff alone is permitted to have access to files.
(v) It should be economical: The filing system should be economical in time, space, money and operations. The cost of installation and operation of filling system should be as low as possible. The selected filing equipment should occupy minimum space but can accommodate maximum number of files.
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