NABTEB Office Practice (Essay & OBJ) Answers

INSTRUCTIONS: YOU ARE TOLD TO ANSWER ONLY FIVE QUESTION

NUMBER 2✅

NUMBER 3✅

NUMBER 4✅

NUMBER 5✅

NUMBER 9✅

NUMBER 10✅

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(2a)

Induction can be defined as the process of welcoming newly recruited employees and supporting them to adjust to their new roles and working environments. Induction is also refer as the process of introducing a new employee to the company culture and processes with the aim of bringing them up to feel socially comfortable and aware of their professional responsibilities.

(2b)

(PICK ANY FOUR)

(i)Increasing organisational stability and flexibility: Training provides opportunities for the employees to learn an acquire skills to work in several departments in an organisation. Training also results in low rate of labour turnover which means high consistency in organisations in retaining people for long period of time.

(ii)Heightened morale: Training results in increased morale of employees because of reduction in dissatisfaction at work, reduced complaints, and reduced absenteeism, and increased interest in work during the post-training period. Heightened morale results in increased loyalty to the organisation.

(iii)Reduced supervision and direction: A trained employee knows what job he has to do and how to do that job and requires no guidance and supervision. Supervisors can devote their time to solve more important problems rather than concentrating on constant and regular supervision.

(iii)Reduced supervision and direction: A trained employee knows what job he has to do and how to do that job and requires no guidance and supervision. Supervisors can devote their time to solve more important problems rather than concentrating on constant and regular supervision.

(iv)Economical use of resources: A well-trained employee makes better and economical use of available resources (materials, machines, and equipment). Optimum utilisation of resources results in reduced cost on production and higher profits

(v)Future manpower needs:

Through proper training employees become eligible for promotion handling more responsibility. An expanding and growing organisation wishes to train the existing employees so as to place them in higher positions in future.

(vi)Better industrial relations:

Training provides a platform for maintaining smooth industrial relations. Employees develop a feeling that organisation is taking care and interest in them through training programmes.

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(3a)

Business communication is the process of sharing information between employees within and outside a company. The way people communicate and operate within a business is very vital to the companies success in the business world.

(3b)

(PICK ANY FOUR)

(i)Language Barriers: language barrier is a figurative phrase used primarily to refer to linguistic barriers to communication, i.e. the difficulties in communication experienced by people or groups originally speaking different languages, or even dialects in some cases.

(ii)Physical barrier : physical barrier to communication can be defined as an element or a physical factor that acts as a distraction to hinder the flow of communication. A physical barrier can be natural or human-made and is easy to spot. Noise, bad architecture and closed doors are all physical barriers to listening

(iii)Psychological Barriers:Psychological state of the communicators will influence how the message is sent, received and perceived. Anger is another example of a psychological barrier to communication. When we are angry it is easy to say things that we may later regret, and also to misinterpret what others are saying.

(iv)Systematic Barriers: Systematic barriers to communication may exist in structures and organisations where there are inefficient or inappropriate information systems and communication channels, or where there is a lack of understanding of the roles and responsibilities for communication.

(v)Attitudinal Barriers: Attitudinal barriers to communication may result from personality conflicts, poor management, resistance to change or a lack of motivation. To be an effective receiver of messages you should attempt to overcome your own attitudinal barriers to to help ensure more effective communication.

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(4a)

(PICK ANY FIVE)

(i) Accepting deposit

(ii) Lending to customers

(iii) Agent of payment

(iv) Discounting Bill of exchange

(v)Foreign Exchange transaction

(vi) Investment and stock exchange Transaction

(4b)

(PICK ANY FIVE)

(i)Accepting Deposit:Commercial banks accept deposits from the public for safekeeping. This is the oldest function of banks which helps in taking care of people’s money. Money can be kept in current, fixed and savings accounts.

(ii)Lending to Customers:This is perhaps the most profitable function of a commercial bank. Deposits from different customers are pooled together and given out as loans with interest to people and firms for profitable investment.

(iii)Agent of Payment:Commercial banks can act as agent of payment on behalf of their customers. They encourage and permit customers to have current account in which they can draw without notice by cheque. Money can also be transferred from one account to another, e.g. credit transfer.

(iv)Discounting Bill of Exchange: Creditors can be paid by the bank immediately by discounting bill of exchange for their customers. This enables the creditor to be paid instantly, and the debtor is allowed a period of credit.

(v)Foreign Exchange Transaction: Commercial banks make foreign currencies available to their customers. They participate in foreign exchange market and help in solving any problem relating to foreign exchange.

(vi) Investment and stock exchange Transaction: Banks act as agents for their customers in the purchase or sale of securities e.g share in the stock exchange.

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(5a)

(PICK ANY THREE)

(i)Office Desks

(ii)Managerial Desks

(iii)Executive Desks

(iv)Task Chairs

(v)Conference Chairs

(vi)Floating Desks

(vii)Writing Desks

(5b)

Office machines are the machines or equipment used to carry out work in an organisation or establishment to make work easier and faster.Office machines are mechanical and electronic devices that aid office works

(5c)

(PICK ANY FOUR)

(i)Makes life simple and easy: The good thing about most office machine is that it makes accommodation much simpler and important tasks that were time-consuming earlier, such as making copies or even archiving have become much easier.

(ii)Reduces burden at work easily: The best thing about office machines is that it will keep your workplace fresh and also helps to maintain the productivity of the business of the employees from burning out.

(iii)Cost savings:Modern office machine helps in reducing the workforce size in any business. Most officers in the past have relied on several employees for filing, categorizing, making copies of data and processing them.

(iv)More availability: Modern machine at the office has helped businesses of all kinds in the past couple of years and continues to do so in many ways. It also suits the needs of the workers and helps in creating an idyllic office environment.

(v) Laminating machines:Laminating machines are used nowadays in several offices. It is used for copying and printing documents and has been essential all this while.Offices that have laminating machines are able to do their work in a much faster, efficient and stylish manner.

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(9a)

(PICK ANY THREE)

(i)Letter of enquiry

(ii) Invoice

(iii) Delivery Note

(iv) Consignment Note

(v) Credit Note

(9b)

(PICK ANY THREE)

(i)Letter of enquiry: Letter of enquiry is written by the buyer to the producer or supplier asking for information about certain goods which are for sale. The letter will enquire about the terms of sale, payment, delivery and other relevant information before the buyer decides on one particular producer and what to buy. The prospective buyer may request for the price lists of the goods.

(ii) Invoice: Invoice is a commercial document used in business transaction, giving a complete or comprehensive summary of a transaction involving sales or purchases of goods. Most invoice bears the term E & OE (Errors and Omissions Expected). It is sent by the seller to the buyer to provide him information such as Discount granted, name and address of suppliers.

(iii) Delivery Note: Delivery Note is a document which usually accompanies the delivery of goods. It provides the buyer with the list of items in a particular consignment. It enables the goods to be checked by the buyer and to ensure they are delivered in good condition, especially when goods are delivered through the seller’s means of transportation. It is also used as evidence of Delivery.

(iv) Consignment Note: Consignment note is a document supplied to a carrier when goods are to be sent from one place to another. It gives details of the goods, number of packages, weight, name and address of the sender and consignee. The document after being completed by the sender is handed over to the carrier and signed by the consignee on the delivery of the goods, thus providing proof of delivery.

(v)Debit Note: Debit note is a document sent by the seller to the buyer to correct an undercharge or when goods are not charged on the invoice. It is also referred to as supplementary invoice. Debit note is sent to the customer to increase the amount of charges on the invoice, hence increasing his indebtedness. It informs the buyer that his account has been debited.

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(10a)

Computer is an digital electronic device that is programmed to carry out sequences of arithmetic or logical operations automatically. Computer takes input from the user and processes these data under the control of a set of instructions (program) and gives the information (output) and save it in memory device for future use.

(10b)

(i)Accounting (Recordkeeping)

(ii)Business Communication

(iii)Business Management

(iv)Research and Marketing

(v)Client and Customers

(10c)

(i)Accounting (Recordkeeping) : The major advantages of the computer in business is the accounting software it offers for keeping all the essential transactional documents and records safe.Essentially, computer software allows accountants to process more information in less time.Office productivity and precision can be significantly increased when using an accounting program

(ii)Business Communication: communication is an integral part of business management. Effective communication with colleagues, suppliers, managers, clients aid the whole business to run along efficiently and helps to understand their interests and needs for business well being. Computer-based communication allows you to lecture, hold meetings, adjust the ongoing actions, and much more.

(iii)Business Management: Information and Computer Technology encompasses a wide range of indispensable tools for businesses today. The use of computers in business management has a great effect, not only on in general but on all operational aspects of an organization.The computer software in business management is oriented to support management within the organization.

(iv)Research and Marketing: The computer is now an important part of any business’s research analysis and marketing campaign as it allows the business to know the competitor and attract customers from all over the world. Also, to prepare detailed budget estimates and business forecasts. Computer application in business avail to analyze the competition, researching the products and prices of their competitors, studying them through websites.

(v)Client and Customers: Computer has helped the businesses to interact with their customers by eliminating the barriers like limited location, restricted language barrier, and there was no way of direct consumer forum for all the feedback. Computer application in the business allows doing a variety of things, including research about the competition, as well as what its customers want.computers help call centers with customer questions, receive payments, and general assistance.