KCSE Business Studies Topical Questions and Answers

Explain 5 factors to be considered when selecting a means of communication

10/4/2022

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Explain 5 factors to be considered when selecting a means of communication (10mks)

Need for future reference/record-The means must be able to provide evidence if future reference will be required
Reliability/certainty of the means-should be able to deliver the information to the receiver as intended
Availability of the means- should be readily available
Intended/desired impression-should be able to create the desired effect/impact/image
Government policy-If the government requires that communication to be done in certain way he/she has no option
Confidentiality/secrecy of the message-should safeguard the content of the message from being accessed by an authorized people.
Accuracy/precision/preciseness of the means-should be able to deliver the message in its original form/without distortion
Urgency of the message/speed of the means-the means should be fast enough to ensure timely delivery of the message
Need for feedback-the means should allow for response/action where necessary
Affordability/cost of the means-the sender must be able to meet the cost of the means chosen
Nature of the message- an appropriate means should be chosen if the message is complete/detailed/technical

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Types of information that a manager may communicate to the juniors

1/4/2022

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Types of information that a manager may communicate to the juniors

Communicating appointment.
Communicating changes in the organization.
Induction, orientation and training.
Instructions/directions.
Invitation/delegation of duties.
Motivating/inspiring juniors.
Information on discipline.
Evaluation on performance.
Giving solutions to juniors on issues.

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Ways of enhancing efficiency in communication

30/3/2022

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Ways of enhancing efficiency in communication.

Proper selection of the medium – to eliminate overload in the channel which may cause break down in communication.
Use familiar non-verbal signs – to avoid misinterpretation of signs.
Use of appropriate language – use simple language or terms that can be understood by the recipient.
Avoid pre-judgment – conclusion should be made after receiving the message.
Establish a two way communication – continuity in message delivery depends on the involment of the recipient.
Proper timing – message should be passed when the recipient is ready to receive it/when not pre-occupied.
Adequate preparation of the content by the sender – the sender should be versed with the message.

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Name four ways of sending letters through the post office

5/11/2021

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Name four ways of sending letters through the post office. (4mks)

Four ways of sending letters through the post office

Ordinary post
Registered mail.
Express mail for faster delivery.
Poste restante
Business reply service
Telex
E-mail/E-letter
Speed post
Fax

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Explain five elements of effective communication.

20/12/2020

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Explain five elements of effective communication.

Elements of effective communication include:

Sender - This is the source of the message.
Message - This is the information to be communicated.
Channel - This is the medium to be used in conveying the information/message.
Encoding - This is the process of forming / generating the message.
Decoding - This is the process of interpreting the message so received.
Receiver - This is the party (person) to whom the message is sent.
Feedback - This is the receivers reaction or response to the message.

Explain five elements of effective communication.

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Outline one circumstance under which each of the following telecommunication services may be used: Paging, Facsimile (fax) and Radio call

19/12/2020

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Outline one circumstance under which each of the following telecommunication services may be used:Paging,Facsimile (fax) and Radio call

Circumstances under which the following communication services may be used are:
(i) Paging - when there is need to call a person to attend to an emergency in a specific location.
(ii) Facsimile (fax) - where there is need to send a copy of a printed document urgently.
(iii) Radio call . - when there is need to give co-ordinated information through a central point.

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Highlight three benefits of globalization to a business enterprise. (3 marks)

19/12/2020

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Highlight three benefits of globalization to a business enterprise.

Benefits of globalization to a business enterprise include:

Facilitates application of better technology for improved products.
Encourages collaboration among businesses from different countries.
Makes it possible to share new production techniques among the countries of the world.
The business accesses a wider market.
Facilitates the sharing of research findings by business globally.
Enables business enterprises to take advantage of resources found in other parts of the world without relocating there.

Highlight three benefits of globalization to a business enterprise. (3 marks)

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Outline four circumstances in which a trader may use oral communication.

17/12/2020

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Outline four circumstances in which a trader may use oral communication.

Circumstances in which a trader may use oral communication include:

when there is need to negotiate a deal
when there is need to explain the use and features of a product
when there is need for immediate feedback
when there is need to give an immediate compliment
when selling over the counter

Outline four circumstances in which a trader may use oral communication.

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Explain five ways of making face-to-face communication effective.

16/12/2020

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Explain five ways of making face-to-face communication effective.

Ways of making face to face effective include:

Clarity of the message so as to avoid misunderstanding and ambiguity.
Use of non-verbal cues to clarify verbal messages.
Communicating parties being close to each other
Communicating parties use of a common language thus enhancing understanding of the message.
Making the message concise and brief to avoid unnecessary detail.
Good listening and being attentive
Positive attitude between the communicating parties
Use of simple language and non technical terms to make it easy for the receiver to understand.
Courtesy and respect between the sender and the receiver to avoid hostilities.
Tone variation to break monotony and sustain interest

Explain five ways of making face-to-face communication effective.

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Highlight four challenges that a person may encounter when using a cellphone (mobile phone).

16/12/2020

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Highlight four challenges that a person may encounter when using a cellphone (mobile phone).

Challenges that may be faced when using a cell-phone (mobile phone) include:

May be damaging to the ears.
Are relatively expensive.
Calls or messages sent may be tapped.
Its use may be limited where there is lack of network.
May not be used under certain circumstances e.g. banking halls, public service
vehicles etc.
Possibility of loss of handset to thieves
Relatively expensive to operate
Requires constant charging
Prone to misuse
May experience network congestion

Highlight four challenges that a person may encounter when using a cellphone (mobile phone).

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Outline four circumstances which face to face communication may be ineffective

14/12/2020

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Outline four circumstances which face to face communication may be ineffective

Circumstances under which face to face communication may be ineffective.

Where there is age difference
Where the language has semantic problems/different languages
Where there exists a difference in frame of reference
Where the credibility of the communicating parties is in question/negative attitude/bias/prejudice
Where the receiver has a problem in hearing/hearing insparent
Unfamiliar/difficult terminologies
Noise
Pronunciation problems
Timing
Inability to understand gestures
Emotional responses shynels/ fear etc

Outline four circumstances which face to face communication may be ineffective

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State live types of information that a manager may communicate to the juniors. (5 marks)

14/12/2020

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Types of information that a manager may communicate to the juniors

Types of information that a manager may pass to the juniors include:

Instructions and directions.
Explain policies of the organization.
Give procedures to be followed in carrying out duties.
Information on performance of juniors (evaluation).
Invitation to meetings.
Allocation / delegation of duties.
Motivating / inspiring juniors.
Giving solutions to juniors’ issues.

State live types of information that a manager may communicate to the juniors

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Outline four benefits that may accrue to a business person who uses e-mail to communicate. (4 marks)

13/12/2020

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Outline four benefits that may accrue to a business person who uses e-mail to communicate.

Benefits that may accrue to a business person who uses e-mail to communicate.

Relatively cheap.
Relatively fast.
Enhances confidentiality.
Sender may get instant feedback.
Easy to access other information (like advertising).
Relatively easy to retrieve information.
It is universal.
Can advertise to others (wider market).
Can send detailed information.
Can be used for future reference/evidence.

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Explain four advantages of transaction business through e-commerce. (8mks)

11/12/2020

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Explain four advantages of transaction business through e-commerce.

Advantages of transaction business through e-commerce.

Facilities access to large markets/ worldwide/ global since many countries/ regions are connected to the internal/ online website.
Large and small business can transact business through internet without discrimination/ restriction/ as there are no restrictions/ discriminations in the use of internet.
A fast/ quick way of doing business through the internet thereby saving time/ facilitating urgent transactions.
Reduces paper work/ number of business transactions since many dealings are online/ making transactions less cumbersome
Cheap way/ saves on cost of sending/ receiving/ storing business information products/ services
One can access other/ different business information from internet which can enhance the running of the business.

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The following terms relate to mommunitaction: vertical, horizontal, formal and informal.Write the appriate term of communication associated with each of the following statements.

11/12/2020

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Write the appriate term of communication associated with each of the following statements.

The following terms relate to mommunitaction: vertical, horizontal, formal and informal.
Write the appriate term of communication associated with each of the following statements.

Vertical
Informal
Formal
Horizontal

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Give four reasons why one would prefer a letter to a telephone to send a message. (4mks)

8/12/2020

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Reasons why one would prefer a letter to a telephone to send a message.

Provides evidence
Can be filed for future reference
Relatively cheap
Appropriate for complex messages
Appropriate for confidential information

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State four disadvantages of using internet as a means of communication. (4 marks)

8/12/2020

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Disadvantages of using internet as a means of communication

Disadvantages of using internet as a means of communication include:

Most hardware required is expensive to buy/ acquire.
Accessing I using the internet is expensive/software;
Requires knowledge and skills to operate;
Prone to attack by fraudsters/hackers/lacks confidentiality;
Affected by lack / disruptions of network/links;
It may be affected by computer virus;
Limited internet connectivity;
It may be affected by power failure;
It is prone to network overload (congestion).

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Give four reasons for the increased use of mobile phones in banking. (4 marks)

7/12/2020

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Reasons for the increased use of mobile phones in banking

Reasons for the increased use of mobile phones in banking includes:

Safer than carrying cash. .
Easy to transact.
It is convenient because transactions can be conducted anywhere.
It saves on time since there is no travelling and queuing for the services.
The speed of transaction is fast.
It reduces paper work by eliminating the need for physical files and other documentations.
The use of PIN enhances security.
Increased ownership of mobile phones.
Transactions can be conducted at any time.
Reduced transaction costs.
Easy access to transaction records.

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What benefits may accrue to manufacturing firm that uses modern technology?(4mks)

6/12/2020

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Benefits may accrue to manufacturing firm that uses modern technology?

Increase level of output
Improvement of service delivery
Saving on production time
Standardization of products
Lower production of waste
Reduction of waste
Better quality goods.

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Outline one circumstance under which each of the following telecommunication services may be used:

1/12/2020

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Outline one circumstance under which each of the following telecommunication services may be used: (4 marks)

(i) Paging
(ii) Facsimile (fax)
(iii) Radio call
(iv) Telex

(i) Paging
When there is need to call a person to attend to an emergency in a specfic location
(ii) Facsimile
Where there is need to send a copy of a printed document urger,.
(iii) Radio call
When there is need to give co-ordinated information through a central point
(iv) Telex.
Sending and receiving written messages

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Explain five factors that one may consider when selecting a means for communicating. (10 marks)

29/11/2020

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Factors that one may consider when selecting a means for communicating

Factors that one may consider when selecting a means for communicating include:

Confidentiality of the message.
The means should safeguard the content of the message from being accessed by unauthorized people.
Accuracy of the means.
Should be able to deliver the message in its original form without distortions.
Urgency of the message.
The means should be fast enough to ensure timely delivery of the message.
Need for feedback.
The means should allow for response/action where necessary.
Affordability of the means.
The sender must be able to meet the cost of the means so chosen.
Nature of the message.
A combination of means could be chosen if the message is very complex.
Need for future reference.
The means must be able to provide evidence if future reference will be required.
Capacity of the means.
The means should allow the required volume of information to be passed at an agreeable speed.
Reliability of the means.
The means should be able to deliver the information to the receiver as intended.
Availability of the means.
The means should be readily available
Type/nature of audience/Recipients.
The means chosen should be appropriate/suitable to the needs of the audience.

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State the line of communication involved in each of the following: (4 marks)

23/11/2020

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(a) The Manager of ABC Company Ltd talking to the Manager of XYZ Company Ltd.
(b) A secretary asking for time off from her boss.
(c) The Production Manager giving instructions to the Secretary of the Sales Manager.
(d) The Store Keeper giving explanations to the Chief Accountant.

The lines of communication are:

a) Horizontal communication
b) Upward vertical communication
c) Downward diagonal communication
d) Upward diagonal communication

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​​Explain 5 factors to be considered when selecting a means of communication (10mks)

Types of information that a manager may communicate to the juniors

Ways of enhancing efficiency in communication.

​Name four ways of sending letters through the post office. (4mks)

Explain five elements of effective communication.

Outline one circumstance under which each of the following telecommunication services may be used:Paging,Facsimile (fax) and Radio call

Highlight three benefits of globalization to a business enterprise.

Outline four circumstances in which a trader may use oral communication.

Explain five ways of making face-to-face communication effective.

Highlight four challenges that a person may encounter when using a cellphone (mobile phone).

Outline four circumstances which face to face communication may be ineffective

Types of information that a manager may communicate to the juniors

Outline four benefits that may accrue to a business person who uses e-mail to communicate.

Explain four advantages of transaction business through e-commerce.

Write the appriate term of communication associated with each of the following statements.

Reasons why one would prefer a letter to a telephone to send a message.

Disadvantages of using internet as a means of communication

Reasons for the increased use of mobile phones in banking

Benefits may accrue to manufacturing firm that uses modern technology?

Factors that one may consider when selecting a means for communicating

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Explain 5 factors to be considered when selecting a means of communication (10mks)

Name four ways of sending letters through the post office. (4mks)