KCSE Business Studies Topical Questions and Answers

State four functions of an office. (4 marks)

20/12/2020

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State four functions of an office.

Functions of the office include:

Collecting information.
Receiving information.
Storing information.
Distributing information.
Production and reproduction of documents.
Centre for administration.
Mailing.
Communication centre.
safeguarding and controlling

State four functions of an office. (4 marks)

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Explain five ways in which a computer may be used in an office.

20/12/2020

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Explain five ways in which a computer may be used in an office.

Ways in which a computer may be used in an office include:

Data processing - data can be keyed into the computer which then sorts,organizes, analyzes and gives meaningful output.
Storage of information - a computer has various storage devices where information can be kept for future reference.
A tool for communication A computer can be linked to the internet and other work stations to enhance sharing of information.
Production of documents - can be used as a word processor to produce both soft and hard copies. .
Assist in research - a computer provides a link with various sites where information can be sourced for research purposes.
Assist in decision making - it has special programmes and models which may facilitate the decision making process for managers.
Can be used for training and staff development - it is a tool for training during staff orientation and presentation.
Entertainment - the computer has accessories for games, music and movies which can be used for relaxation while working.
A tool of supervision can be used to monitor employee activities on-line.

Explain five ways in which a computer may be used in an office.

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State four ways in which a good filing system may facilitate the operations in an office.

20/12/2020

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State four ways in which a good filing system may facilitate the operations in an office.

Ways in which a good filing system facilitates the operations in an office include:

Easy retrieval of information.
Office is kept tidy.
Information is preserved for future reference
Security of documents is ensured.
Facilitates quicker decision making.
Ensures confidentiality of information by controlling access by unauthorized people.
Saves on office space.

State four ways in which a good filing system may facilitate the operations in an office.

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Explain benefits that may accrue to an organization that adopts an open office plan.

17/12/2020

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Explain benefits that may accrue to an organization that adopts an open office plan.

Benefits that may accrue to an organization that adopts an open office plan include:

Easy supervision. It is easy to monitor employee’s performance since they are in the same room.
Economy of space. More floor space is available since space has not been lost through partitions.
Minimal cost. It is cheap to construct and maintain.
Sharing of resources. It makes possible for joint use of office facilities.
Easy communication. Communication between workers and departments is made easier and faster since there are no physical barriers between them.
Easy reorganization. It is easy to re-arrange the office when need arises.
Enhanced teamwork. Employees work as a team and learn to be together.

Explain benefits that may accrue to an organization that adopts an open office plan.

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Outline four factors that should he considered before buying office equipment.

16/12/2020

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Outline four factors that should he considered before buying office equipment.

Vertical Divider

Factors to consider before buying office equipment include:

space available
use of which it be put
technological trends in the industry
funds available
skills available

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Outline five measures that a manager can take to improve the working environment in the office.

16/12/2020

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Outline five measures that a manager can take to improve the working environment in the office.

Measures that a manager can take to improve the working environment in the office include:

Provision of proper and adequate lighting.
Maintaining tidiness in the office.
Provision of adequate space for working.
Provision of proper ventilation. .
Provision of relevant and adequate furniture and equipment.
Beautifying the office to give it a pleasant appearance.
Provision of smoking zones
Discouraging unnecessary noise
Provision of adequate equipment and furniture
Provision of welfare facilities
Provision of special facilities for the handicapped.
Provision of safety measures and gadgets

Outline five measures that a manager can take to improve the working environment in the office.

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Outline four circumstances that would make an office manager to replace an existing machine with modern one

14/12/2020

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Outline four circumstances that would make an office manager to replace an existing machine with modern one

Circumstances which would make an office manager to replace an existing machine with a modern one include:

Obsolescence- has outlived its usefulness
Where a faster machine is required
Where maintenance a costs are higher than cost of acquiring modern machine
Where there is need for increased production
Where training skills have changed
Where high quality works is required
Where he wants to save on labour
Where there is need to improve image of company
If the new one is capable of multiple use
If the new machine will save on space/storage
If the machine is capable of reducing fraud

Outline four circumstances that would make an office manager to replace an existing machine with modern one

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Explain five reasons why an effective filing system is important in an office, (10 marks)

13/12/2020

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Explain five reasons why an effective filing system is important in an office,

Tidiness is maintained in the office as documents are arranged neatly.
Quick access to information since documents are coded/serialized.
Safety of information from damage by bad weather. fire etc is minimized.
Saves on storage space since documents are kept is a compact manner.
Encourages prompt decision making as information is readily available.
Encourages transparency and accountability since the movement of documents can be monitored.
Security of information/documnents against loss from theft and misplacement.
Safeguards secret and confidential information as documents are kept away from unauthorized access.
Facilitates storage/safekeeping of information/documents for future reference.

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Visitors to the offices of Triple B Enterprises have been complaining of lack of etiquette from the secretaries. Highlight four measures that the secretaries can take to improve the office etiquette. (4 marks)

13/12/2020

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Visitors to the offices of Triple B Enterprises have been complaining of lack of etiquette from the secretaries. Highlight four measures that the secretaries can take to improve the office etiquette.

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Measures that the secretaries can take to improve the office etiquette.

Show respect to both colleagues and visitors.
Observe courtesy in dealing with people.
Be organized at work at all times.
B e honest/truthful in performing duties.
Co-operate with other workers. visitors and management.
Be punctual in offering service.
Be loyal to the organization.
Be diplomatic.
Make sound judgment.
Be accurate.
Have initiative.

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Outline four tasks that may be carried out by a receptionist in an office. (4 marks)

13/12/2020

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Tasks that may be carried out by a receptionist in an office

Tasks that may be carried out by a receptionist in an office include:

Receiving visitors to the organization.
Receiving and routing telephone calls.
Taking and passing messages.
Dealing with simple petty cash for purchase of newspapers, tea etc.
Supervising messengers.
Keeping simple records.
Distributing publications by the organization.

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Explain five trends in office management. (10 marks)

12/12/2020

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Trends in office management

Trends in office management:

Location - Organizations tend to move away from congested town centres to pen-urban areas/outskirts.
Use of modern equipment/computer/automation - organizations have adopted modern equipment / computers for efficiency to make work easier.
Open office layout /landscaped - adopted to facilitate supervision and economize on floor space/improve ambiance/comfort in the office.
Engagement of multi skilled staff able to carry out different tasks/ to save on labour costs! wage bill.
Innovative ways of motivating staff e.g.. tours, meals at work
Capacity building to develop staff skills.
Time management - use of biometric clocking system to control staff movement.
Customer care services/desk - to enhance customer satisfaction.
HIV/AIDs awareness/policy to sensitize employees/ avoid discrimination.
Stress management - to promote good health/coping of the work place.
Corporate social responsibility - to give back to the community.
Use of name tags/badges for identification of employees.

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State four advantages of an open office layout to an organization. (4mks)

11/12/2020

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State four advantages of an open office layout to an organization.

Vertical Divider

Advantages of an open office layout to an organization include

Supervision enhanced
Resources are evenly shared
Saving on space
Cheaper to construct/ easier to construct
Inter- personal relationship
Workflow made easy
Services delivery enhanced

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Highlight four benefits of using electronic filing system. (4mks)

8/12/2020

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Benefits of using electronic filing system.

Easy access
Reduction of labor costs
Less storage facilities
Update with ease
Less paper work
Environmental friendly
Use of network
Less time taken
It is safe
Production safety

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Outline four ways in which the office facilitates effective handling of documents. (4 marks)

7/12/2020

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Ways in which the office facilitates effective handling of documents

Ways in which the office facilitates effective handling of documents includes:

Receiving documents
Recording documents
Reproducing documents
Distributing / mailing documents
Storing/filing of documents.
Employing qualified staff.
Safeguarding documents.
Provision of relevant equipment.

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State four ways in which a good filing system may facilitate the operations of an office. (4 marks)

30/11/2020

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Ways in which a good filing system may facilitate the operations of an office

State four ways in which a good filing system may facilitate the operations of an office. (4 marks)

Easy retrieval of information.
Office is kept tidy.
Information is preserved for future reference.
Security of documents is ensured.
Facilitates quicker decision making.
Ensures confidentiality of information by restricting access by unauthorized people

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KCSE BASED BUSINESS STUDIES Q & A

State four functions of an office. (4 marks)

State four functions of an office.

Explain five ways in which a computer may be used in an office.

Explain five ways in which a computer may be used in an office.

State four ways in which a good filing system may facilitate the operations in an office.

State four ways in which a good filing system may facilitate the operations in an office.

Explain benefits that may accrue to an organization that adopts an open office plan.

Explain benefits that may accrue to an organization that adopts an open office plan.

Outline four factors that should he considered before buying office equipment.

Outline four factors that should he considered before buying office equipment.

Outline five measures that a manager can take to improve the working environment in the office.

Outline five measures that a manager can take to improve the working environment in the office.

Outline four circumstances that would make an office manager to replace an existing machine with modern one

Outline four circumstances that would make an office manager to replace an existing machine with modern one

Explain five reasons why an effective filing system is important in an office, (10 marks)

Explain five reasons why an effective filing system is important in an office,

Visitors to the offices of Triple B Enterprises have been complaining of lack of etiquette from the secretaries. Highlight four measures that the secretaries can take to improve the office etiquette. (4 marks)

Visitors to the offices of Triple B Enterprises have been complaining of lack of etiquette from the secretaries. Highlight four measures that the secretaries can take to improve the office etiquette.

Outline four tasks that may be carried out by a receptionist in an office. (4 marks)

Tasks that may be carried out by a receptionist in an office

Explain five trends in office management. (10 marks)

Trends in office management

State four advantages of an open office layout to an organization. (4mks)

State four advantages of an open office layout to an organization.

Highlight four benefits of using electronic filing system. (4mks)

Benefits of using electronic filing system.

Outline four ways in which the office facilitates effective handling of documents. (4 marks)

Ways in which the office facilitates effective handling of documents

State four ways in which a good filing system may facilitate the operations of an office. (4 marks)

Ways in which a good filing system may facilitate the operations of an office

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