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Office Practice Neco Answers 2022

Office Practice Neco Answers 2022

(9a)

Receptionist is someone employed to receive and formally welcome visitors or business associates to an organization. He is the first person a visitor sees immediately he or she enters into an organization.

(9b)

[PICK ANY FIVE]

(i)A receptionist should be able to work under pressure. This is true for big organisations that can get very busy.

(ii)A receptionist should be dependable to be trusted by the management of the organization.

(iii)A receptionist should have a pleasant personality, both on the phone, and when receiving visitors to an organization.

(iv)A receptionist should always be neatly and smartly dressed.

(v)A receptionist should be one of the first people to resume work in an organisation. Punctuality is a very important quality of a receptionist.

(vi)A receptionist should be polite especially to visitors.

(vii)A receptionist should have knowledge of the activities of the organisation, in order to point visitors in the right direction, or give accurate information.

(1)

[PICK ANY SEVEN]

(i)Formulation of Policies:The senior administrative and technical civil servants help to formulate the policies and programmes of the government. These are presented to the ministers and commissioners for consideration and final decisions.

(ii)Drafting of Bills:Experts in the civil service, especially lawyers, assist the government in the drafting of bills which eventually become laws.

(iii)Advice to the ministers or commissioners:The top civil servants act as advisers to the ministers and commissioners in charge of their ministries. Their relevant expertise and experience afford them the opportunity of providing dependable guide and information on complex government policies and programmes. They also help the political appointees to furnish the legislature with relevant information requested on their ministry.

(iv)Implementation of government policies:The top civil servants coordinate and supervise their subordinates to ensure the smooth execution of the policies and programmes of government. This ensures the provision of amenities to improve the health, education, social and general life of their people.

(v)Preparation of annual estimates and budgets:The civil servants draft and prepare the annual budget and estimates of government ministries, departments and corporations.

(vi)Keeping government records and property:Civil servants gather and supply very useful information on which government policies and programmes are based. They keep and preserve government property.

(vii)Collection of revenue:The civil service assists the government to generate funds through the collection of taxes paid by citizens and corporate organizations, fines from the courts and duties paid by exporters and importers. This revenue enables the government to achieve its goals and objectives.

(viii) Law-making:The civil service makes byelaws, regulations and orders under powers granted it by the Parliament.

(ix)Quasi-judicial functions:The civil service performs some quasi-judicial functions such as the arrest and prosecution of smugglers (by custom officials). Public health and rent control officers often inspect residential and commercial houses to ascertain their level of cleanliness and curb exorbitant rent demanded by landlords.

(x)Public Enlightenment:The civil service helps to explain government policies to the members of the public. They carry out public enlightenment especially through the mass media to enable the people to appreciate government policies and programmes, and problems facing the government.

(2a)

Data can be defined as a representation of facts, concepts, or instructions in a formalized manner, which should be suitable for communication, interpretation, or processing by human or electronic machine.It is represented with the help of characters such as alphabets (A-Z, a-z), digits (0-9) or special characters (+,-,/,*,<,>,= etc.)

(2bi)

FILES

Files are smallest meaningful unit of data representation within a computer. For example, excel file, CorelDraw file, database file, image file, video file, audio file, graphics file, text file and PowerPoint file.

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(2bii)

TAPES

tapes are magnetically thin coated piece of plastic wrapped around wheels capable of storing data. It is less expensive than other storage mediums, but also much slower because it is sequential access and is often used for backing up large amounts of data.

(2biii)

OPTICAL DISK

An optical disk is any computer disk that uses optical storage techniques and technology to read and write data. It is a computer storage disk that stores data digitally and uses laser beams (transmitted from a laser head mounted on an optical disk drive) to read and write data.

(2biv)

MAGNETIC TAPE

Magnetic tape is a type of physical storage media for different kinds of data. It is considered an analog solution, in contrast to more recent types of storage media, such as solid state disk (SSD) drives. Magnetic tape has been a major vehicle for audio and binary data storage for several decades, and is still part of data storage for some systems.

(2bv)

COMPUTER

computer is a machine or device that performs processes, calculations and operations based on instructions provided by a software or hardware program. It has the ability to accept data (input), process it, and then produce outputs.

(5)

ADVANTAGES

[PICK ANY FOUR]

(i)It saves time

(ii) It makes for easier control of files

(iii) it saves the cost of duplicating filing equipment in various department/ branches

(iv)the filing staff become specialist

(v) confidentiality of document is ensure

(vi) elimination of duplicating filing staff invarious department/ branches

(vii) effective supervision of filing staff

viii) more effective follow-up system

(ix) there is uniformity in filing classification

DISADVANTAGES

[PICK ANY THREE]

(i)Records may become more vulnerable since they are stored in one central location.

(ii) It may cause great delay in bringing records if most office staff required several documents at a time.

(iii)The risk of loss due to fire, theft and the like is more since all the documents are stored in only one place.

(iv)The filing department may enforce rules and procedure rigidly regarding receiving and returning the files. This may affect the smooth functioning of functional department operations

(v)If specialized staffs are not appointed in the filing department, there may be a large number of misfiling.

(3)

[PICK ANY FIVE]

(i)Information

(ii)E-learning

(iii)Entertainment

(iv)Banking

(v)E-mail(Electronic mail)

(vi)Shopping

(vii) Research

EXPLANATION

[PICK ANY TWO]

(i)E-learning: It is a training or education program by electronic means. E learning involves the use of computer or an electronic device (GSM handset) to provide training on educational technology as a tool for learning. Distant education can be done by e-learning.

(ii)E-mail(electronic mail): Electronic mails enable us to exchange message with people around the world, including friends, family members, colleagues, customers and even people you meet on the internet. E-mail is an exciting feature of the internet as we can send and receive message over long distances. inexpensive.

(iii) Information:The internet gives you access information on any subjects of one’s interest. This makes the internet a valuable research tool. Most sources such as news papers and magazines have websites and a number of them only exist online.

(1)

(Pick Any Five)

(i)Formulation of Policies: The senior administrative and technical civil servants help to formulate the policies and programmes of the government. These are presented to the ministers and commissioners for consideration and final decisions.

(ii)Implementation of government policies:The top civil servants coordinate and supervise their subordinates to ensure the smooth execution of the policies and programmes of government. This ensures the provision of amenities to improve the health, education, social and general life of their people

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(iii)Keeping government records and property:Civil servants gather and supply very useful information on which government policies and programmes are based. They keep and preserve government property.

(iv)Public Enlightenment:The civil service helps to explain government policies to the members of the public. They carry out public enlightenment especially through the mass media to enable the people to appreciate government policies and programmes, and problems facing the government.

(v)Quasi-judicial functions: The civil service performs some quasi-judicial functions such as the arrest and prosecution of smugglers (by custom officials). Public health and rent control officers often inspect residential and commercial houses to ascertain their level of cleanliness and curb exorbitant rent demanded by landlords.

(vi)Advice to the ministers/commissioners: The top civil servants act as advisers to the ministers and commissioners in charge of their ministries. Their relevant expertise and experience afford them the opportunity of providing dependable guide and information on complex government policies and programmes

(vii)Collection of revenue:

The civil service assists the government to generate funds through the collection of taxes paid by citizens and corporate organizations, fines from the courts and duties paid by exporters and importers. This revenue enables the government to achieve its goals and objectives.

(2a)

Data data is a collection of discrete units of information in a conceptual model that in their most basic forms convey quantity, quality, fact, statistics, or other basic units of meaning. Data can be refers as facts or figures, or information that’s stored in or used by a computer.

(2bi)

Files: File is a collection of data stored in one unit, identified by a filename. It can be a document, picture, audio or video stream, data library, application, or other collection of data.Files can be opened, saved, deleted, and moved to different folders

(2bii)

Tapes: Tape is a magnetically thin coated piece of plastic wrapped around wheels capable of storing data. Tape is less expensive than other storage mediums, but also much slower because it is sequential access and is often used for backing up large amounts of data.

(2biii)

Optical disk: optical disk is a computer disk that uses optical storage techniques and technology to read and write data. It is a computer storage disk that stores data digitally and uses laser beams (transmitted from a laser head mounted on an optical disk drive) to read and write data.

(2biv)

magnetic tape: Magnetic tape is a storage medium that allows for data archiving, collection, and backup. Magnetic tape is a medium for magnetic storage, made of a thin, magnetizable coating on a long, narrow strip of plastic film.It is also a system for storing digital information on magnetic tape using digital recording.

(2bv)

Computer: Computer is an electronic device that accept data as an input, process’s the data and give out information as an output and store information in storage device for future use. It is also an electronic device for storing and processing data, typically in binary form, according to instructions given to it in a variable program.

(3)

(Pick Any Five)

(i)Faster information

(ii) information resources

(iii) social networking

(iv) E registration/online services

(v) Education/E learning

(vi) E-commerce

(vii) Entertainment

EXPLANATION:

(Pick Any Two)

(i)Faster Communication: The foremost target of Internet has always been speedy communication and it has excelled way beyond the expectations. Newer innovations are only going to make it faster and more reliable. Now, you can communicate in a fraction of second with a person who is sitting in the other part of the world. For more personal and interactive communication, you can avail the facilities of chat services, video conferencing and so on.

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(ii)Information Resources: Information is probably the biggest advantage that Internet offers. Internet is a virtual treasure trove of information. The search engines like Google, Yahoo are at your service on the Internet. There is a huge amount of information available on the Internet for just about every subject known to man, ranging from government law and services, trade fairs and conferences, market information, new ideas and technical support.

(iii)Social Networking: Social networking has become so popular amongst youth that it might one day replace physical networking. It has evolved as a great medium to connect with millions of people with similar interests. Apart from finding long-lost friends, you can also look for job, business opportunities on forums, communities etc. Besides, there are chat rooms where users can meet new and interesting people.

(6)

(i)Decision Making Tool: Today’s complex business organizations require thousands of information. Reports provide the required information. A large number of important decisions in business or any other areas are taken on the basis of information presented in the report.

(ii)Quick Location: There is no denying the fact that business executives need information for quick decision making. As top executive are found to be busy for various purposes, they need vital sources of information. Such sources can be business report.

(iii)Development of Skill: Report writing skill develops the power of designing, Organization co-ordination, judgement and communication. Therefore such skill acts as a catalyst.

(iv)Managerial Tool: Various reports make activities easy for the managers. For planning, organizing, coordinating, motivating and controlling, A manger may find help from a report which acts as a source of information.

(v)Encountering Advance and Complex Situation: In a large business organization, there is always some sort of labor problems which may bring complex situations. To tackle those situation, managers take the help of a report.

(vi)Neutral Presentation of Facts: Facts are required to be presented in a neutral way. Such presentation is ensured through a report as it investigates, explains and evaluates and much more about any fact independently.

(vii)Evaluation: Large scale organization are engaged in multidimensional activities. It is not possible for a single top executive to keep personal watch on what others are doing. So, the executive depends on reports to evaluate the performance of various departments or units.

(9a)

Receptionist is a professional who manages the front desk of an organization. They are usually the first point of contact for customers. Receptionists also perform various administrative tasks.

(9b)

(Pick Any Five)

(i)Positive Attitude:A person’s attitude will always shine through. So, it’s crucial that a receptionist must have a positive one

(ii)The Right Technical Skills: The right receptionist for your business should have the right technical skills as all customer-related transactions will start with them

(iii)Multitasking Skills: Multi-tasking isn’t exactly the greatest thing for focus, especially on very creative jobs. However, the ability to multi-task is essential for receptionists.

(iv)Friendliness: Since receptionists are the first person who guests see, it’s important that they greet them in a friendly and professional manner.

(v)Trustworthiness:

Receptionists often work with sensitive data and information, which is why employers look for candidates they can trust. Receptionist must be a trustworthy

(vi)Stress-management

Receptionists tend to have many tasks to manage at once. Between managing phone calls, emails and incoming guests etc. It is important that they have the stress-management skills to stay calm during hectic situations.

OFFICE PRACTICE OBJ

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