2024 WAEC OFFICE PRACTICE: Office Practice (office) WAEC Authentic Answers 2025 (4357)

(1a) 

Mr. Alfred called an Emergency meeting.

The meeting is to address the workers' grievances. An emergency meeting is convened promptly to discuss urgent matters that require immediate attention. In this case, the issue of salary cuts and workers' dissatisfaction required urgent resolution.

(1b) 

Miss Bukky Josephine played the role of a secretary at the meeting by taking minutes of the meeting.

(1ci) 

The committee headed by Mr. Brown is a fact-finding committee. 

(1cii)

(i) Summary of Incident

(ii) Investigation Findings

(iii) Root Causes Analysis

(iv) Recommendations

(v) Action Plan

(1d)

The company likely operates a centralized filing system where documents from various branches are kept centrally. 

(1e)

(PICK ANY THREE)

(i) Miss Bukky Josephine is responsible for overseeing the recruitment process, which involves sourcing, screening, and selecting candidates for employment

(ii) Miss Bukky Josephine plays a crucial role in managing employee relations within the company. 

(iii) Miss Bukky Josephine oversees employee training and development initiatives aimed at enhancing the skills, knowledge, and competencies of the workforce. 

(iv) Miss Bukky Josephine is responsible for designing, implementing, and managing the company's compensation and benefits programs. 

(v) Miss 'copied from e x a m p l a z a . c o m free' Bukky Josephine plays a key role in developing and implementing HR policies and procedures that govern various aspects of employment, such as attendance, leave, code of conduct, and workplace health and safety.

(2a)

An open office refers to a workplace layout characterized by a spacious, unenclosed environment where employees work together in a shared space without physical barriers such as walls or cubicles. 

(2b)

(PICK ANY FOUR)

(i) Administrative function: The primary function of an office is to handle administrative tasks essential for the smooth operation of an organization. This includes tasks such as record-keeping, document management, scheduling, data entry, and correspondence handling.

(ii) Communication function: Offices serve as communication hubs, facilitating the exchange of information both internally among employees and externally with clients, customers, suppliers, and other stakeholders. 

(iii) Coordination function: Offices play a crucial role in coordinating various activities and resources within an organization to achieve common goals. This help synchronize efforts across different departments and individuals to optimize efficiency and productivity.

(iv) Support function: Offices provide support services to employees and visitors, ensuring a conducive working environment and smooth functioning of daily operations. Support functions may include facilities management, IT support, reception services, office supplies procurement, etc.

(v) Documentation function: Offices are responsible for creating, organizing, and managing documents and records essential for business operations. This 'copied from e x a m p l a z a . c o m free' includes maintaining filing systems, archiving documents, updating databases, and ensuring compliance with record-keeping requirements.

(vi) Decision-making function: Offices serve as venues for decision-making processes within an organization, where leaders and managers gather to discuss strategies, evaluate options, and make informed decisions. 

(2c)

(PICK ANY THREE)

(i) Office procedures establish standardized methods and protocols for carrying out tasks and activities within an organization which ensures consistency, accuracy, and efficiency in operations by providing clear guidelines and steps to follow.

(ii) Well-defined office procedures streamline workflow processes, reduce redundancies, and minimize errors or mistakes. 

(iii) Office procedures help ensure compliance with legal, regulatory, and internal requirements governing organizational activities. 

(iv) Office procedures contribute to quality assurance by setting standards for the execution of tasks and ensuring consistency in output. 

(v) Office procedures help identify, assess, and mitigate risks associated with organizational activities. 

(vi) Office procedures serve as valuable training resources for new employees and ongoing professional development for existing staff.

(4a)

(PICK ANY FOUR)

(i) Increased efficiency: Office equipment such as computers, printers, and scanners help streamline workflow processes, allowing tasks to be completed more quickly and efficiently.

(ii) Enhanced communication: Office equipment like telephones, email systems, and video conferencing tools facilitate communication both within the organization and with external stakeholders, improving collaboration and decision-making.

(iii) Improved organization: Equipment such as filing cabinets, label makers, and document management systems help keep information and resources organized, reducing clutter and making it easier to locate important documents.

(iv) Cost savings: While there is an initial investment in office equipment, over time, it can lead to cost savings through increased productivity, reduced reliance on manual processes, and better resource management.

(v) Professionalism: High-quality office equipment helps create a professional image for the company, instilling confidence in clients, customers, and business partners. Well-maintained equipment reflects positively on the organization's reputation and credibility.

(vi) Flexibility and Adaptability: Modern office equipment is often versatile and adaptable to various tasks and environments. For example, multifunction printers can scan, copy, and print, providing flexibility to meet diverse office needs without requiring multiple 'copied from e x a m p l a z a . c o m free' devices.

(4b)

(i) Board meetings: Board meetings are typically held by the board of directors to discuss and make decisions on matters related to the organization's overall strategy, financial performance, governance, and major policies. 

(ii) Staff meetings: Staff meetings are gatherings of employees within a department or across departments to discuss day-to-day operations, projects, goals, and challenges. 

(iii) Management meetings: Management meetings involve senior executives and department heads discussing strategic initiatives, resource allocation, performance metrics, and operational issues. 

(iv) Committee meetings: Committee meetings bring together individuals from different areas of the organization to work on specific projects, address particular issues, or oversee ongoing activities. Examples include finance committees, audit committees, and safety committees.

(5a) 

Filing is the systematic arrangement and storage of documents and records in a manner that facilitates easy retrieval and access when needed. It involves organizing documents according to a logical and standardized system, such as alphabetical, numerical, chronological, or subject-based order.

(5b) 

(i) Crossing a cheque adds a layer of security by making it payable only through a bank account and not in cash over the counter.

(ii) Crossing a cheque directs the payment to the bank account specified on the cheque, ensuring that the funds are deposited directly into the intended recipient's account.

(iii) Crossing a cheque can serve as a form of verification, indicating that the cheque has been presented to a bank and should be processed through the banking system.

(iv) Crossing a cheque with two parallel lines makes it difficult to alter the payee or amount, reducing the risk of fraud and unauthorized changes to the cheque.

(5c) 

(i) Telephone directory: A telephone directory is a printed or electronic listing of telephone subscribers in a specific geographical area, organized alphabetically or numerically by name or telephone number.

(ii) Official gazette: An official gazette is a publication issued by a government or governmental agency containing official announcements, laws, regulations, and other legal notices. 

(iii) Who's Who: Who's Who is a reference publication 'copied from e x a m p l a z a . c o m free' that contains biographical information about notable individuals, including their achievements, affiliations, and contributions to society. 

(iv) Whitaker's: Whitaker's is a reference book published annually in the United Kingdom, containing information on government institutions, organizations, events, and statistical data.

(v) Airway codes: Airway codes are alphanumeric abbreviations used to identify airports and air travel routes in the aviation industry.

(6ai)

(i) Money order

(ii) Standing order

(iii) Promissory note

(iv) Bank draft

(v) Bill of exchange

(vi) Cash payment

(vii) Electronic funds transfer (EFT)

(6aii)

(PICK ANY TWO)

(i) Money Order: A money order is a prepaid payment instrument issued by a financial institution or postal service, providing a secure method of sending funds.

(ii) Standing Order: A standing order is an instruction given by a bank account holder to their bank, authorizing regular, fixed payments to be made to a specified recipient at predetermined intervals.

(iii) Promissory Note: A promissory note is a written promise made by one party to pay a specified amount of money to another party at a predetermined time or on demand, serving as evidence of a debt owed.

(iv) Bank Draft: A bank draft is a secure payment instrument issued by a bank on behalf of a customer, drawn directly on the bank's funds rather than the customer's account.

(v) Bill of Exchange: A bill of exchange is a written order issued by one party to another, directing the drawee to pay a specified amount of money to a third party at a specified time or on demand, facilitating trade and commerce.

(vi) Cash payment: Cash payment involves the physical exchange of currency notes and coins as a medium of exchange for goods or services. 

(vii) Electronic funds transfer (EFT): Electronic funds transfer (EFT) involves the 'copied from e x a m p l a z a . c o m free' electronic transfer of funds from one bank account to another, typically initiated through online banking, mobile banking, or electronic payment systems.

(6b)

(i) Mail sorting shelves/racks: Mail sorting shelves or racks provide designated spaces for organizing incoming and outgoing mail based on departments, recipients, or priority levels. This equipment helps the mail clerk efficiently sort and distribute mail to the appropriate recipients.

(ii) Mail carts/trolleys: Mail carts or trolleys are wheeled carts used for transporting large volumes of mail and packages within the office premises. 

(iii) Label printers: Label printers are used to print address labels and postage labels for outgoing mail and packages.

(iv) Package weighing scales: Package weighing scales are used to accurately weigh incoming and outgoing packages to determine postage costs and shipping fees.

(7a)

An imprest system is a method of managing petty cash, where a fixed amount of money is set aside for small expenses.

(7b)

(PICK ANY FOUR)

(i) Space Availability: The size and shape of the office space impact how desks, meeting areas, and other amenities can be arranged.

(ii) Workflow Efficiency: Designing the layout to support smooth movement between workstations, departments, and common areas enhances productivity.

(iii) Employee Needs: Considering factors like comfort, accessibility, and amenities ensures the layout meets the needs of employees, fostering a positive work environment.

(iv) Technology Integration: Planning for the placement of electrical outlets, internet connections, and technology infrastructure supports seamless integration of equipment and devices.

(v) Safety and Regulations: Adhering to building codes, fire safety regulations, and ergonomic standards ensures a safe and compliant office environment.

(vi) Aesthetic Appeal: Incorporating elements of design, such as lighting, color schemes, and furnishings, creates an attractive and inviting workspace conducive to collaboration and creativity.

(7c)

(PICK ANY FIVE)

(i) It enhances productivity

(ii) it improves decision-making

(iii) It increases employee engagement

(iv) It improves coordination and teamwork

(v) It helps in clearer understanding of goals and 'copied from e x a m p l a z a . c o m free' objectives

(vi) It is effective in problem-solving

(vii) It builds stronger relationships with stakeholders

(viii) It reduces misunderstandings and conflicts

(ix) It enhances organizational reputation