CASE STUDY 1 The rise and fall of Apex Inc This week, I will turn my focus on the private
candidates. Remember that you will have an extra paper to do in lieu of the SBA. This is a CSEC past paper. I do hope you will be able to answer these questions accurately and score good marks. Apex Inc is a large service complex that offers training in the use of office supplies and equipment. In their first 10 years of existence, they sourced from a 'pin to an anchor' to ensure that their clients got the best possible hands-on experience on their latest stocks. Their location was ideal and business was at its peak. Their experienced staff developed a cordial relationship with their clients. However, in recent times, with new machines on the market, and competitors flooding the business environment, clients were visiting other stores frequently. Management at APEX Inc conducted surveys of clients' needs, concerns and suggestions for new and improved services. They realised that for them to compete with other firms, they would have to offer a variety of services. That would mean expanding the office space, relocating the machines and equipping the building with appropriate health and safety measures. This restructuring would require added capital immediately. The company was only making a marginal profit. Additionally, salaries for the competent staff, as well as several scholarships offered to employees, were posing a huge financial constraint on the company. An immediate answer would be to increase the fees for training in the use of office equipment, particularly those clients who have to learn several computer applications in preparation for the numerous positions available in information and communication technology (ICT). However, fewer persons began to register at this company for training - alas! This spelt trouble for Apex. Answer ALL questions 1. File folders, treasury tags and CD-ROMs are used at Apex Inc on a daily basis. State ONE way in which each item is used at the company in the training of clients. Supplies Usage
on Monday. spirit duplicators and PMBX switchboards have become obsolete. 7. telex machines. Obsolete Modern
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Manual typewriters Telex machines Spirit duplicators PMBX switchboards
3. State THREE health and safety precautions that Apex Inc should implement to ensure that clients are adequately protected. 6. from the managing director.
. June 1. Identify THREE things. Design an instrument with FOUR items to be used in ONE of the methods that you have identified in 4 above. inviting them to a meeting to discuss the restructuring programme of the country. 4. Manual typewriters. Draft a memorandum to all members of staff.• •
Treasury tags CD-ROMs (3 marks)
2. Identify FOUR corresponding modern replacements and state the purpose of each piece of modern equipment. 9. state its function.m. Management of Apex Inc has decided to conduct a survey of clients' needs and concerns about new and improved services. The meeting will be held in the main conference room at 2 p. 10. 5. State FOUR computer applications that Apex Inc could offer to their clients to make them marketable. Identify THREE methods of gathering information in a survey. 8. State FOUR jobs/professions information and communications technology (ICT). For EACH job/profession identified. State TWO ways in which EACH contributes to enhancing the workplace. The layout of furniture and lighting are two ergonomic factors to be considered in the work environment. other than increasing fees that Apex Inc could do to ensure their survival in a highly competitive market.
Treasury tags: To fasten documents together so as to prevent them from falling apart. 2. Layout of furniture .What modern equipment is used to replace obsolete ones? .Word processing .audio and visual.CASE STUDY 1 (ANSWERS) Question and answer Hi students.Printing of documents at a faster speed. creating database and browsing the Internet.What type of office supplies is used in training of your clients? . PABX switchboard with answering machine Records messages and direct incoming calls.transmitting information in seconds. 1. questionnaires and observation. Interview. By now this you should be getting ready for the big day. Obsolete (i) Manual typewriters (ii) Telex machines (iii) Spirit duplicators (iv) PMBX switchboards Modern Computers . Let me implore you to study really hard and to make jottings as you go along.generating reports.Fewer accidents and employees will be more comfortable. Risograph .evenly distributed around the room. Fax machine . making pre-sentations. employees will work more efficiently. 5. File folders: To place documents in these for future reference. 4.
3. Instrument .How does staff interact with their clients?
. CD-ROMS: To store information . Below are some possible answers to the case study I gave last week for the private candidates. Lighting . and will produce more.What is the quality of service given to clients? .
. (a) List FOUR factors that a business should consider when deciding to use the World Wide Web as a medium of communication. Memorandum . I hope you were able to get most questions correct. This meeting will take place in the conference room. Computer application . Excel. 7. (3 marks) (c) The marketing manager of Modern Trends and Systems Ltd requires a meeting within two days to continue discussions on the strategy for marketing the new blue-and-black Jay Jeans. with sections stating who it goes to. All the best. At this meeting. 8. date and time.This document should be headed MEMORANDUM. Prepare a notice and agenda to circulate to members of the marketing department. Here are some CXC past-paper questions for all candidates writing the examination this year. Provide protective clothing. the team will elect a member to head a committee that will put the marketing plan into action so that the jeans will be available to the public by the end of next month.Microsoft Word. 1. place safety signs in the appropriate areas and proper lighting. informing them of the manager's intention. The body should include place of meeting. PowerPoint and Access. (4 marks) (b) State THREE ways in which an itinerary could be important to a manager who has to travel abroad to address a marketing group. 9.6. as well as the reason for meeting. ICT Position (a) Data-entry operator (b) Technicians (c) Computer sales representative (d) Programmer Functions Enters data for processing Attends to technical problems Sells hardware/software Writes programmes for the computer
10. is coming from and the date. Advertising offers a wider variety of services and cuts spending.
in Belize. 2009. (a) Define the following terms: (i) Verbatim (ii) Proxy (iii) Casting Vote (3 marks) (b) List TWO of the duties performed in a meeting by: (i) The chairperson (ii) The secretary (4 marks) (c) An executive will be attending a regional conference from May 15-18. (3 marks) (c) The company in which you are employed is currently reorganising the system of working in the human resources department in an effort to optimise its human resource. Prepare a checklist showing FOUR things that you must do to ensure the executive member attends the conference. (a) State THREE reasons why a business may find it necessary to deploy staff. Registration for the event must be completed in advance at the conference venue.2. Outline TWO ways in which an employee appraisal system may benefit the (i) employee
. (3 marks) (b) State THREE effects of staff welfare programmes within a company. One of the measures that your supervisor is thinking of is the introduction of an employee appraisal system. You are required to assist in making the arrangements for travel. Hotel Ces Chez Nous. (8 marks) 3.
All necessary documents for the AGM will be prepared in packages and made ready for the conference by December 2. Churchill Roosevelt Highway. The purpose of the event is to communicate new developments in the organisation. (3 marks) (b) List THREE duties of a clerk in the sales department. St Lucia. (a) Give THREE reasons why it is important for the sales and marketing office to engage in customer follow-up. 2009. THE CASE The head office of Devon Bank will be hosting the bank's 20th annual general meeting (AGM) and conference at the Vacationers' Paradise. The conference must also celebrate the success of the bank. Jamaica. and St Vincent and the Grenadines. Answer ALL questions.(ii) organisation (9 marks) 4. you all can attempt these questions. Trincity. Trinidad. from January 25-27. 1. encourage teamwork by building work teams and breaking down barriers with the 300 delegates from subsidiaries in Trinidad and Tobago. The secretary is preparing for the upcoming AGM. As all heads of departments are expected to attend. The other full-time candidates will find this case and the question quite interesting. Develop a six-point checklist using the form below to include:
. 2010. the AGM will be held on the first day of the three-day conference and the activities will follow. motivate participants and provide entertainment. Barbados. Grenada. (3 marks) CASE STUDY 2 Alternative to the SBA Hi students. This week I will turn my attention to the private candidates who will be writing the paper 3 which is the alternative for the SBA.
Prepare a combined notice and agenda for Devon Bank's AGM which starts at 10:00 a.(i) TWO tasks for the day before the meeting (ii) TWO tasks for the day of the meeting (iii) TWO tasks for the day after the meeting Plan of tasks to be done for AGM 2.. arrange the seating of the members.m. and will be held in the Battimamzelle Room. Use letters A-D to indicate the position of the members. The following members of the board of Devon Bank will be attending a breakfast meeting: DATE 24 January 2010 25 January 2010 26 January 2010 TASKS Day before meeting: Day of the meeting: Day after the meeting: (6 marks)
A. Use the information given in the case. (8 marks)
. Include FOUR of the usual AGM items. Managing director C. Financial controller D. Pay attention to designated seating arrangements. Recording secretary Using the seating plan in Figure 1. 3. The legal advisor is seated at E. Chairman of the board B.
Prepare the minutes using the information from the excerpt given below of the chairman's agenda from the Devon Bank board of directors' breakfast meeting. Additional help has been recruited to assist the 'minuting' secretary with the upcoming Devon Bank 20th AGM and conference. You need to provide some guidance to the assistants on how to take minutes. Develop FOUR points to which they can refer. (4 marks) 6.m.
. 1t 8:00a.4. 4 January 2010. CHAIRMAN'S AGENDA A meeting of the board of directors will take place in the board of directors will take place in the board room on Monday. You realise at a meeting with these assistants that they are unfamiliar with meeting jargon and you decide to prepare a glossary of meeting terms to be included in their folders. Prepare the glossary for the following terms: (a) Point of order (b) Ad hoc (c) Lie on the table (3 marks) 5.
(4 marks) 10. You are asked to write FIVE questions that can be included on the questionnaire. seconder . Give FOUR recommendations for improving the attendance at AGMs.AGENDA 4. As a coordinator in charge of arranging the meetings that are held at Devon Bank's head office.Peter Delphi. Arnold Lewis and Tara Bachoo be set up to interview applicants .Arnold Lewis. Ken volunteered to take charge of arrangements (8 marks) 7. Retirement of Mr G. state FOUR factors you think contribute to the high absenteeism at the AGMs. Profit & loss statement at 31 December 2009 Increased profits noted: No queries .
. new human resources Proposer . seconder . Devon Bank noted that over the last three years the attendance at the AGM has been dwindling.Ken Job that a collection be organized and a presentation made Carried U. (5 marks) 8. The research unit is gathering data on the possible reasons why shareholders are not attending.carried unanimously 6.Alan Smart that an manager ad hoc committee of myself (Raymond Devon). Appointment of Six candidates short-listed. Give FOUR reasons why the proxy form below is being submitted at the Devon Bank AGM corporate meeting.Alan Smart congrats for clear presentation of financial position also John Holman in marketing effort
5. (4 marks) 9. Moon Proposer .
Chaguanas The undersigned has executed his direct proxy: Name: Mary Phelps Address: 140 Parlour Lane.456 Manhambre Road. 2010. POS.
. I am confident you were able to get most if not all correct. the undersigned hereby directs the said proxy holder to vote as indicated herein below on the following matters: Yes.ANNUAL GENERAL MEETING PROXY I hereby constitute and appoint the person named below as my proxy to act on my behalf at the general meeting of 25 January. St. PLACE AN 'X' ON THE LINE NEXT TO THE CANDIDATE OF YOUR CHOICE Mr Jon Burns . 2009 TO: Devon Bank. students! I have provided possible answers to the questions that were published last week.29 Long Street. Lucia Signature: Mary Phelps This is to be returned by: 02 December. Castries. T&T (4 marks) CASE STUDY 2 (ANSWERS) Alternative to the SBA (part 2) Hi. Princess Town Ms Peta Barnes . My proxy shall have full authority to vote upon all matters that may be presented at the named meeting. to the appointment of Mr Raymond Devon as chairperson of the company. Notwithstanding the foregoing. Morvant Ms Cita Khan .94 Luis Street.
The chairman would sit at the head of the table. state that it is the 20th annual general meeting. record all decisions taken (iii) Day after the meeting . the next chair would be left unoccupied and the legal advisor to the left of the chairman.record those present and all absentees. 4.A committee which deals with a particular matter over a short period of time. Point of order .No decision can be taken at the time when something is brought up for discussion. The agenda should include the following usual items:
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Meeting call to order Apologies for absence Matters arising Reports from the different departments Election of officers Any other business Date and time of next meeting
The agenda should be signed by the secretary and dated. to his/her right is the financial controller. 5. minutes from the last meeting and any background documents to be discussed Record the main points of the discussion Write items in the order in which they were discussed
.file documents used at the meeting. prepare the meeting room (ii) Day of the meeting . notify participants. the venue and time of meeting. implement actions by the deadlines agreed 2. Give the name of the institution.prepare an agenda. Guidance to the assistants on how to take minutes:
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Obtain meeting agenda. Ad hoc . to her right the managing director.(i) Before the meeting .A procedure which refers to an interjection during presentation or debate by a member who does not have the floor. to his immediate right is the recording secretary. 3. Lie on the table .1.
Factors that contribute to the absenteeism at the AGM:
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Time of meeting not suitable Busy work schedule Enough notice not given for meeting Manner in which the AGM is conducted
. Five questions that can be included on the questionnaire:
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Have you ever attended an annual general meeting? Is the time of meeting convenient for you? Do you feel that your contribution is not recognised? Is there usually a quorum at the meeting? How suitable is the location/venue?
8. Four recommendations for improving attendance at the AGM:
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Give incentives Improve public relations Use venue that is accessible Do survey to find out problems
10. date and time of next meeting. any other business. 7. as well as all persons absent with reasons. In addition to the excerpt given (this must form part of the chairman's agenda) list the names of persons present. matters arising.• • • •
Record the motions made and the names of person who originate them Record whether motions are adopted or rejected Transcribe minutes soon after the meeting when your memory of the event is still fresh Record minutes in past tense
6. Proxy form:
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Persons unable to attend can appoint someone to vote on his/her behalf To inform the meeting that Mary Phelps' proxy is Cita Khan To inform the meeting that her voting preference is Raymond Devon Mary is authorising another member to vote on her behalf. election of officers.