Imagine that you are a member of the Adult Farmers Association Club. The secretary is unable to attend the meeting but has sent her apologies. You have been requested to take note of the proceedings of the meeting which is due to start. The following information should be included in the minutes. Ten members have attended the meeting but five members including the secretary could not attend and they send their apologies. Three members of the association are not in the - meeting and nobody knows where they are. The principal, the Patron of the Adult Farmers Association Club and an officer from the Ministry of Agriculture were invited to the meeting and are present. The previous minutes are looked at and two matters arising are discussed, namely:- 1. 2. Money raised from a jumble sale-two weeks ago and How to hire a bus to the agricultural show. Later new items in the agenda are discussed. Members discuss the possibility of starting a bee keeping project, means of selling their produce, and ways of enlarging the project. Members also discuss other business which includes dates and times of future Association meetings and suggestions for guest-speakers. The meeting is adjourned at 1.00p.m TASK Prepare Narrative Minutes. (Be creative and invent all necessary details) (20 marks) QUESTION 5 (d) Assume that you are a Director of a company. The meetings conducted in your office are not always satisfactory. State FIVE instructions to be e-mailed to your secretary on, "How to conduct successful meetings". (5 marks) (e) (i) What are the reasons for using committees? (5 marks) (ii) If there are good reasons, why are committees criticized so much? (5 marks) (f) Identify FIVE activities that can be undertaken most effectively by a committee. (5 marks) [Total = 20 marks] Cidais SITUATION You work as an Administrative Officer in one of the leading Institutions in town. One of your main duties involves doing some research in order to collect information. One research method you sometimes use is interviews. In order to get the right information during interviews, you need to have good listening skills. TASK a) Outline any FIVE guidelines you should be using in order to improve your listening skills. (5 marks) b) Describe any FIVE types of questions that can be used during the fact finding interview. Give an example in each case. (10 marks) c) The following are the questions you use as examples during your talk. (i) "You saw the suspect didn't you?" Identify which type of question and change it to a bipolar (yes/No) question. (2 marks) (ii) "Does the Company Constitution need to be revised?" question this is and change it to a leading question. Identify which type of (3 marks) [Total = 20 marks] QUESTION 7 Communication is a complex and challenging process. It is not easy. It demands skills. It is more than symbols or messages or sending out newsletters or running advertisements in newspapers. It is the vital process through which the organization or individual survives, adapts and thrives. And to survive, adapt and thrive, there has to be a thorough, ongoing examination of the communication process in every organization and the community they operate in. (a) Citing practical examples, explain why a communication audit is conducted in an (5 marks) organization. (b) How would you conduct such an audit in a large enterprise? Be specific. (10 marks) (c) As a manager, how can you impress on your employees the importance of including both negative and positive information in messages? (5 marks) [Total 20 marks]
