DEEPER LIFE HIGH SCHOOL
THIRD TERM: EXAMINATION 2017/2018 SESSION
SUBJECT: OFFICE PRACTICE CLASS: SS 2 Time: 1 Hr. 30
minutes.
Instructions: Answer all questions in sections A and B.
1. K.I.V stands for ----------------- (a) keep In version (b) keep In Focus
(c) keep In Vocation (d0 Keep In View
2. Which of the following is not in the procedure of meeting (a)
opening prayer (b) chairman’s remark (c) reading of last minute (d)
sharing of gift
3. The gathering of people to make certain decisions, share ideals
and express their view is (a) meeting (b) seminar (c) conference (d)
workshop
4. Meetings that are required by law to ensure proper communication
and good relationship between the company’s Directors and their
shareholders is (a) board meeting (b) statutory meeting (c) general
meeting (d) official meeting
5. The meetings that there is no need to follow any rigid rules or
regulation is (a) general meeting (b) special meeting (c) informal
meeting (d) formal meeting
6. The specified minimum numbers of members who must be present
in a meeting before meeting can said to be valid is (a) valid
members (b) active members (c) quorum (d) attendance
7. An adopted motion is -------------- (a) resolution (b) agenda (c)
quorum (d) co-option
8. A proposition made by a member for consideration by other
members at the meeting is ------- (a) quorum (b) motion (c)
amendment (d) suggestion
9. One who support the proposer of a motion is referred to as ---------
(a) opposer (b) seconder (c) supporter (d) defender
10. The list of items, ideas or view to be discussed at a meeting in
a sequential order is (a) agenda (b) motion (c) minutes (d) scale of
preference
11. To adjourn a meeting means to (a) hold the meeting in
camera (b) to resolve most issue before the new date (c) to
postpone further discussion till another time (d) to suspend the
chairman of the meeting
12. An amendment made to add information to the minute is (a)
addition (b) addendum (c) correction (d) amendment
13. The committee appointed for the purpose of carrying out one
piece of work in a formal meeting is (a) ad-hoc committee (b)
standing committee (c) organized committee (d) official committee
14. To reach a consensus in a meeting mean to --- (a) agreement
by general consent without a formal vote (b) agreement by 2/3
majority consent without a formal vote (c) agreement by simple
majority consent without a formal vote (d) agreement reach after
the vote
15. The following are the services provided by NITEL except (a)
telephone services (b) satellite service (c) telex service (d)
transport service
16. A good chairman must possesses the following qualities
EXCEPT (a) speak clearly and succinctly (b) impartial and
objective (c) sensitive to the feeling of members (d) highly
educated and politically influence
17. A good chairman of an association will not (b) be friendly to
everybody (b) allow other to say their view (d) contribute to the
growth of the association (d) make all the decision alone.
18. Equipment used for cutting stencil for duplicating is (a)
computer (b) typewriter (c) cutter (d) electrical equipment
19. A simple office machine use to type letter and other official
documents is (a) computer (b) duplicating machine (c)typewriter
(d) calculator
20. An essential equipment needed for accounting activities is
(a) perforator (b) office pins (c) typewriter (d) calculator
21. ------------ is best used to hold sheets of papers together (a)
stapler (b) holding machine (c) filling cabinet (d) paper grip
22. The following are parts of typewriter except ----- (a) ribbons
(b) type basket (c) delete key (d) shift lock key
23. Office equipment are divided in to two --------- and ------------ (a)
manual and electronic (b) office an non office (c) light and heavy
(d)countable and uncountable
24. A portable machine used to punch holes in document is (a)
punch card (b) perforator (c) office pins (d) office knife
25. ----------- is best used to fixed paper on the notice board (a)
office pins (b) thump pins (c) good pins (d) staple pins
26. Duplicating machine can be divided into two types which are
(a) manual and electronic (b) ink and spirit (c) black and white (d)
modern and manual
27. Consumable items used in the office are generally referred to
as (a) consumables (b) office stock (c) special items (d) stationery
28. The department that adds value to raw materials and creates
utility is -------- (a) production (b) legal (c) marketing (d) personnel
29. Principle that empowers the employee to exercise authority
and make decisions in an assigned task is. (a). Order (b) Espirit de
corps (c) Centralization (d) delegated authority
30. Maintenance of official car/vehicles of the organization is the
responsibility of (a) mechanic (b) transport department (c)
manager director (d) account and finance department
31. The following are type of organization except (a) line and
staff (b) line organization (c) functional organization (d) direct
organization
32. Which of these is not a clerical function? (a) writing (b)
computing (c) repairing of office machine (d) communication
33. A separate room where one or two officers work is called (a)
small office (b) large office (c) open office (d) workshop
34. The act of performing business activities in the office is called
(a) office operation (b) office scheduling (c) office practice (d)
office administration
35. An office can be defined as a (a) meeting point for staff
discussion (b) place where clerical work is performed (c) store for
keeping equipment (d) place where only mail is received
36. Structuring work in an organization achieves the following
except (a) smooth flow of work (b) realization of organizational
goal (c) reduction of fatigue (d) promotion of boredom
37. The most effective and simplest form of communication is
through (a) face-to-face (b) letter (c) telegram (d) cable service
38. The reply or reaction to the message of the sender is refers to
as (a) respond (b) feedback (c) stimulus (d) reply
39. Forms of oral communication do not include (a) memorandum
(b) lectures (c) seminars (d) interview
40. P.A.B.X stands for? (a) Private Automatic Branch Exchange
(b) Private Automatic Branch Export (c) Private Automatic Branch
Externally (d) Private Automatic Branch Express
41. To address the governor of a state, which of the following
address is appropriate (a) your governor (b) your lordship (c) your
powerful (d) your excellency
42. A call made to a particular person is ---------------- call (a) local
(b) trunk l (c) personal (d) international
43. The most commonest type of letter and attracts the lowest
postage rate is (a) register letter (b) express letter (c) ordinary
letter (d) surface mail
44. A letter with two lines on the envelope drawn across each
other at right angle is (a) register letter (b) express letter (c)
ordinary letter (d) surface mail
45. Holding meeting ‘in camera’ means that (a) pressmen can be
at the meeting (b) the cameramen must be at the meeting (c) the
meeting will not be held in the open (d) only the executives will
hold the meeting
46. A motion that is abandoned because it has no seconder is
called (a) abandoned motion (b) dropped motion (c) rare motion (d)
discredited motion
47. A means of making payment through post office is (a) teller
(b) cheque (c) money order (d) pay-in-slip
48. A face to face discussion is a type of communication known as
(a) written communication (b) word communication (c) oral
communication (d) direct communication
49. Which of the following is the fastest means of
communication? (a) telephone (b) telegram (c) letter (d) telex
50. To settle bills involving small amount --------------- will be
convenient (a) cash (b) cheque (c) poster order (d) credit card
51. Systems of filing include the following except (a) vertical
filing (b) lateral filing (c) shelf filing (d) departmental filing
52. Types of files are the following except (a) painted card (b)
spring grip flowers (c) ordinary flowers (d) calendar of events
53. Steps involved in filing do not include (a) punching of holes
(b) numbering of documents (c) treatment of transit files (d)
calculating the cost
54. The exchange of information between two or more people is
--------- (a) communication (b) advertising (c) filing (d) talking
55. Communication required sender, a -------------- and a
---------------- (a) time, money (b) message, recipient (c) boss,
subordinate (d) time, talent
56. When the sender send the same thing over and over again, it
is called (a) human error (b) monotony (c) monopoly (d) verbalism
57. To correct behavioral problems, the following measures can
be taken except (a) demotion (b) dismissal (c) capital punishments
(d) query
58. The nature/type of discipline given to erring worker will be
determined by ------- (a) the gravity of the offence (b) the position of
the worker (c) his / her relationship with the general manager (d)
past offences
59. Where two superior officers give order to the subordinate at
the same time violate the principle of (a) unity of direction (b) unity
of command (c) responsibility (d) promotion
60. The ability of workers to be able to reconcile their personal
interest with the general interest of the organization is ----- (a)
discipline (b) initiative (c) centralization (d) subordination of
individual interest to the general interest.
SECTION B: ATTEMPTQUESTION ONE AND ANY OTHER TWO
QUESTIONS FROM THIS SECTION
1. The Annual General Meeting (AGM) of Ekiti State Teachers’
Multi-purpose Cooperative Society which we be held on 30th
August 2018. This society of ninety (90) members, will be
discussing finances and other important matters that affect the
organization.
The chairman, Mr. IdrisUsmanDaudu has directed the General
Secretary to forward the notice of meeting to all the member of
the society, stating the date, time, venue and purpose of the AGM.
He equally instructed him to get the minutes of the last meeting
ready before the day of the meeting. Before the meeting can
commence ,2/3 majority of members must be on seat.
(a)Apart from AGM, mention other three types of meeting that can
be hold by the cooperative Society
(b) calculate the total number of member that can form the quorum
of the meeting
(c) (c) itemize FIVE duties of the General Secretary.
1. Mention and explain FIVE barriers to effective communication (b)
mention FIVE types of communication
2. (a) Briefly explain the following (i) addendum (ii) proxy (iii) quorum
(iv) motion (v) seconder
3. In a sequence order, write out the procedure of meetings
DEEPER LIFE HIGH SCHOOL
SS11 THIRD TERM: PROMOTION EXAM: 2017/2018
MARKING GUIDE: OFFICE PRACTICE
SECTION A (Objective Test: ½ mark each = 30 marks)
1D 2 3A 4B 5C 6C 7A 8B 9B 10 A
D
11 C 12 B 13 A 14 A 15 D 16 D 17 D 18 B 19 C 20 D
21 A 22 C 23 A 24 B 25 B 26 B 27 D 28 A 29 D 30 B
31 D 32 A 33 C 34 A 35 B 36 B 37 A 38 B 39 A 40 A
41 D 42 C 43 C 44 A 45 C 46 B 47 C 48 C 49 A 50 A
51 D 52 D 53 D 54 A 55 B 56 B 57 C 58 A 59 B 60 D
ESSAY
1(a) formal meeting
Informal meeting
Board meeting
Statutory meeting
Emergency meeting
Executive/ management meeting
Committee meeting (any three points =3 marks)
(b) 60 members will form the quorum (2 marks)
(c) Duties of the secretary include
1. Prepares notice of meeting/agenda
2. Prepare minutes of meeting
3. Distributes minutes and notice of meeting
4. Prepare attendance register of members present
5. Arrange the sitting position properly
6. Record all decision taken at meeting
7. Reading of minutes of previous meeting
8. Inform members of the day of next meeting etc. (any 5 points =5
marks)
Question 2 (a)
Barriers to effective communication
1. Structural barrier
2. Physical barrier
3. Emotional barrier
4. Technological barrier
5. Language barrier
6. Human barrier
7. Noise etc. (1 mark each with explanation =5 marks)
2 (b)
Types of communication
1. Verbal communication , non-verbal communication , written
communication,, visual communication mechanical and
electronic communication ( 5marks for five points well
explained )
Question 3
(i) Addendum : this is an amendment that is made to add
information to the minutes
(ii) Proxy : this is when who is not a member represent another
in the meeting
(iii) Quorum : this is the total numbers required by the
constitution to make meeting valid
(iv) Motion : it is a formal proposal made by a member to be
discussed at the meeting
(v) seconderone who support the proposal of a motion (2 marks
each =10 marks )
Question 4
Procedure of meeting
1. opening prayer
2. agenda
3. chairman’s remark
4. reading of last minutes
5. correction if any ie amendment
6. adoption of last minutes
7. matter arising
8. main business
9. any other business
10. refreshment (10 marks)
