QUESTION 1 SITUATION The conversation below is taken from the meeting of the Welfare Association at...

  

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QUESTION 1 SITUATION The conversation below is taken from the meeting of the Welfare Association at the Ministry of Community Development and Social Welfare which met at 14:00 hours on Friday 27 May 2022 in the Senior Administrative Manager's office. Read it and answer the question which follows: Mrs Choolwe (Chairperson): Mr Kazomi (Secretary) Miss Chali Mrs Choolwe Miss Sakantu Mr Magwila Miss Sakantu Mrs Choolwe Mrs Kaunda (Treasurer) Mrs Choolwe Mr Magwila Good afternoon everyone. Its 14:00 hours and everyone seems to be here so let's get on with the meeting. H have received apologies for absence from Mr Chombwe-he is on leave this week. Can we have the minutes please, Mr Kazomi? Yes.. I propose that the minutes be taken as read and signed as a true record. Will someone second Ms Chali's motion? Mr Mulula? Thank you. Those for? Motion passed unanimously. Now any matters arising? Nothing? Good, let's move on to the next item on the agenda - the co-opting of a new member. Any nominations? I'd like to suggest Miss Chansa Oh no, not that woman. We asked her to help out last year but she hummed and hawed and finally said she couldn't. That was because she was handling a new project at that time and was under a lot pf pressure. I have spoken to her and she says she has more time now and would like to join the committee Ms Chansa has been nominated by Miss Sakantu. Is her nomination seconded. I'll second that. Any other nominations? No? Mrs Choolwe hen let's vote on Miss Chansa. Those for? Five. Against? Two. Motion carried. Miss Chansa is co-opted, next item. A speaker r the Association's dinner in July. Any ideas? How about a Permanent Secretary? What about a Minister? Mrs Lubama QUES Miss Sakantu Mr Kazomi Mrs Choolwe That's a bit risky, they get called away to meetings at the last minute. I've heard that the new Chief Planning Officer at the Council is very interesting and amusing. We've had several suggestions. Can I have a motion? Do we have a seconded for Mr Magwili's proposal to invite the Permanent Secretary? Miss Chali? Thank you. Those in favour of the Permanent Secretary? Two. Those against? Five. Motion defeated. Do I have anyone to second Ms Lubama's suggestion of a Minister? No? Then we'll go on seconded, Miss Sekeleti. Can we vote please? Those for? Five. Those against? Two. Motion passed, five to two. Can we move to any other business? Nothing? Right, when shall we meet again? The 27th of the month as usual? All agreed? Right- that's the 27th of June at 14: 00 hours in the Senior Human Resource Officer's office again. TASK (a) Write resolution minutes of this meeting. (Invent all the necessary details) (12 marks) (b) State FOUR reasons that may make it necessary for management to hold regular meetings with subordinates in an organization. (c) State FOUR consequences of convening abrupt meetings. (4 marks) (4 marks) [Total 20 marks] QUESTION 2 (a) Outline FIVE ways in which ineffective Communication by management may affect an organization negatively. (5 marks) (b) State FIVE instances when a Manager may prefer using grapevine instead of formal communication. (c) Explain THREE benefits that an organization gets from effective Horizontal Communication (5 marks) (6 marks) (d) Explain FOUR reasons why communication channels should be selected carefully. (4 marks) [Total=20 marks] QUESTION 1 SITUATION The conversation below is taken from the meeting of the Welfare Association at the Ministry of Community Development and Social Welfare which met at 14:00 hours on Friday 27 May 2022 in the Senior Administrative Manager's office. Read it and answer the question which follows: Mrs Choolwe (Chairperson): Mr Kazomi (Secretary) Miss Chali Mrs Choolwe Miss Sakantu Mr Magwila Miss Sakantu Mrs Choolwe Mrs Kaunda (Treasurer) Mrs Choolwe Mr Magwila Good afternoon everyone. Its 14:00 hours and everyone seems to be here so let's get on with the meeting. H have received apologies for absence from Mr Chombwe-he is on leave this week. Can we have the minutes please, Mr Kazomi? Yes.. I propose that the minutes be taken as read and signed as a true record. Will someone second Ms Chali's motion? Mr Mulula? Thank you. Those for? Motion passed unanimously. Now any matters arising? Nothing? Good, let's move on to the next item on the agenda - the co-opting of a new member. Any nominations? I'd like to suggest Miss Chansa Oh no, not that woman. We asked her to help out last year but she hummed and hawed and finally said she couldn't. That was because she was handling a new project at that time and was under a lot pf pressure. I have spoken to her and she says she has more time now and would like to join the committee Ms Chansa has been nominated by Miss Sakantu. Is her nomination seconded. I'll second that. Any other nominations? No? Mrs Choolwe hen let's vote on Miss Chansa. Those for? Five. Against? Two. Motion carried. Miss Chansa is co-opted, next item. A speaker r the Association's dinner in July. Any ideas? How about a Permanent Secretary? What about a Minister? Mrs Lubama QUES Miss Sakantu Mr Kazomi Mrs Choolwe That's a bit risky, they get called away to meetings at the last minute. I've heard that the new Chief Planning Officer at the Council is very interesting and amusing. We've had several suggestions. Can I have a motion? Do we have a seconded for Mr Magwili's proposal to invite the Permanent Secretary? Miss Chali? Thank you. Those in favour of the Permanent Secretary? Two. Those against? Five. Motion defeated. Do I have anyone to second Ms Lubama's suggestion of a Minister? No? Then we'll go on seconded, Miss Sekeleti. Can we vote please? Those for? Five. Those against? Two. Motion passed, five to two. Can we move to any other business? Nothing? Right, when shall we meet again? The 27th of the month as usual? All agreed? Right- that's the 27th of June at 14: 00 hours in the Senior Human Resource Officer's office again. TASK (a) Write resolution minutes of this meeting. (Invent all the necessary details) (12 marks) (b) State FOUR reasons that may make it necessary for management to hold regular meetings with subordinates in an organization. (c) State FOUR consequences of convening abrupt meetings. (4 marks) (4 marks) [Total 20 marks] QUESTION 2 (a) Outline FIVE ways in which ineffective Communication by management may affect an organization negatively. (5 marks) (b) State FIVE instances when a Manager may prefer using grapevine instead of formal communication. (c) Explain THREE benefits that an organization gets from effective Horizontal Communication (5 marks) (6 marks) (d) Explain FOUR reasons why communication channels should be selected carefully. (4 marks) [Total=20 marks]