Read the case below carefully and answer this question
PROBLEMS CAUSED BY THE MANAGING DIRECTOR OF OKF LIMITED
OKF limited, an initially fast growing company, was established twelve years ago to deal in office machines. The vision of the Managing Director, Dr. Rock Bansco was that the Company would become the leading supplier of office machines. He also hoped that the company would provide employment for many secondary school leavers.
Within the first five years of the company’s inception, its profit grew rapidly. The customers increased so much that by the sixth year of the company’s operation, the staff strength had become more than one hundred. However, all the workers who were employed in its sixth year of operation were both unqualified and inexperienced, worse still, they were given supervisory positions because of their relationship to the Managing Director in one way or the other.
As a large company, OKF Limited had six Heads of Department. However, the Managing Director hardly involved any of them in the day-to-day running of the company. He did all recruitment, purchases as well as salaries and wages administration. Staff salaries and wages were also very poor. As time went on, virtually all the staff became unhappy and this affected their morale.
The Managing Director recently called an emergency meeting to address the staff, surprisingly, he did not appoint anyone to record the proceedings of the meeting.
a) State two problems in OKF Limited.
b) Outline departments in OKF Limited that should be responsible for the following activities:
- recruitment of workers
- sales promotion
- acquisition of machines
- payments
c) i) When is an emergency meeting called by the management of an organisation?
ii) What is the meeting’s related title of the officer who should have recorded the meeting proceedings?
iii) State two duties the officer in (c)(ii) should have carried out before the day of the meeting
iv) List five headings under which the officer would have recorded the proceedings of the meeting.
Explanation
a) - Inexperience workers or staff.
- Lack of delegation of duties.
b) - Recruitment of workers is done by personnel department.
- Sales promotion is carried out by sales and marketing department
- Acquisition of machines: Purchasing department
- Payments: Finance department/Account department.
c) i) When there is urgent need to discuss and act prompt on some issues affecting the organisation.
ii) The Secretary is the officer who should have recorded the meeting proceedings.
iii) - He prepared the agenda with the help of the chairman.
- He prepares and sends the notice of meeting to members.
- He circulates documents needed for the meeting.
- He receives apologies from members who are not able to attend the meeting.
- He prepares the chairman's agenda.
iv) - Heading
- Participants
- Approval of previous minutes
- Action items
- Announcement
- Next meeting
- Adjournment
- Signature line