Question Papers

Question 1

You are the lead organizer for the upcoming annual innovation expo at tech vibe Solutions. Your company will be showcasing its latest technological advancements and you have been given the responsibility of coordinating a team of 15 members. All participants are required to wear the company branded attire and must assemble on time for a briefing.
Task
Draft a memorandum to all team members providing essential details to each step in the communication cycle

Answer 1

Memorandum
To: All Team Members
From: [Your Name], Lead Organizer
Date: [Insert Date]
Subject: Details for the Annual Innovation Expo

Dear Team,

As we prepare for the Annual Innovation Expo, it’s important that we work together smoothly. Below are the details and steps to ensure clear communication:

1. Message

Our goal is to showcase our latest technology.

Attire: Everyone must wear company-branded clothing.

Briefing: Meet at [Time] on [Date] at [Location].

Tasks: Responsibilities will be assigned during the briefing.

2. Encoding

To make sure the instructions are clear:

I will send written details via email and WhatsApp.

Visual guides will be used for complex tasks.

3. Channels

We will communicate through:

Email for detailed updates.

WhatsApp for quick updates and reminders.

4. Decoding

Please read all messages carefully.

Confirm that you understand by replying to emails or messages.

5. Feedback

Let me know if you have questions or issues.

Confirm your attendance by replying to this memo by [Deadline].

6. Avoiding Confusion

To prevent misunderstandings:

Use the official communication channels only.

Stick to the agreed plans unless changes are absolutely necessary.

7. Outcome

With good communication and teamwork, we will deliver a successful event and represent Tech Vibe Solutions well.

Thank you for your cooperation. Let’s make this event a success!

Best regards,
[Your Full Name]
Lead Organizer
Tech Vibe Solutions
[Your Contact Information]

Question 2

You are the manager of a company and one of your employees, Davison Daka, has submitted a request letter seeking permission to work remotely for a month due to personal reasons. Davison has been a dedicated and productive team member for the past three years.
Task
Write a letter in response to Davison’s request

Answer 2

[Your Company Letterhead or Address]
[Date]

To:
Davison Daka
[Employee’s Job Title]
[Department Name]
[Company Name]

Subject: Approval of Remote Work Request

Dear Davison,

I hope you are doing well. This letter is to respond to your request to work from home for a month due to personal reasons.

We truly appreciate your hard work and dedication over the past three years. Your contribution to the team has been valuable, and we are happy to support you during this time.

I am glad to let you know that your request to work remotely from [start date] to [end date] has been approved. However, please note the following:

1. Work Responsibilities: You must continue to meet your deadlines and complete your tasks.
2. Communication: Stay in regular contact with your team and supervisor.
3. Availability: Be available during normal working hours for meetings or urgent matters.

If you need any help or tools to make remote work easier, feel free to let us know. Please confirm that you agree to these conditions by [response deadline].

We hope this arrangement will help you manage your personal matters while staying productive. If you have any questions, don’t hesitate to reach out.

Thank you for your openness and for always being a great team member.

Best regards,

[Your Full Name]
[Your Job Title]
[Company Name]
[Contact Information]

Question 3

Imagine that you work for PJ transporters as assistant workshop foreman, the position you have had for the past four years. You have now been offered a more senior position as projects coordinator with kabwe agro suppliers. As part of your conditions of service, you have even been offered a personal to holder vehicle, you have now decided to resign your position to take this offer.
Task
write the letter of resignation.

Answer 3

[Your Address]
[City, ZIP Code]
[Date]

To:
The Workshop Foreman
PJ Transporters
[Company Address]
[City, ZIP Code]

Subject: Resignation Letter

Dear [Workshop Foreman’s Name],

I am writing to formally resign from my position as Assistant Workshop Foreman at PJ Transporters, effective [insert last working day].

I have been offered a new role as Projects Coordinator at Kabwe Agro Suppliers, which is a great opportunity for me to grow in my career. While I am excited about this new role, I am grateful for the support and experience I have gained during my time at PJ Transporters.

I will do my best to ensure a smooth handover before my last day. Thank you for the opportunity to be part of this team.

Yours sincerely,
[Your Full Name]

Question 4

You work as an assistant maintenance supervisor at JJ Logistics in soloezi. For the past six months you have recorded a number of cases involving theft of company equipment. Despite tight security measures in place this development has become a source of concern because millions of Kwacha is being lost. Because of this development, your supervisor has, therefore, asked you to write a report.
Task
Write the report using schematic format.

Answer 4

Report on Equipment Theft at JJ Logistics

To: Maintenance Supervisor
From: [Your Name], Assistant Maintenance Supervisor
Date: [Insert Date]
Subject: Report on Equipment Theft

1. Introduction

This report is about the theft of company equipment at JJ Logistics over the past six months. Despite tight security, the thefts continue, and this is causing the company to lose a lot of money.

2. Findings

Thefts Recorded:
In the past six months, there have been [insert number] thefts of equipment like [list key items, e.g., generators, vehicle parts, or tools].

Value of Losses:
The stolen equipment is worth about [insert amount] Kwacha.

Security Measures:
We have the following security measures in place:

24/7 security guards.

CCTV cameras.

Controlled access points.

What We’ve Noticed:
Despite these measures, the thefts still happen, which suggests that there might be internal involvement or some gaps in the current system.

3. Analysis

Possible Causes:

CCTV footage is not being monitored properly.

Inventory checks are not happening often enough.

Staff might be working with outsiders to steal equipment.

Security staff may not be trained well enough.

Impact:

The company is losing millions of Kwacha.

Equipment shortages are causing delays in work.

Staff morale has dropped due to the ongoing thefts.

4. Recommendations

Here are some steps we can take to solve the problem:

1. Improve Security:

Upgrade the CCTV system to include motion detectors and alarms.

Use biometric access systems for staff entry.

2. Do Regular Audits:

Check the inventory more often and compare it with the usage records.

3. Screen and Train Employees:

Conduct background checks on employees.

Train staff on security measures.

4. Encourage Reporting:

Set up an anonymous tip line and reward people who report theft.

5. Take Legal Action:

Take legal steps if employees or others are caught stealing.

5. Conclusion

The ongoing theft of equipment is a serious issue for JJ Logistics. Taking the recommended actions will help reduce theft, protect the company’s assets, and restore trust among staff.

Submitted by:
[Your Full Name]
Assistant Maintenance Supervisor

Question 5

Chanda a first year student is in search of information on various topics. State the appropriate section of the library he would visit to fond information on
(i)latest publications
(ii) Dictionaries, and cyclopedias and bibliographies

Answer 5

Here’s where Chanda can find the information:

(i) Latest Publications:
Chanda should visit the Periodicals Section or New Arrivals Section of the library. This section contains newspapers, magazines, journals, and recently acquired books.

(ii) Dictionaries, Encyclopedias, and Bibliographies:
Chanda should visit the Reference Section of the library. This section holds materials like dictionaries, encyclopedias, and bibliographies that are meant for in-library use.

Question 6

Arrange the following references in the order they should appear in a bibliography.
(i) Susan Phiri, (1999). Education and you: A guide to college life. Insaka press. Lusaka
(ii) Jerry kakoma, (2003). Basics of modern engineering. Times print pack. Ndola.
(iii) Brenda chewe, (2013). Mathematics today. Mention press. Ndola
(iv) misheck Zulu, (2006). Understanding engineering science. Kabale press Limited kabwe…

Dont forget i mentoned it to you last time that we use APA format at my school

Answer 6

References

1. Chewe, B. (2013). Mathematics today. Mention Press.
2. Kakoma, J. (2003). Basics of modern engineering. Times Print Pack.
3. Phiri, S. (1999). Education and you: A guide to college life. Insaka Press.
4. Zulu, M. (2006). Understanding engineering science. Kabale Press Limited.

Key APA Rules Applied:

Alphabetize references by the author’s last name.

Capitalize only the first word of the book title and subtitle, as well as proper nouns.

Italicize book titles.

Include the publisher without location unless absolutely necessary.

If location is required in the APA format, it should appear before the publisher, separated by a colon. Here’s the updated version:

References

1. Chewe, B. (2013). Mathematics today. Ndola: Mention Press.
2. Kakoma, J. (2003). Basics of modern engineering. Ndola: Times Print Pack.
3. Phiri, S. (1999). Education and you: A guide to college life. Lusaka: Insaka Press.
4. Zulu, M. (2006). Understanding engineering science. Kabwe: Kabale Press Limited.

Question 7

Verbal communication is a method of communication in which messages are transmitted through speech. As such, listening is a very important skill in this process.
A) indicate the type of listening to be applied in the following instances
i) attending a lecture
ii) listening to poetry
iii) listening to a friend going through hardship
iv) listening to a narration on a soccer match when you are not a soccer fan

Answer 7

(i) Attending a lecture:
Comprehensive Listening – This type of listening is used to understand and retain information.

(ii) Listening to poetry:
Appreciative Listening – This involves listening for enjoyment or aesthetic pleasure.

(iii) Listening to a friend going through hardship:
Empathic Listening – This requires understanding and sharing the feelings of the speaker.

(iv) Listening to a narration on a soccer match when you are not a soccer fan:
Selective Listening – This involves focusing on specific parts of the information while ignoring others.

Question 8

other types of listening are there

Answer 8

Here are other types of listening:

1. Discriminative Listening:

Focuses on distinguishing between different sounds and tones.

Example: Identifying a speaker’s mood through their tone of voice.

2. Critical Listening:

Involves analyzing and evaluating the message for logic and credibility.

Example: Assessing the arguments in a debate.

3. Informational Listening:

Focuses on understanding and retaining information.

Example: Listening to instructions or explanations.

4. Therapeutic/Supportive Listening:

Involves offering support or understanding without judgment.

Example: Listening to a colleague vent about a stressful day.

5. Passive Listening:

Hearing the message without actively engaging or responding.

Example: Listening to background conversations without focusing on them.

6. Active Listening:

Fully concentrating, understanding, and responding to the speaker.

Example: Engaging in a meaningful conversation with someone.

7. Reflective Listening:

Involves mirroring the speaker’s message to confirm understanding.

Example: Repeating or paraphrasing a speaker’s concerns to show understanding.

Each type of listening is used depending on the situation and purpose of the communication.

Question 9

State for guidelines to be applied for effectively listening to take place

Answer 9

1. Stay Focused:

Pay attention to the speaker and avoid distractions like your phone or other thoughts.

2. Be Open Minded:

Listen without judging or interrupting. Try to understand the speaker’s point of view.

3. Show You’re Listening by providing feedback

Use body language like nodding, eye contact, or small responses like “I see” to show you’re following.

4. Let Them Finish:

Don’t interrupt. Wait for the speaker to finish before you ask questions or respond.

Question 10

Distinguish listening from hearing

Answer 10

Hearing:

It is the physical ability to detect sound.

It happens automatically when sound waves reach your ears.

Example: You hear background noise but might not pay attention to it.

2. Listening:

It is the active process of understanding and making sense of the sounds you hear.

It requires focus, attention, and effort.

Example: Actively paying attention to a lecture and taking notes.

In short, hearing is passive, while listening is active.

Question 11

Imagine you are the chairperson of the production unit at makeni Polytechnic in choma, you recently supplied 1,000 two seater desks under the CDF arrangement to chioma District education board. You have just received a complaint from your client however that instead of delivering two seater desks, you supplied 500 two Seater desks and 500 one seater desks, upon investigation you discovered that the error was made by the recently employed head of section in the unit.
task
write a letter to the client reassuring them of what you intend to do to correct the situation.

Answer 11

Makeni Polytechnic
Production Unit
Choma, Zambia
[Date]

Chioma District Education Board
[Address]
Chioma, Zambia

Dear [Client’s Name],

Subject: Apology and Corrective Action

I am writing to apologize for the mix-up in our delivery of 1,000 desks. Upon investigation, we found that an error was made by our newly employed head of section, resulting in the delivery of 500 two-seater desks and 500 one-seater desks instead of the 1,000 two-seater desks ordered.

We are taking immediate action to correct this and will deliver the remaining 500 two-seater desks at no extra cost to you.

We sincerely apologize for any inconvenience caused and appreciate your understanding. Please feel free to contact me if you have any questions.

Sincerely,
[Your Full Name]
Chairperson, Production Unit
Makeni Polytechnic
Choma

Question 12

As a training coordinator at your workplace, an opportunity has arisen in which your organization intends to train 15 members of the engineering department in line with the continuous staff development policy of the organization. In view of this opportunity you have been tasked to inform members of the engineering department to apply provided they are in possession of the following
- for Grade 12 certificates
-EIZ membership
-Craft certificate in a relevant field
- must have worked for the company for not less than three years
-Task
prepare a memorandum to the intended target group

Answer 12

MEMORANDUM

To: All Members of the Engineering Department
From: [Your Full Name], Training Coordinator
Date: [Date]
Subject: Opportunity for Training in Line with Staff Development Policy

Dear Engineering Team,

I am pleased to inform you that an opportunity has arisen for 15 members of the Engineering Department to undergo training as part of our organization’s continuous staff development policy. This training aims to enhance your skills and contribute to your professional growth within the company.

To apply for this training, you must meet the following requirements:

Possession of a Grade 12 certificate

Valid EIZ (Engineering Institute of Zambia) membership

Craft certificate in a relevant field

A minimum of three years of service with the company

If you meet the above criteria and are interested in participating, please submit your application to the HR department by [application deadline].

We encourage all eligible members to apply and take advantage of this opportunity for professional development.

Sincerely,
[Your Full Name]
Training Coordinator
[Company Name]

Question 13

Good listening skills are very important in life and at work. if you are to be a good listener you have to improve your listening skills
task
A)state the difference between listening and hearing
B) state the four links of listening
C) state any four types of listening

Answer 13

A) Difference Between Listening and Hearing:

Hearing is the passive, automatic process of perceiving sound. It happens without effort when sound reaches the ears.

Listening is an active process where you focus, understand, and respond to the message being conveyed. It requires attention and concentration.
B) Four Links of Listening:

1. Receiving: Hearing or paying attention to the message.
2. Understanding: Making sense of what is being said.
3. Evaluating: Thinking about the message and deciding if it’s true or important.
4. Responding: Giving feedback to show you understand.

C) Four Types of Listening:

1. Active Listening: Paying full attention and thinking about the message.
2. Critical Listening: Analyzing and judging if the message makes sense.
3. Informational Listening: Listening to learn or get information.
4. Empathetic Listening: Listening to understand and support someone’s feelings.

Question 14

State any five factors you would consider when selecting the channel of communication

Answer 14

1. Audience: Consider who you’re talking to. Different people or groups may prefer different ways of receiving information. For example, employees may prefer emails, while a small team might prefer a face-to-face meeting.
2. Urgency: How quickly do you need to communicate the message? For urgent messages, phone calls or instant messaging are faster than emails or letters.
3. Cost: Some communication methods, like phone calls or meetings, may cost more time or money. If you’re on a budget, emails or text messages might be better.
4. Speed: Think about how quickly you need a reply. If you need a quick response, calling or texting may be better than sending an email and waiting for a reply.
5. Confidentiality: If the message is private or sensitive, you’ll want to choose a secure method, like face-to-face communication or encrypted emails, to ensure privacy.

Question 15

A depth of understanding into correspondence is one of the key essentials of effective communication skills
1- describe the different features between a memo and a letter

Answer 15

1. Differences Between a Memo and a Letter:

Purpose:

A memo is usually used for internal communication within an organization. It’s a quick, formal way to share information with colleagues or teams.

A letter is typically used for external communication, such as between a business and clients, suppliers, or other organizations.

Length:

A memo is usually short and direct, often just a few paragraphs.

A letter can be longer and more detailed, especially if it involves formal communication or business matters.

Format:

A memo usually includes headings such as “To,” “From,” “Date,” and “Subject,” and doesn’t include a salutation or signature.

A letter has a more formal structure with a greeting (e.g., “Dear [Name]”) and a closing (e.g., “Sincerely”).

Tone:

A memo often uses a more direct, informal tone, as it’s meant for internal audiences.

A letter is more formal and polite, especially if it’s being sent to external recipients.

Distribution:

A memo is often distributed within an organization and can be posted on bulletin boards or sent by email.

A letter is typically mailed or emailed to an outside recipient.

Question 16

state five rules to be followed writing business correspondence

Answer 16

2. Five Rules for Writing Business Correspondence:
3. Be Clear and Concise: Avoid unnecessary details and get to the point quickly. Keep the message simple to ensure the recipient understands easily.
4. Use a Formal Tone: Business correspondence should maintain a professional and respectful tone. Even if you’re familiar with the recipient, keep it polite.
5. Check for Accuracy: Ensure that all facts, figures, and names are correct. Mistakes can lead to confusion or embarrassment.
6. Use Proper Formatting: Follow the appropriate format for memos, letters, or emails. Use clear headings, paragraphs, and spacing to make the document easy to read.
7. Proofread: Always check your document for grammar, spelling, and punctuation errors before sending it. Mistakes can make your communication seem unprofessional.

Question 17

You are not happy with the way your immediate supervisor has been treating you lately. He openly the harasses you and calls you names even over small matters. Write a complaint later and advance your request to change the section or department. address the complaint to the section of manager creating appropriate addresses and other relevant details

Answer 17

[Your Name]
[Your Job Title]
[Department Name]
[Company Name]
[Date]

To:
The Section Manager
[Department Name]
[Company Name]

Subject: Request for Department Transfer Due to Harassment

Dear [Section Manager’s Name],

I am writing to express my concern about the ongoing harassment I have been experiencing from my immediate supervisor, [Supervisor’s Name]. Over the past few weeks, I have been subjected to inappropriate name-calling and mistreatment over small issues, which has created a difficult work environment.

Due to this, I respectfully request a transfer to a different section or department. I believe this will allow me to work more effectively in a respectful and professional setting.

Thank you for your understanding and prompt attention to this matter.

Sincerely,
[Your Name]
[Your Contact Information]
[Employee ID (if applicable)]

Question 18

You are a student leader at your college. you are one of the students who travelled out to a sports event at one of the colleges where one of your colleagues was battered by some students from another college. You, personally, were not present when that incident took place but you are aware that your sportsmaster and several other students from your college witnessed the Beating. the student is now recuperating in hospital
The principal of your college has asked you to prepare a report on the incident because he does not trust their sports master to write a balanced report.
prepare as schematic report

Answer 18

[Your College Name]
[Date]

To:
The Principal
[Your College Name]

From:
[Your Name]
Student Leader
[Your College Name]

Subject: Report on the Incident Involving [Colleague’s Name] at the Sports Event

1. Introduction
   This report details the incident that took place during the recent sports event at [Name of the College]. The incident involved [Colleague’s Name], who was attacked by students from [Name of the Other College]. Although I was not present during the incident, I have gathered information from witnesses, including our sportsmaster and other students who were at the scene.

2. Incident Details

Date and Time of Incident: [Provide the date and time of the event]

Location: [Name of the College, Venue of the Event]

Involved Parties:

Victim: [Colleague’s Name], a student from [Your College Name]

Aggressors: Students from [Name of the Other College]

Witnesses: [Sportsmaster’s Name], [Other Students’ Names]

3. Description of Events
   The incident occurred during a break in the sports event. [Colleague’s Name] was approached by students from [Name of the Other College] after a disagreement. The situation quickly escalated, and the students began physically assaulting [Colleague’s Name]. Several students from our college, including the sportsmaster, witnessed the assault. It was only after the intervention of other bystanders that the attackers stopped.

The victim was immediately helped by fellow students and taken to a local hospital for medical attention.

4. Immediate Actions Taken

The sportsmaster and several students immediately contacted [Name of the College’s Staff/Officials] to report the incident.

The victim was escorted to [Hospital Name] for medical care.

A report was filed with the event organizers from [Name of the Other College], and the situation was escalated to their administration.

5. Current Status of the Victim
   [Colleague’s Name] is currently receiving medical care at [Hospital Name]. Although [he/she] sustained injuries, the doctors are optimistic about [his/her] recovery. The victim is expected to recuperate in the hospital for the next [number of days].

6. Conclusion and Recommendations
   This incident is unfortunate and has raised concerns about the safety of our students at inter-college events. I recommend the following actions:

Our college should address the matter directly with [Name of the Other College] to prevent future incidents.

Ensure that safety protocols are strengthened for all future sports events, including the presence of more security personnel.

Offer support to [Colleague’s Name] and ensure [his/her] well-being throughout the recovery process.

7. Action Taken

The matter is being discussed with the administration of [Name of the Other College], and we are requesting a formal apology and assurance of safety at future events.

Our college will also provide the necessary support to [Colleague’s Name] during recovery.

8. Signature
   [Your Name]
   Student Leader
   [Your Contact Information]

Question 19

Define the term communication

Answer 19

Communication is the process of exchanging information, ideas, thoughts, or feelings between individuals or groups through speaking, writing, or using other mediums such as body language or technology. It involves both sending and receiving messages effectively.

Question 20

You have seen and advertisement for employment in one of the tabloids relevant to your qualifications and feel you must apply for the position.
Write an application letter. Invent or necessary details

Answer 20

[Your Name]
[Your Address]
[City, Postal Code]
[Email Address]
[Phone Number]

[Date]

The Hiring Manager
[Company Name]
[Company Address]
[City, Postal Code]

Dear Sir/Madam,

Re: Application for the [Position Name]

I am writing to express my interest in the [Position Name] as advertised in [Tabloid Name] on [Date]. I believe my qualifications and experience make me a suitable candidate for this position.

I am a [Your Qualification, e.g., Graduate in Fashion Design, Business Administration, etc.] with [X] years of experience in [relevant field]. My skills in [mention relevant skills or expertise], coupled with my passion for [the industry or role], have equipped me with the ability to [mention key tasks relevant to the position, e.g., manage projects, provide leadership, or analyze data effectively].

Throughout my career, I have demonstrated a strong ability to work collaboratively with teams, solve problems efficiently, and deliver high-quality results. I am eager to bring my skills and enthusiasm to [Company Name] and contribute to its continued success.

Please find my resume attached for your review. I would welcome the opportunity to discuss my application in further detail during an interview. Thank you for considering my application.

Yours sincerely,
[Your Name]

Question 21

Read the following passage carefully and answer the questions that follow
1. The ability to make clear and accurate drawings is essential to The Complete craft man. It is necessary for him to be able to put his ideas on paper in such a way that other people can read and understand them, and this is particularly important in the drawing test which always forms and examination in any practical subject.
2. Particular attention should be paid to the method of projection, over which so many candidates make fundamental errors in the examination room. The student must also study the types of line to be used for the various parts of his drawings and should pay due regard to the finish and general neatness of his work.
3. Drawings handed in at the examination should be spotless and to ensure this, meticulous attention must be paid to the cleanliness of the hands before starting work, fingers must be kept off the paper as much as possible, and when lettering, a slip of paper can be placed under the hand. Erasing must be kept to the very minimum in the first place by avoiding mistakes and secondly by making the preliminary laying out of the drawing very faint indeed, so that errors can be removed by their nearest Flick of the rubber over the paper. Heavy erasing roughens the hand surface which then collects and holds dust.
4. Celluloid set- squares and protractors can be washed occasionally in Lukewarm soapy water, whilst a few slips of gummed paper or stamp edging stuck under the blade of the tree-squares raise its sufficiently to prevent dust being rubbed into the surface of the paper. These slips are quickly cleaned or replaced at intervals.
5. A poor letter can seriously mar an otherwise good drawing, and so it often does especially in examinations when the time limit imposes restrictions on the finishing touches which can be applied. The student is advised to adopt and practice a uniform style throughout all his work at the board and should remember that perfectly plain block letters nipple formed, look far more appropriate than fancy shapes, with perhaps incorrectly formed serifs superfluous embellishments. Over large lettering should also be avoided as it takes muc more time to form the shapes, and tge proportions between the part of each letter become of paramount importance. All lettering should be formed between two faint guidelines, and for this purpose an F pencil will be found suitable whilst for the drawings themselves an H or 2H pencil will be quite hard enough

Now answer the following questions
A) from the text you have just read, state what the following words or phrases underlined refer to:
i) “Them” paragraph one
ii) “this” paragraph one
iii) “ this” paragraph three
iv) “ these slips” paragraph three
V) “this purpose” paragraph four

B) the passive is a predominant feature of technical writing in the process description list any five verb groups from the text
C) imagine that you’re being requested by your technical education lecturer to write guidelines to assist students in technical drawing. Using information from paragraph three and four of the text, list 10 instructions using Direct instructions.

Answer 21

A) The underlined words refer to:

i) “Them” (Paragraph one): The drawings or the ideas being put on paper.
ii) “This” (Paragraph one): The importance of being able to make clear and accurate drawings.
iii) “This” (Paragraph three): The cleanliness and care in handling the drawing process.
iv) “These slips” (Paragraph four): The gummed paper or stamp edgings that are stuck under the blade of the triangles (set-squares).
v) “This purpose” (Paragraph four): The purpose of using an F pencil to form faint guidelines for lettering.

B) Five verb groups from the text:

1. Should be paid
2. Must be kept
3. Can be washed
4. Must be paid
5. Should be formed

C) 10 Direct Instructions based on Paragraphs Three and Four:

1. Keep your hands clean before starting work.
2. Avoid touching the paper with your fingers as much as possible.
3. Place a slip of paper under your hand when lettering.
4. Minimize erasing; avoid mistakes by being careful from the start.
5. Use faint preliminary lines to make corrections easier.
6. Clean celluloid set-squares and protractors occasionally in lukewarm soapy water.
7. Stick a few slips of gummed paper or stamp edging under the blade of your set-square.
8. Replace the slips of gummed paper at regular intervals.
9. Use a uniform style for lettering throughout all your work.
10. Draw lettering between two faint guidelines using an F pencil.

Question 22

The text below contains jumbled paragraphs, with the missing punctuation marks. Rewrite the text, rearranging the paragraphs in their logical order and inserting punctuation marks in their appropriate places.

The teeth of all hand saws are set or bent slightly alternatively to right and left so that the blade has clearance in the saw cut and this is especially important in saws which cut across the grain.

Each type of saw is designed for a particular job it has a given capacity for work and will function at its best only when these limitations are observed it will be found for example that it is well nigh impossible to cut across grain with a saw designed for cutting with the grain a rip saw and conversely a cross cutting saw will make heavy going if used to rip a thick board ie cut with a grain
The saw used by the wood worker weather for hand or machine operation all cut through the action of a large number of teeth formed on the steel blade passing in close succession across the timber each tooth removes a small portion of wood which is carried in the gullet of the tooth to be discharged on the opposite side.

Answer 22

The saw used by the woodworker, whether for hand or machine operation, cuts through the action of a large number of teeth formed on the steel blade, passing in close succession across the timber. Each tooth removes a small portion of wood, which is carried in the gullet of the tooth to be discharged on the opposite side.

Each type of saw is designed for a particular job. It has a given capacity for work and will function at its best only when these limitations are observed. It will be found, for example, that it is well nigh impossible to cut across grain with a saw designed for cutting with the grain, a rip saw. Conversely, a crosscutting saw will make heavy going if used to rip a thick board (i.e., cut with the grain).

The teeth of all hand saws are set or bent slightly alternatively to right and left so that the blade has clearance in the saw cut. This is especially important in saws which cut across the grain.

Question 23

Below is a simple communication model, list down any two possible causes of communication breakdown at each stage : sender, message, receiver, feedback

Answer 23

1. Sender:

Lack of clarity: The sender may not clearly define the message, leading to confusion.

Emotional bias: The sender may be influenced by emotions, affecting the way the message is communicated.

2. Message:

Ambiguity: The message could be unclear or vague, leading to misinterpretation.

Overcomplicated language: Using too technical or complex language can confuse the receiver.

3. Receiver:

Poor listening skills: The receiver may not be attentive or actively listening, missing key information.

Prejudices or biases: The receiver’s personal beliefs or assumptions may interfere with understanding the message.

4. Feedback:

Delayed response: A slow or delayed response can lead to misunderstandings or a lack of clarity.

Inadequate feedback: The feedback provided may be vague or incomplete, making it difficult for the sender to know if the message was understood correctly.

Question 24

You are the secretary of the Kafubu water and sewerage company in ndola, your managing director Mr pilato Chenjelani has just sent the following telex from South Africa where he has been for the past three weeks:
Arrive in Lusaka International Airport, July 4, 20:00 hours. Arrange meeting with senior admin. Staff in the ndola savoy hotels conference room, to discuss customer care policy and organize new advertising and sales campaigns. Whole day meeting. Provide lunch for stop no absenteeism. Urgent.
Write a notice to the members of staff consent informing them about the meeting

Answer 24

Kafubu Water and Sewerage Company
Ndola

NOTICE TO ALL STAFF

Date: [Insert Date]

Dear Staff,

This is to inform all members of staff that there will be a meeting scheduled to discuss the following:

Customer care policy

New advertising and sales campaigns

The meeting will take place as follows:
Date: July 4
Time: 10:00 AM (Full day meeting)
Venue: Conference Room, Savoy Hotel, Ndola

Please note that lunch will be provided. It is mandatory for all senior administrative staff to attend this meeting to ensure no absenteeism.

This is an urgent matter, and your prompt attendance is highly appreciated.

For further inquiries, please contact the admin office.

Best regards,
[Your Name]
Secretary
Kafubu Water and Sewerage Company

Question 25

You are the secretary of the Kafubu water and sewerage company in ndola, your managing director Mr pilato Chenjelani has just sent the following telex from South Africa where he has been for the past three weeks:
Arrive in Lusaka International Airport, July 4, 20:00 hours. Arrange meeting with senior admin. Staff in the ndola savoy hotels conference room, to discuss customer care policy and organize new advertising and sales campaigns. Whole day meeting. Provide lunch for stop no absenteeism. Urgent.
Write a notice to the members of staff consent informing them about the meeting

Answer 25

Kafubu Water and Sewerage Company
Ndola

NOTICE TO ALL STAFF

Date: [Insert Date]

Dear Staff,

This is to inform all members of staff that there will be a meeting scheduled to discuss the following:

Customer care policy

New advertising and sales campaigns

The meeting will take place as follows:
Date: July 4
Time: 10:00 AM (Full day meeting)
Venue: Conference Room, Savoy Hotel, Ndola

Please note that lunch will be provided. It is mandatory for all senior administrative staff to attend this meeting to ensure no absenteeism.

This is an urgent matter, and your prompt attendance is highly appreciated.

For further inquiries, please contact the admin office.

Best regards,
[Your Name]
Secretary
Kafubu Water and Sewerage Company

Question 26

You are not happy with the way your immediate boss has been treating you lately give a brief explanation write a complaint letter and advance your request to change the section or department
Address the complaints to the sectional engineer, creating appropriate addresses and other relevant details

Answer 26

[Your Name]
Assistant [Your Position]
[Your Department]
[Company Name]
[Date]

To:
The Sectional Engineer
[Company Name]
[Company Address]

Reference: Complaint Regarding Supervisor’s Behavior / Request for Department Transfer

Dear [Sectional Engineer’s Name],

I hope this letter finds you well. I am writing to bring to your attention some concerns regarding the way I have been treated by my immediate supervisor, [Supervisor’s Name], over the past few weeks.

Lately, I have felt that I am being subjected to unnecessary criticism and harsh treatment. There have been instances where my supervisor has openly harassed me in front of colleagues, calling me names over minor issues that could have been addressed in a more professional and respectful manner. These actions have caused me considerable distress, and I feel that the work environment has become quite uncomfortable for me.

I believe it is crucial for the sake of my well-being and professional growth that I work in an environment where I am treated with respect. In light of this, I kindly request to be transferred to another section or department where I can continue to contribute to the company without the undue stress caused by the current situation.

I hope my request will be given due consideration, and I look forward to your response.

Thank you for your attention to this matter.

Sincerely,
[Your Full Name]
[Your Position]
[Your Contact Information]

Question 27

As the human resource manager of copper mines P.O Box 90160 luanshya you recently advertised for the position of regards from the application you received you made a short list of five candidates to attend the interviews
i) write a letter to Mr kafupa tomato of ndola, inviting him to attend the interview

Answer 27

i) Letter Inviting Mr. Kafupa Tomato to Attend the Interview

Copper Mines
P.O. Box 90160
Luanshya

[Date]

Mr. Kafupa Tomato
[Address]
Ndola

Dear Mr. Tomato,

Re: Invitation to Attend Interview for the Position of [Job Title]

We are pleased to inform you that after reviewing your application for the position of [Job Title], you have been shortlisted for an interview. We would like to invite you to attend the interview as part of the selection process.

Interview Details:
Date: [Insert Date]
Time: [Insert Time]
Venue: Copper Mines, [Insert Office Location]

Please bring along the following documents for the interview:

A copy of your updated CV

Relevant academic and professional certificates

Any other supporting documents related to your qualifications

We kindly ask that you confirm your attendance by [Insert Date], either by calling [Insert Contact Number] or by emailing [Insert Email Address].

Should you require any further information or have any queries, feel free to contact us.

We look forward to meeting you in person.

Yours sincerely,

[Your Full Name]
Human Resource Manager
Copper Mines
P.O. Box 90160, Luanshya
[Your Contact Information]

Question 28

ii) prepare guidelines of effective listening which you intend to apply during the interview

Answer 28

ii) Guidelines for Effective Listening During the Interview

1. Be Present and Attentive
   Focus fully on the candidate and avoid distractions such as checking your phone or looking away. Maintain eye contact and nod to show you are actively engaged.
2. Listen Without Interrupting
   Allow the candidate to express their thoughts fully before responding. Avoid interrupting or rushing them to finish their answers.
3. Use Non-Verbal Cues
   Show interest and attentiveness through positive body language, like leaning slightly forward and maintaining an open posture.
4. Paraphrase and Clarify
   Restate or paraphrase what the candidate says to ensure you have understood correctly, and ask for clarification if necessary.
5. Stay Neutral and Objective
   Avoid being biased or letting personal opinions influence your listening. Focus on the candidate’s qualifications and responses, rather than being swayed by emotions.
6. Take Notes
   Jot down key points or important responses to refer back to later during the decision-making process.
7. Ask Open-Ended Questions
   Encourage candidates to elaborate on their experiences or thoughts by asking open-ended questions. This allows them to provide more detailed answers, giving you more insight.
8. Avoid Prejudging
   Keep an open mind, and listen to the candidate’s responses without forming conclusions too early. Let their answers guide your judgment.
9. Create a Comfortable Environment
   Make the candidate feel at ease, as this will encourage more honest and clear communication. This will also make it easier for you to listen effectively.
10. Give Feedback and Acknowledge Responses
    Occasionally provide brief feedback or acknowledge the candidate’s responses. Simple affirmations like “I see” or “Interesting” can help maintain the flow of communication.

Question 29

ii) prepare guidelines of effective listening which you intend to apply during the interview

Answer 29

i) Guidelines for Effective Listening During the Interview

1. Be Attentive – Focus fully on the candidate, maintain eye contact, and show interest.
2. Avoid Interrupting – Let the candidate speak without cutting them off.
3. Ask Clarifying Questions – Paraphrase answers to ensure understanding.
4. Stay Neutral – Listen objectively, avoiding personal biases.
5. Take Notes – Record key points for later reference.

Question 30

You are the assistant to the training manager at your manufacturing company based in solwezi whose staff is to be increased soon, to accommodate the additional staff who include the artisans, electricians, workshop attendants and secretaries. the offices and workshops will require additional equipment and reorganization as they are not in a good state.

Report a memorandum to general manager proposing the changes you think will be necessary and suggesting what equipment should be bought for the office and workshop

Answer 30

MEMORANDUM

To: General Manager
From: Assistant to the Training Manager
Date: [Insert Date]
Subject: Proposal for Office and Workshop Upgrades

With the increase in staff, the following changes are necessary for the offices and workshops:

1. Office Reorganization & Equipment:

Reorganization: Set up workstations for new administrative staff and meeting rooms.

Equipment: Additional computers, office furniture (desks, chairs, filing cabinets), printers, and telephones.

2. Workshop Reorganization & Equipment:

Reorganization: Define work areas for artisans and electricians and improve inventory storage.

Equipment: New hand tools, electrical tools, workbenches, safety gear, and heavy machinery (drills, welding equipment).

These upgrades will enhance productivity and safety. I look forward to your approval.

Sincerely,
[Your Name]
Assistant to the Training Manager
[Company Name]

Question 31

You are in charge of the laboratory at show place of work and you feel you need to put new instructions to employees so as to enhance safety in the laboratory
task
draft a list of five instructions for The Laboratory you operate from

Answer 31

Laboratory Safety Instructions

1. Wear Personal Protective Equipment (PPE): Always wear lab coats, gloves, safety goggles, and closed-toe shoes while working in the laboratory.
2. Know the Emergency Procedures: Familiarize yourself with the location of fire extinguishers, first aid kits, and emergency exits. In case of an emergency, follow the established emergency protocols.
3. Label Chemicals Properly: Ensure that all chemicals are clearly labeled with their name, concentration, and hazard symbols. Always double-check the chemical before use.
4. Avoid Eating or Drinking: No food or drinks are allowed in the laboratory to prevent contamination or accidental ingestion of harmful substances.
5. Clean Up After Yourself: Always clean and properly dispose of any waste materials, spills, or broken equipment after use. Keep workspaces tidy and free from clutter to avoid accidents.

Question 32

Explain five characteristics of good instructions

Answer 32

Five characteristics of good instructions are:

1. Clarity: Instructions should be clear and easy to understand. Use simple language and avoid ambiguity to ensure the reader can follow the steps without confusion.
2. Conciseness: Good instructions are brief and to the point. They convey necessary information without unnecessary details or distractions, making them easier to follow.
3. Logical Sequence: Instructions should be arranged in a logical order, with each step building on the previous one. This ensures that tasks are completed efficiently and without skipping important steps.
4. Specificity: Good instructions provide specific details, such as measurements, tools needed, or exact actions to take. This eliminates guesswork and ensures accuracy.
5. Consistency: Consistent language and terminology should be used throughout the instructions to avoid confusion. Repeating key terms and instructions helps reinforce important information.

Question 33

There has been a number of accidents in the laboratory where you are a laboratory assistance this have caused a loss in production and lost man hours. Management is worried about this state of affairs and The Laboratory manager has asked you to prepare a report.
Task write a schematic report

Answer 33

To: Laboratory Manager
From: [Your Name], Laboratory Assistant
Date: [Date]
Subject: Report on Laboratory Accidents

1. Introduction

This report highlights recent accidents in the laboratory and their impact on production and man hours. Management is concerned about these incidents, and this report outlines the causes and suggests solutions.

2. Causes of Accidents

Lack of Training: Insufficient safety training for staff.

Improper Equipment Handling: Misuse of lab equipment.

Lack of Safety Gear: Inconsistent use of PPE.

Cluttered Workspace: Disorganized lab environment.

Failure to Follow Protocols: Neglecting safety procedures.

3. Impact

Production Loss: Reduced output due to downtime.

Lost Man Hours: Time lost due to injuries.

Increased Costs: Medical and equipment replacement costs.

4. Recommendations

Training: Regular safety training for all staff.

PPE Enforcement: Strict adherence to safety gear use.

Organization: Improve lab organization and storage.

Safety Audits: Regular checks for safety compliance.

5. Conclusion

Addressing these issues through proper training, safety gear enforcement, and lab organization will help reduce accidents and improve workplace safety.

End of Report
[Your Name]
Laboratory Assistant

Question 34

You have completed school and you see an advert from university Teaching Hospital. The advert invites for application to apply for a vacant position of laboratory assistance, x-ray specialist, digital therapist, laboratory equipment maintenance manager. Task prepare a detailed curriculum vitae

Answer 34

Here is a sample curriculum vitae (CV) for the laboratory assistant position at the University Teaching Hospital:

Curriculum Vitae
[Your Name]
[Your Address]
[City, Postal Code]
[Phone Number]
[Email Address]

Objective

A dedicated and highly motivated individual seeking the position of Laboratory Assistant at University Teaching Hospital. With a strong educational background in laboratory sciences and hands-on experience in various laboratory tasks, I am eager to contribute to the effective and safe operation of your laboratory facilities.

Personal Details

Full Name: [Your Full Name]

Date of Birth: [Your Date of Birth]

Nationality: [Your Nationality]

Gender: [Your Gender]

Marital Status: [Your Marital Status]

Education

[Year] - [Year] | [Institution Name]
Qualification: [Degree/Diploma/Certificate in Laboratory Technology or related field]

Key courses: [Mention a few relevant courses like microbiology, chemistry, blood analysis, etc.]

[Year] - [Year] | [Secondary School Name]
Qualification: [Your Secondary School Certificate]

Subjects: [List subjects relevant to laboratory science]

Professional Experience

[Job Title] | [Company Name] | [Location]
[Month/Year] – Present

Conduct laboratory tests and procedures as per guidelines.

Prepare and handle lab equipment and instruments.

Maintain accurate records of test results and assist in research studies.

Ensure cleanliness and safety of the laboratory environment.

Collaborate with the medical team for diagnosis and patient care.

[Job Title] | [Previous Company Name] | [Location]
[Month/Year] – [Month/Year]

Operated and maintained laboratory equipment.

Assisted in conducting diagnostic tests and maintaining patient records.

Managed supplies and inventory for laboratory operations.

Skills

Laboratory techniques and procedures

Sample collection and preparation

Laboratory safety and maintenance

Equipment calibration and troubleshooting

Proficient in Microsoft Office and laboratory software

Strong attention to detail and accuracy

Ability to work in a team and independently

Excellent communication and interpersonal skills

Certifications

[Certification Name] | [Issuing Organization] | [Year]
(e.g., Basic Life Support, Laboratory Safety Certification)

References

[Referee Name]
[Position] | [Company/Institution]
[Phone Number] | [Email Address]

[Referee Name]
[Position] | [Company/Institution]
[Phone Number] | [Email Address]

This CV format is clear, concise, and includes all the relevant details to apply for the Laboratory Assistant position at the University Teaching Hospital. You can personalize it with your specific details, including education, work experience, and skills.

Question 35

A library is an institution charged with the responsibility of collecting, organizing common preserving and dissemination of information.
a) two methods that enables easy retrieval of documents in the library
b) state the major function of each of the following sources of information
Periodical section, reference section, general section, catalogue section

Answer 35

a) Two methods that enable easy retrieval of documents in the library:

1. Classification System: Documents are organized into specific categories or classes based on subjects using systems like Dewey Decimal Classification (DDC) or Library of Congress Classification (LCC). This allows users to find materials by topic quickly.
2. Cataloging System: A library catalog (either physical or digital) lists all the documents available, providing essential details such as the title, author, subject, and location within the library, making it easier to locate specific items.

b) Major function of each of the following sources of information:

1. Periodical Section:
   The periodical section houses magazines, journals, newspapers, and other regularly published materials. Its major function is to provide current and up-to-date information on various topics, including academic research, news, and trends.
2. Reference Section:
   The reference section contains specialized resources such as dictionaries, encyclopedias, atlases, and other factual works that provide specific information or help clarify concepts. Its primary function is to offer quick and reliable reference materials.
3. General Section:
   The general section contains books and resources that cover a wide range of subjects, available for casual or in-depth reading. Its main function is to provide general information on various topics for study or leisure reading.
4. Catalogue Section:
   The catalogue section provides a systematic listing of all the library’s resources. Its function is to enable library users to find and locate books, articles, and other materials based on titles, authors, subjects, or other relevant criteria.

Question 36

State five qualities of a good speaker

Answer 36

Here are five qualities of a good speaker in simpler English:

1. Clear Communication: A good speaker speaks in a way that is easy to understand, without using complicated words.
2. Confidence: A confident speaker is sure of themselves and their message, which helps the audience trust them.
3. Engaging: A good speaker keeps the audience interested by speaking in an exciting way and using examples that relate to them.
4. Well-Organized: A good speaker arranges their thoughts in a clear order, so the audience can follow easily.
5. Good Listener: A good speaker listens to the audience and adjusts their speech if needed to make sure they are understood.

Question 37

Explain what is meant by the term turn taking with regard to communication

Answer 37

Turn-taking in communication refers to the way people take turns speaking during a conversation. It is the process by which speakers and listeners manage who talks and when, ensuring that both participants have the chance to speak without interrupting each other. In a well-organized conversation, people take turns talking, allowing for a smooth exchange of ideas, thoughts, or information.

Question 38

Explain the following elements of communication encoder, message, decoder, medium, feedback

Answer 38

Here’s a shorter explanation of the elements of communication:

1. Encoder: The sender who creates the message.
2. Message: The information or idea being communicated.
3. Decoder: The receiver who interprets the message.
4. Medium: The channel used to send the message (e.g., phone, email).
5. Feedback: The receiver’s response to the message, showing understanding.

Question 39

Explain the following types of interviews disciplinary interviews, grievance interviews, selection interviews, appraisal interviews, exit interviews

Answer 39

1. Disciplinary Interviews: A meeting to discuss an employee’s bad behavior or poor work and find ways to fix it.
2. Grievance Interviews: A meeting to solve problems or complaints raised by an employee.
3. Selection Interviews: A process to choose the best person for a job.
4. Appraisal Interviews: A meeting to review an employee’s work, give feedback, and set new goals.
5. Exit Interviews: A meeting with an employee who is leaving to understand their experience and why they are leaving.

Question 40

Read the following takes carefully and answer the questions which follow
No living creature, plant or animal, can exist in complete isolation. An animal is bound to depend on other living creatures, ultimately plants, for its food supply, it must also depend upon the activities of plants for a continued oxygen supply for its respiration. Apart from ** these two basic relationships** it may be affected directly or indirectly in countless different ways by other plants and animals around it.

Other animals prey on it or compete with it for the same food. Plants may provide shelter concealment or nesting material, and so on. Similarly, the animal will produce its own effects on the surrounding plants and animals. Some of its may eat Or Destroy, for others it will provide food and though its contribution of nature it may influence the texture and fertility of the soil.

This dependence on other living things is not confined to animals. Though plants manufacture their own food by photosynthesis, ** they** are dependent on animal respiration for at least a part of the carbon dioxide which they use as raw material in the process. Supplies of mineral salts which they use to build up their substance can only be maintained through the activities of fungi and bacteria breaking down the organic matter left in the soil by other living creatures. again, many plants are entirely dependent on animals for pollination or for dispersal of ** their seeds. Moreover despite the apparently peaceful relationships in plants Communities, there is intense competition going on for water, nutrients, and above all, for light.
a) indicate what each of the following expressions involved refers to in the text
-It paragraph one
- these two basic relationships* paragraph one
- for others paragraph two
- * they * paragraph 2
- * their* paragraph three

B) answer true or false
i) according to the text only trees can live in complete isolation since they are not mobile
ii) the only function of animals in the environment is to produce manure in order to effect the fertility and texture of the soil
iii) all living creatures are dependent on each other
iv) dependence for survival and Growth includes both trees and animals
v) animals only depend on plants for supply of oxygen
C) identify words in the text with similar meaning for each of the following
-(survive) in paragraph one,( in the end) in paragraph one, (feed on) in paragraph two, (restricted) in paragraph three, (completely) in paragraph three
D) from paragraph 3 identify
-one word show in contrast
-two words indicating addition
E) suggest a suitable title for this passage

Answer 40

A) Referring expressions

1. It (paragraph one): Refers to an animal.
2. These two basic relationships (paragraph one): Refers to food supply and oxygen supply.
3. For others (paragraph two): Refers to other animals or living things that depend on the animal.
4. They (paragraph two): Refers to plants.
5. Their (paragraph three): Refers to plants.

B) True or False

1. False – The text states no living creature can exist in complete isolation.
2. False – Animals have other roles, such as respiration and affecting plant survival.
3. True – The text explains that all living things depend on each other.
4. True – Both plants and animals depend on each other for survival and growth.
5. False – Animals depend on plants for food, shelter, and oxygen, among other things.

C) Similar meaning

1. Survive (paragraph one): Exist
2. In the end (paragraph one): Ultimately
3. Feed on (paragraph two): Prey
4. Restricted (paragraph three): Confined
5. Completely (paragraph three): Entirely

D) From paragraph 3

1. One word showing contrast: Though
2. Two words indicating addition: Again, Moreover

E) Suitable Title

“Interdependence of Living Creatures”

Question 41

schematic report

Answer 41

Schematic Report Example

Title: Report on Laboratory Accidents
Prepared by: [Your Name]
Date: [Insert Date]

Introduction

This report provides an analysis of recent laboratory accidents, their causes, and recommendations to prevent future occurrences.

Findings

1. Types of Accidents:

Chemical spills (40% of incidents).

Burns due to improper handling of equipment (30%).

Cuts from broken glassware (20%).

Electrical shocks (10%).

2. Causes:

Lack of safety training for staff.

Improper use of personal protective equipment (PPE).

Faulty or outdated equipment.

3. Impact:

15 hours of lost production per week.

Injuries resulting in additional medical costs.

Conclusions

The majority of incidents stem from insufficient training and negligence.

Equipment maintenance is overdue in 80% of cases.

Recommendations

1. Conduct mandatory safety training sessions for all staff.
2. Replace and update faulty equipment.
3. Enforce strict use of PPE.
4. Install emergency response equipment like eyewash stations.

Question 42

memorandum report

Answer 42

Memorandum Report Example

To: General Manager
From: Jane Doe, Laboratory Assistant
Date: December 2, 2024
Subject: Enhancing Laboratory Safety

Purpose
This memorandum outlines key actions to enhance safety in the laboratory following recent accidents that disrupted productivity.

Findings

1. Lack of PPE contributed to injuries.
2. Tools and chemicals were poorly organized.
3. Insufficient safety training led to improper handling of equipment.

Recommendations

1. Conduct weekly safety training.
2. Purchase lab coats, gloves, and goggles for all staff.
3. Organize the lab and label all chemicals properly.
4. Schedule monthly safety inspections.

Next Steps

Approve a budget for PPE and training by December 10, 2024.

Schedule a safety training session by December 15, 2024.

Prepared by:
Jane Doe, Laboratory Assistant
(Contact Information)

Attachment: Sample budget for PPE and training sessions.

Question 43

Imagine you have come across information indicating that high tech engineering management is recruiting across various fields and the deadline for submitting application letters is set for August 12th 2024 task as a prospect applicant develop a curriculum vitae in response to this advertisement

Answer 43

Curriculum Vitae

Name: Moonga Blessings
Address: Plot No. 1234, Main Street, Lusaka, Zambia
Phone Number: +260 976 284 256
Email: blessingsmoonga01@gmail.com
LinkedIn: linkedin.com/in/moongablessings

Career Objective

To contribute to the success of High-Tech Engineering Management by leveraging my expertise in [your field, e.g., mechanical engineering, electrical systems, or administration], coupled with my dedication to innovation, teamwork, and achieving organizational goals.

Education

Bachelor of Science in Mechanical Engineering (Ongoing)
Evelyn Hone College, Lusaka, Zambia
[Expected Completion Date if applicable]

Secondary School Certificate
Chilenje Secondary School, Lusaka, Zambia
Graduated: 2018

Skills

Proficient in [relevant software or tools, e.g., AutoCAD, SolidWorks, MS Office].

Strong analytical and problem-solving skills.

Excellent communication and teamwork abilities.

Knowledge of safety regulations and quality standards.

Adaptability to dynamic and fast-paced work environments.

Professional Experience

Internship - Junior Mechanical Technician
Zambia Metalworks Ltd, Kitwe, Zambia
[Start Date] – [End Date]

Conducted regular maintenance and repair of mechanical systems.

Collaborated with senior engineers to improve production efficiency.

Prepared detailed reports on system performance.

Part-Time Assistant - Administrative Support
Evelyn Hone College, Lusaka, Zambia
[Start Date] – [End Date]

Assisted with organizing departmental schedules and maintaining records.

Provided support in managing communications and logistics for events.

Achievements

Designed a prototype for [specific project, e.g., energy-efficient HVAC system] during an internship.

Received “Best Student Project” award at [specific event or institution].

Successfully led a team in [specific competition or work task].

References

Available upon request.

Question 44

State two benefits of gold listening skills

Answer 44

1. Improved Relationships:
   Good listening helps build trust and understanding between individuals, fostering stronger relationships.
2. Better Decision Making:
   By listening carefully, you gather all relevant information, which leads to better decisions.
3. Enhanced Problem-Solving:
   Listening allows you to understand all aspects of a problem, leading to more effective solutions.
4. Increased Productivity:
   Listening ensures clear understanding of tasks and instructions, reducing mistakes and saving time.
5. Personal Growth:
   Listening helps you learn from others, aiding your personal and professional development.
6. Conflict Resolution:
   Good listening helps in understanding different viewpoints, making it easier to resolve conflicts.
7. Boosted Confidence in Others:
   People feel valued when you listen to them, encouraging more open communication.
8. Enhanced Workplace Morale:
   Active listening creates a supportive work environment, improving teamwork and morale.

Question 45

Identify three factors that can prevent you from taking down notes effectively

Answer 45

1. Distractions:
   External distractions, such as noise or interruptions, can make it difficult to focus on the information being presented, leading to poor note-taking.
2. Lack of Focus or Attention:
   If you’re not fully engaged or paying attention during the lecture or meeting, it becomes challenging to identify the key points to note down.
3. Poor Writing Speed or Skill:
   If you’re unable to write quickly enough to capture all the information or struggle with organizing your notes clearly, it can hinder effective note-taking.

Question 46

List five listening strategies that can aid effectively listening

Answer 46

1. Active Listening:
   Focus entirely on the speaker, avoiding distractions, and showing genuine interest in the message being communicated.
2. Take Notes:
   Jot down key points and important details to reinforce your understanding and retain the information.
3. Ask Questions:
   Clarify any doubts by asking questions during or after the discussion, ensuring a better understanding of the content.
4. Maintain Eye Contact:
   Show attentiveness by keeping eye contact with the speaker, which helps you stay focused and signals your engagement.
5. Summarize or Paraphrase:
   After listening, repeat or summarize the information in your own words to confirm your understanding and ensure accurate retention.

Question 47

Meetings are very critical in any workplace for the purpose of information sharing decision making and planning among many others they are many terms used in meetings define the following terms adjourn, postpone, quorum, agenda, proxy

Answer 47

Here are the definitions of the terms related to meetings:

1. Adjourn:
   To formally end a meeting or pause it temporarily, with the intention of reconvening at a later time or date.
2. Postpone:
   To delay a scheduled meeting or event to a later time or date, often due to unforeseen circumstances or the unavailability of key participants.
3. Quorum:
   The minimum number of members required to be present at a meeting to make the proceedings valid and decisions legally binding.
4. Agenda:
   A list or outline of the topics, issues, or items to be discussed or acted upon during a meeting, typically prepared in advance.
5. Proxy:
   A person authorized to represent another member at a meeting, usually in voting matters, when the original member cannot attend.

Question 48

Meetings are useful in workplaces they may not achieve their intended purpose if not properly handled explain five reasons why meetings may be considered unproductive

Answer 48

Here are five reasons why meetings may be considered unproductive:

1. Lack of Clear Agenda:
   When there is no clear agenda or purpose for the meeting, discussions can go off-topic, leading to wasted time and confusion. Without specific goals, participants may not know what to focus on, reducing the overall effectiveness of the meeting.
2. Poor Time Management:
   Meetings that run too long or fail to start and end on time can frustrate participants and waste valuable work hours. Without proper time allocation for each topic, meetings can drag on without accomplishing much.
3. Inadequate Participation:
   When only a few people speak or contribute during the meeting, it can result in missed opportunities for ideas and solutions. If participants are disengaged, distracted, or uninvolved, the meeting becomes less effective and unproductive.
4. Unnecessary Attendees:
   Including people who do not need to be at the meeting can waste their time and disrupt the flow of discussion. If only relevant stakeholders are invited, meetings are more focused and productive.
5. Lack of Action Items or Follow-up:
   A meeting without clear action items or follow-up plans can result in discussions that don’t lead to tangible results. If decisions aren’t made or assignments aren’t given, the meeting serves little purpose in advancing the work.

Question 49

There are many hindrances to effective communication
A) explain five barriers to effective communication
B) explain five ways that you can minimize each of the five barriers you mentioned in the above question

Answer 49

A) Five Barriers to Effective Communication:

1. Language Barrier:
   Differences in language or vocabulary can cause misunderstandings, particularly when the audience does not share the same level of understanding or fluency in a language.
2. Physical Barriers:
   These include environmental factors such as distance, noise, or poor infrastructure that can disrupt communication, such as unclear phone connections or background noise.
3. Emotional Barriers:
   Emotions like anger, fear, or stress can affect the clarity and tone of the message, causing the recipient to misinterpret the information being communicated.
4. Cultural Barriers:
   Differences in cultural backgrounds, beliefs, values, and social norms can lead to misinterpretations or misunderstandings between communicators.
5. Perceptual Barriers:
   These occur when individuals interpret the message based on their personal biases, experiences, or assumptions, leading to misunderstandings or faulty conclusions.

B) Ways to Minimize Each Barrier:

1. Language Barrier:

Use simple, clear language: Avoid jargon or complex vocabulary that may confuse the listener.

Clarify terms: If technical or unfamiliar terms are used, explain them.

Use visuals: Supplement communication with diagrams, charts, or visual aids to help convey the message.

Use translators or interpreters: For more complex communication needs, especially across languages.

Encourage feedback: Ensure the receiver has understood by asking for clarification or feedback.

2. Physical Barriers:

Minimize noise: Ensure the environment is quiet and free from distractions, especially in important communications.

Use better communication tools: Ensure that phones, email, or video conferencing tools work effectively, with clear connections.

Choose the right medium: For long-distance communication, use methods like emails or video calls that reduce disruption.

Ensure proper seating arrangements: For face-to-face meetings, make sure participants can hear and see each other well.

Follow up in writing: After phone calls or meetings, send a summary to ensure key points are communicated and recorded.

3. Emotional Barriers:

Stay calm: Maintain a calm and composed tone, even in stressful situations.

Listen actively: Understand the emotions behind the message before responding.

Empathy: Show understanding and sensitivity to others’ emotional states.

Pause before responding: If you’re emotional, take time to collect your thoughts before replying.

Create a safe space: Encourage open, non-judgmental communication by creating a supportive environment.

4. Cultural Barriers:

Be aware of cultural differences: Take time to understand the cultural norms and values of others.

Adapt communication styles: Adjust your communication approach to respect cultural preferences (e.g., direct vs. indirect communication).

Avoid assumptions: Don’t assume that everyone shares the same beliefs or customs.

Promote inclusivity: Be inclusive by actively engaging and respecting diverse perspectives.

Encourage open dialogue: Allow for questions and discussion to clear up misunderstandings related to cultural differences.

5. Perceptual Barriers:

Encourage open communication: Promote an open dialogue where feedback is encouraged to clarify understanding.

Be aware of biases: Actively work to recognize and challenge your own assumptions or biases when listening to others.

Ask clarifying questions: If something is unclear, ask questions to avoid misunderstanding the message.

Active listening: Pay attention to both verbal and non-verbal cues to understand the message more fully.

Provide feedback: After receiving a message, restate key points to ensure you understood it correctly and that the speaker knows their message was received.

By addressing these barriers proactively, communication can be more effective and efficient in any setting.

Question 50

Explain the following items that would be very useful during the course of study for a first year student at college
References and bibliography, feeling system, catalogue, periodicals, dictionaries

Answer 50

Here’s an explanation of the items that would be useful during the course of study for a first-year student at college:

1. References and Bibliography:

References: These are citations of sources you have used to support your work, research, or ideas. It is important to acknowledge the original authors to avoid plagiarism and give credit where it’s due.

Bibliography: This is a list of all the sources consulted during the research process, even if you didn’t directly cite them in your work. It shows the breadth of your research and helps others locate the same sources if needed.

2. Filing System:

A filing system is essential for organizing your study materials, notes, assignments, and other important documents in a way that makes it easy to retrieve them when needed. A good filing system can be physical (using folders and binders) or digital (using cloud storage or specific software) to keep everything orderly.

3. Catalogue:

A catalogue is a listing of books, journals, and other resources available in the college library. It helps students find and access materials related to their subjects of study. College libraries usually offer both physical catalogues (shelves with categorized books) and digital catalogues (online databases) for searching.

4. Periodicals:

Periodicals refer to publications that are issued regularly (e.g., newspapers, magazines, journals). In a college setting, periodicals often contain scholarly articles, research studies, and recent developments in various fields of study. Access to periodicals helps students stay updated with current trends and research in their academic disciplines.

5. Dictionaries:

A dictionary is an essential tool for understanding the meanings, pronunciation, and usage of words. It is especially useful when encountering unfamiliar terms or when improving your writing skills. Dictionaries are available in various forms, including physical copies, online versions, and specialized subject dictionaries (e.g., medical, legal, or scientific).

Question 51

State five parts of a formal report
Explain five preparations that you need to put in place in order to write a good report

Answer 51

Five Parts of a Formal Report:

1. Title Page: Includes the report title, author, and date.
2. Table of Contents: Lists sections and page numbers.
3. Introduction: Provides background and purpose.
4. Body: Contains findings, analysis, and discussion.
5. Conclusion and Recommendations: Summarizes findings and suggests actions.

Five Preparations Needed to Write a Good Report:

1. Understand the Purpose:

Before starting, clearly define the purpose of the report. Know what the report is meant to achieve (e.g., providing information, solving a problem, or making recommendations). This will guide the structure and content of your report.

2. Gather Relevant Information:

Collect all the data, research, and evidence necessary for your report. This may involve reading relevant books, articles, conducting surveys, or interviews. Ensure your sources are reliable and credible.

3. Organize the Information:

Organize the collected data logically. Create an outline to structure your report, ensuring a clear flow from the introduction to the conclusion. This will make it easier to write and ensure the report remains focused.

4. Plan Your Time:

Allocate enough time for each stage of the report-writing process: research, writing, revising, and editing. Having a timeline helps you avoid rushing and ensures you complete a well-thought-out and polished report.

5. Format and Presentation:

Decide on the format of the report (e.g., font size, margins, heading styles). Adhere to any guidelines provided (e.g., by your instructor or company). Proper formatting makes your report look professional and easy to read.

Question 52

With examples explain five advantages of receiving instructions
Describe five processes of getting permission at a workplace

Answer 52

Five Advantages of Receiving Instructions:

1. Clarity of Tasks: Instructions provide clear guidance on what is expected.
   Example: If a supervisor asks an employee to complete a report by Friday, the employee knows the deadline and the task at hand.
2. Improved Efficiency: With clear instructions, tasks are completed more quickly and effectively.
   Example: A worker given step-by-step instructions on operating a machine will reduce mistakes and save time.
3. Consistency: Instructions ensure tasks are performed uniformly.
   Example: Standard operating procedures (SOPs) ensure that all team members follow the same method for quality control.
4. Reduction of Mistakes: Clear instructions minimize misunderstandings that could lead to errors.
   Example: A chef receiving a detailed recipe is less likely to make mistakes in the dish preparation.
5. Increased Confidence: Knowing exactly what to do boosts the employee’s confidence and reduces stress.
   Example: An intern following a structured onboarding guide will feel more confident in their new role.

Five Processes of Getting Permission at a Workplace:

1. Identify the Need: Clearly define why you need permission.
   Example: If you want to take leave, explain the reason for absence (e.g., personal health).
2. Check Workplace Policy: Understand the rules for permission requests.
   Example: Review the company’s leave policy to determine how much notice is required for taking time off.
3. Submit a Formal Request: Write or verbally request permission from the relevant authority.
   Example: An employee requests time off from their manager through a formal email or form.
4. Wait for Approval: Allow the authority to review the request and give a decision.
   Example: After submitting a request for travel leave, wait for your supervisor to approve or deny it.
5. Follow-up and Confirmation: Ensure that permission has been granted and confirm the details.
   Example: After receiving approval for vacation leave, confirm the dates and any additional requirements with your supervisor.

Question 53

Explain five types of questions you would ask a candidate in an interview
Explain five techniques that can be used when composing business letters

Answer 53

Five Types of Questions to Ask a Candidate in an Interview:

1. Open-ended Questions: These encourage the candidate to elaborate on their experiences and thoughts.
   Example: “Can you describe a time when you had to overcome a significant challenge at work?”
2. Behavioral Questions: These help assess how the candidate has handled situations in the past.
   Example: “Tell me about a time when you worked successfully under pressure.”
3. Situational Questions: These assess how the candidate would handle hypothetical scenarios.
   Example: “How would you handle a situation where you need to meet a tight deadline, but your team is behind schedule?”
4. Skills-based Questions: These are used to assess specific skills related to the job.
   Example: “What tools or software do you have experience using that would be useful for this role?”
5. Motivational Questions: These help understand the candidate’s drive and enthusiasm for the role.
   Example: “Why do you want to work for this company, and what excites you about this position?”

Five Techniques to Use When Composing Business Letters:

1. Be Clear and Concise: Avoid unnecessary details and stick to the purpose of the letter.
   Example: In a resignation letter, simply state the reason for leaving and the date of departure.
2. Use Professional Language: Maintain a formal tone and use respectful language.
   Example: Instead of saying, “I want a raise,” say, “I would like to discuss the possibility of a salary review.”
3. Proper Structure: Organize your letter with a clear introduction, body, and conclusion.
   Example: Start with a formal greeting, followed by the main message, and end with a polite closing.
4. Proofread for Errors: Check the letter for grammar, spelling, and punctuation mistakes.
   Example: Before sending a proposal to a client, review it to ensure no errors are present.
5. Use Correct Formatting: Align the text properly, use appropriate fonts, and ensure margins are consistent.
   Example: A business letter should have your address at the top, followed by the recipient’s address, then the date, and a formal salutation.