QUESTION 1
Explain in details how development in communication technology has improved business communication with particular reference to * Computers * Internet * Networks * Email * Telefax * Video conference
ANSWER
Computers
Computers have affected the business world in a very significant way; they have enabled business people to be able to communicate more efficiently. Nowadays we rely on computers in every aspect of our life’s, to make bank transactions, to run automobiles and even at home. Most business people use computers to communicate since it is much faster and effective.
Advantages of computers
1. Computers are used as a tool for fast communication, one can send emails or scanned documents to another person and the message is received by within some few minutes.
2.a business man can use a computer for the purpose of record keeping one can store a lot of information in a computer ,it eliminates the use of files which can use a lot of space for storage.
3.it is easier to find a specific file if you want to share the information with the use of Search an application that allows the user to find documents very easily.
4. People can communicate across the globe, one can send an email to a person who is miles away and it is cheaper than a phone call.
5. People can work at home, with a computer one can work at the comfort of their house since you can submit your work via emails and a boss can also give instructions to employees with the use of a computer from his house.
6. Accuracy, a computer is more accurate than a man.
7. Even the blind can use computers to communicate since they have special programmes for them.

Disadvantage of computers
1. Health risks, by sitting down in one place one can suffer great risks of growing fat and eyesight can be damaged if one uses the computer.
2. Unemployement, due to the ability of computers to perform several tasks it has reduced the need of people in offices and it increases unemployment.
3. The data stored on a computer can be accessed by unauthorized persons through networks.
4. People use computers for negative activities, they hack the into other people information and use it for their own benefits.
5. Computers are not friendly to the environment, the process of manufacturing computers and its waste parts pollute the environment.

Internet
Before the internet the only way business people could communicate was face to face, over the phone or through letters. Now people can communicate faster and cheaper with the use of emails, video calls, and chat using social networks like face book and that is because of the internet. The internet is accessible even from mobile phones this makes it more efficient and effective and this is because it is accessed at any point.
Advantages of Internet
1. The internet makes communication very fast you can send emails and receive feedback within some few minutes.
2. Infomation on everything is available. One can search and get information on everything with the use of internet.
3. It is cheaper to communicate through the internet that is through emails or even video calls comparing to making calls.
4. Business people can provide inline services of E-commerce.
5. There is entertainment for everyone on the internet.

Disadvantages of Internet 1. Theft of personal information through the internet, there are people who know how to hack into other peoples information and thus it is not safe. 2. Malware threats the spread of viruses through the internet can destroy peoples computers which damages a lot of information. 3. Children might be exposed to age inappropriate sites, that is pornography and this might influence them negatively. 4. A lot of people can waste time when using internet this is because of social networking instead of doing something productive. 5. Health risks-prolonged use of internet can make one have problems with eyesight and one gets lazy and improper posture can lead to injuries.
Networks
A network is a group of two or more computer systems linked together in an organization to facilitate easy communication, from one server. It can be local network or wide area network.
Advantages of Networks
1. Sharing of programs and data-it becomes so easy to share programs and data files without wasting so much time.
2. It becomes easier for everyone in the office to print documents form one printer and this cuts the operational costs since sharing of peripheral devices is possible through networking.
3. It becomes easier to protect information since unauthorized people won’t have the passwords to access the systems.
4. Data recovery is easier when working on a network system in case of any accident.
5. There is better communication since it easier for employees to share information and when emailing the contact lists are available.

Disadvantages of networks
1. It is very costly to set up a networking systems and the organization has to spend a lot of money on it.
2. If there is a problem with the server it affects the whole organization and there are possible losses of resources.
3. Security threats since there are hackers who are always trying to steal valuable data from companies for their own benefits.
4. Over a period of time the cables will need to be replaced and that can affect the normal operations of that day.

Telefax
A fax machine has improved communication positively by making it easier to send or receive documents with a push of a button. It sends physical documents even without the use of computers and can be used to make phone calls.
Advantages of a telefax
1. Proof of sending because they provide receipts.
2. There is rapid document transfer since it is quick to send documents
3. It is cheap since it cut the cost of messengers.
4. A fax machine is simple to use.
5. They also serve as phones.
Disadvantage of a fax
1. It takes a long time to transmit the documents and that is not convenient for emergency messages.
2. Insecurity of documents since another person might receive the document instead of you.
3. If one makes a mistake and dials one wrong digit the document is sent to another person.
4. There is no immediate response and it is not the best if immediate feedback is needed.
5. The fax machine might run out of paper and the user might not know.

Video Conferencing
Video conferencing is the conduct of a conference with the use of telecommunication technology to allow two or more locations to communicate by simultaneous two-way video and audio transmissions. It is also been ‘visual collaboration’. Most business men have found this to be a very effective means of communication since it is very cheap.
Advantages of video conferencing
1. Video conferencing cuts the cost of travelling this is because one can communicate with a person who is miles away without having to travel and it face to face.
2. Increases productivity, this is because one can be in several places without leaving the office.
3. Thruogh video conferencing participants are able to see facial expressions of each other and this improves the communication relationships.
3. Through video conferencing one eliminates the time that could have been used to travel hence saving a lot of time.
4. With the use of internet video conferencing allows a user to share presentation and data whilst on a video conference call.
5. By saving time, the travelling cost and increasing the productivity there are tangible returns made to the organization.
6. It improves effectiveness since the problem of something can be shown and explained to the other person unlike explaining and describing in the phone.
Disadvantages of Video Conferencing
1. It is expensive, it is very costly to purchase the video conferencing systems and the maintain it.
2. Dependig on where you are in the world it might be difficult to get everyone at the same time because of different time zones.
3. It is only limited to a certain number of users.
4. If there is a problem with the data link the connection times out, even technology fails.
5. The camera might not be able to see all parts of the room
6. If the hardware breaks down for any participant they cant attend the meeting.

QUESTION 2
a) Explain briefly the difference between renting and leasing of office premises.
Leasing and renting are basically the same thing the only difference is the length of time. when one is leasing an office premise it means they have signed a commitment saying they will stay there for a specific period of time e.g.6months while in renting one does not sign a contract and has no defined period of residence and the landlord can make changes to the rent charges while in leasing landlord is binded by the terms agreed, on by both of them.
b) Highlight any 7 contents of a leasing contract. * Details of the lessor and lessee, and their addresses. * Details of the property leased that is its location and identification. * The effective day of commencement of the rent agreement and its duration * Declaration by the lessor that he is either the owner of the property or duly authorized by the owner to give the property on lease. * The lease rent and the mode of payment. * Notice period required for termination of the lease. * Signatures of the lessor and lessee * Who will bear the routine repair and maintenance expenses?

c) Explain the steps or stages involved in procurement of goods or services
First the department that needing the services or goods fills in the requisition form for requesting what they need and the quantity that will be needed and takes it to the person in charge of purchasing goods probably the stock keeper, then the store keeper sends an enquiry form to the suppliers asking them to give a quotation of the goods that have been requested. After receiving feedback the buyer then sends a purchase order to the suppliers. After that an advice note is sent by the supplier informing the buyer about the impending goods. Then after the goods have arrived there is a consignment note that is signed by the receiver usually the store keeper.

d) Explain in details how an organization can get prepared for a disaster
First you recognize the major types of disasters that might impact your business
Then establish a planning team that includes a cross-functional group of employees. Determine ways to communicate the plan to all employees.
Implement optimum shelter and evacuation procedures.
Provide specific guidelines for protecting employees, clients, customers and workplace facilities.
Determine back-up systems and/or off-site storage to protect key assets, documents and Information (such as financial data, databases, custom software, HR records, emergency Contact lists and insurance files, including copies of signed contracts and proof of ownership or proof of loss).
Practice your plan
Plan for the continuation of business operations, ideally with minimal impact to customers
Establish backups or understudies for critical employees.
Establish communication channels to contact all employees who may be dispersed following evacuations.
Determine ways to ensure payroll continuity.
Determine how to leverage services available through your employee assistance program (EAP) or establish one if your organization does not have a program.

QUESTION 3
Highlight the landlord tenant relationship
The landlord is the owner of the property and he receives the rent from the tenant, does all the repair and maintenance of common areas while the tenant is the one who pays the rent and ensures that he maintains cleanliness of the landlords’ property and ensures that he does not damage the property.