Meetings
What is the purpose of a meeting where employees discuss upcoming events and assign tasks?
Planning
Who is the first point of contact for visitors in an office?
Receptionist
What type of record would include birth certificates or business licenses?
Legal records
What type of stationery is used to send formal business letters?
Letterhead
What does an organizational chart show?
The structure of a company, including departments and reporting relationships
What is the name of the person responsible for leading a meeting and keeping it organized?
Chairperson
Name two key qualities of a professional receptionist.
Communication skills and organization
Which filing system arranges records by dates?
Chronological filing
What is a common use for an envelope in an office?
To mail documents securely
Who is usually at the top of an organizational chart?
The CEO or Managing Director
What document outlines the topics to be discussed in a meeting?
Agenda
Why is it important to maintain a clean and organized reception area?
To create a good first impression and ensure smooth visitor handling
What is one benefit of using electronic filing systems?
Saves physical space and allows for faster retrieval
Double jeopardy
Why are templates important in office documents?
They ensure consistency and save time
Why are organizational charts important?
They clarify roles, responsibilities, and reporting lines
What does the term "quorum" mean in the context of meetings?
The minimum number of members required to make decisions
Double Jeopardy
What is one proper practice when answering a business phone?
Answer promptly and state your name and organization clearly
Define the term "data security" in relation to records management.
Protecting digital information from unauthorized access or loss
What type of document would typically use a memo template?
Internal communication within a business
What is the relationship called when one employee reports to another?
Chain of command
Compare and contrast a formal and informal meeting.
Formal meetings are structured with agendas and minutes, while informal meetings are casual and may not follow a specific structure.
Explain how a receptionist handles a difficult visitor while maintaining professionalism.
Remain calm, listen actively, offer assistance or escalate to a supervisor if necessary.
Name two examples of administrative records.
Name two examples of administrative records.
Explain the difference between a file and a folder
A file contains documents; a folder is used to organize and hold multiple files.
Create a basic organizational structure with three departments: HR, Finance, and Sales.
[Expected answer: chart with three branches under a manager or CEO, each labeled accordingly]