Office Orientation
What is the name of the diagram that shows who is the boss and who reports to whom in a company?
What is an Organizational Chart?
Why is a well-functioning and organized reception area critical to a modern business?
What is because it promotes a positive image of the organization?
What is the primary disadvantage of using oral (spoken) communication in a business environment?
What is that it lacks a permanent written record?
What is the business term for a meeting that is "arranged quickly for a single, specific emergency purpose"?
What is an Ad hoc meeting?
What is the name of the document that outlines the day-by-day plan of a business trip, including travel dates, hotel details, and flight times?
What is an Itinerary?
When management is designing a workspace to avoid physical injury and workplace stress, they are focusing on this concept.
What is Ergonomics?
Which system or document would a receptionist use specifically to keep a formal record of every visitor entering and leaving the building?
What is the Visitors' Register (or Visitors' Log)
In business communication, "Semantics" becomes a barrier when there is a breakdown in what?
What is the meaning or interpretation of words/jargon used?
What is the term for the minimum number of members who must be present to make a meeting's decisions legally binding?
Quorum
What is the official stamp or document issued by a foreign embassy that permits a business traveler to enter and work in their country?
What is a Visa?
In an office hierarchy chart, the relationship between a supervisor and a direct subordinate is described by this directional term.
What is a vertical relationship?
If a client with a scheduled 9:00 AM appointment and an unexpected walk-in visitor arrive at the desk simultaneously, how must the receptionist prioritize them?
What is attending to the scheduled appointment first (scheduled visitors always have priority over unscheduled ones)?
Which formal document is used to send brief messages, updates, or instructions to employees within the same organization?
What is a Memorandum (Memo)
If a meeting was held on November 25, which document must be checked to find a word-for-word or official summary of what was discussed and decided?
What are the Minutes of the meeting?
An administrative assistant compiles all relevant passenger documents, tickets, schedules, and reservations into this single, easy-to-carry folder for the executive.
Matchbox Ltd is structured so that each department has complete, separate control over its own mail, typing, photocopying, and filing. What is the specific term used to describe this method of organizing office functions?
What is decentralized?
This central telephone system allows a receptionist to manually or automatically direct multiple incoming calls to different departments.
What is a Switchboard (or PBX/PABX system)?
This specific book is used by mailroom clerks to record details of all letters and packages delivered to the office.
What is the Incoming Mail Register?
In a formal business meeting, what is the role of a "proxy"?
What is to attend and vote on behalf of an absent member?
Convert these to the time on a standard 12 hr clock
15:30 hrs
18:40 hrs
3:00 hrs
3:30 pm
6:30 pm
3:00 am
An administrative clerk must show fairness and avoid bias when dealing with staff. This personal attribute is known as what?
What is Equity?
State two ways a receptionist can actively maintain the tidiness and professional look of the reception area.
What are keeping the desk clutter-free and ensuring reading materials/brochures are neatly arranged? (Accept any two reasonable answers).
If an administrative assistant needs to mail a highly confidential contract to an overseas client and must have legal proof of delivery, which postal service should they select?
What is Registered Mail?
This document lists the topics to be discussed in the order they will be addressed and is distributed to participants before the meeting starts.
What is the Agenda?
Identify which travel document is a legal requirement for entering certain tropical countries (such as showing proof of a Yellow Fever vaccination)
A health certificate ( to be specific International Certificate of Vaccination )