MISC
List 5 occupations that work in the office.
- Secretary / Executive assistant
- Receptionist
- Customer service representative
- Accountant, account manager
- Salesman
- IT engineer / technician
- Web developer
- Manager
- Human resources manager
- Laywer / barrister / solicitor
- Publicist
- Journalist
Name at least 5 non-electric objects that can be found on he desk in the office.
Pins, paper clips, a clibpoard, notebooks, a binder, in/out tray, scissors, a calculator, folders, files, hole punch, a stapler, staples, staple remover, a diary, a desk lamp …
What do we use the photocopier in the office?
To make a physical copy of adocument.
Give 3 examples how is the communication realised in the office.
- Meeting
- Phone call
- E-mail
- Office chat app
- Small talk
Describe the secretary looks.
She should dress smartly, a skirt and a blouse might be good as well as a skirt suit or an elegant dress with high-heel shoes.
Explain why do the companies have accounts on the social networking sites.
Companie usually try to promote their product/services to boost their sales. These advertisements also help the company to get more business partners.
Name at least 5 electrical objects that can be found in the office.
A phone, a photocopier, a shredder, a fax machine, a PC, a tablet
What is the shredder used for in the office?
To destroy private, confidential, or otherwise sensitive documents.
Give 5 examples of phrases that the secretary commonly uses during the phone conversation.
- Good morning! Diggs&Dirk, Alice Turner speaking.
- How can I help you?
- Hello, Diggs&Dirk, this is Alice.
- Could I ask who's calling, please?
- I’m sorry, she/he’s not here today. Can I take a message?
- Do you mind waiting a few minutes?
- Thanks for calling.
- I'm calling to clarify …
- Could you tell me the address of Friday’s networking event?
- Could you spell that for me, please?
- May I (please) speak to Mr. Smith?
- When is a good time to call?
- I'd like to leave him/her a message…
- Shall we say January 20?
- How about the following week?
- Would the week of January 18 work for you?
What kind computer skills should secretary be able to use? (List at least 3 examples).
- MS Office (Word, Excel, POwerPoint)
- Typing
- Scanning and printing
- Using internet browser
- Using company apps
Pick 2 of the following terms and list their advantages od disadvantages. (3 examples in total)
OFFICE x CUBICLES x OPEN-SPACE
Office x Cubicle
- O: more privacy, less distractions, isolation of the rest of the staff, prestige (a sign of superiority), they promote individual status over team performance. representative function
Read the following definition and name the described object:
It is a piece of office furniture characterized by drawers that hold papers in vertically placed folders. It is mainly used to store documents, but it also facilitate organizing, removing, and using such documents.
A file cabinet
List at least 4 advantages and/or uses of a telephone in the office settings.
- Quick and iformal communication
- A way to arrange meetings/appointments
- Portability (a mobile phone)
- If you cannot answer the phone because you are out or busy, you will find a record saying who has called and when
- There is a reminder app which gives you a signal to remember some important note like appointment at the doctor´s or your friend´s birthday
- It inciludes a calendar which gives you a survey about the days and weeks
- It is quite common to use SMS or MMS systems which allow you to send some short message or a photo
Give at least 4 examples how is the secretary involved in the communication in the office.
- She arranges and services the meetings
- She makes appointments
- She is taking the phones and messages
- She uses the e-mail to communicate with other companies or staff members
- She prepares necessary documents such as reports, scripts etc.
- She sorts, files, separates and/or stores all kinds of business documents,
- She keeps the filing syste in order
Describe how the secretary should present herself during face-to-face communication. (Give 5 examples)
1.) When she talks to someone it is very important to show interest
2.) She should pay compliments
3.) She should use friendly body language
4.) She should keep an eye-contact
5.) She should keep an open posture and smile
6.) If she receives friendly messages she shold send friendly messages back
7.) She should pay attention, ask questions, listen carefully, not interrupt the other person ́s speech unless she is asked to
People working in the office spend a lot of time sitting. What kind of exercises should they employ to get healthier?
- Shoulder rolls
- Neck rolls/massage
- Lunges
- Short walks every 30 minutes
- Wrist and finger stretches
- Squats
- Wall sits
- Active sitting
Read the definition and name the following occupation:
It's a person whose job is to persuade the customer to buy the company's products. Sometime it involves promoting commercial products or services, either in a shop or visiting locations to get orders.
A salesman
List 5 computer parts that aren't hidden in PC case. Then pick one and explain it's function.
- Monitor
- Keyboard
- Mouse
- Speakers
- Mic
- Printer
- Webcam
List the ways how the people communicate.
1.) we can talk (verbal communication)
2.) we can write (e-mail, letter, postcard, text message, note, message etc. – written communication)
3.) we can gesticulate, mime, pantomime (non-verbal communication)
List at least 5 skills a good secretary should have:
- Good communication, customer service and relationship-building skills
- Teamworking skills
- Organisation and time management skills
- Attention to detail
- Flexibility
- Tact, discretion and diplomacy
- The ability to use standard software packages (eg Microsoft Office) and to learn bespoke packages if required
Give at least 4 examples of office documents.
- Invoice
- Complaint
- Offer
- Receipt
- Price list
- Catalogue
- Order forms
- Report
- Income statements
- Employment agreement
- Meeting minutes
Read the following definition and name the described term:
What do we call a company department that provides the assistance and advice to those people who buy or use its products or services?
Customer service
List 5 components hidden in a computer case. Then pick one and explain it's function.
- CPU = retrieves and executes information
- Motherboard= the backbone that ties the computer's components together at one spot and allows them to talk to each other
- Graphic card = responsible for rendering images to the display
- Sound card = The sound card can accept an analog sound (as from a microphone or audio tape) and convert it to digital data that can be stored in an audio file
- Power supply = converts the alternating high voltage current (AC) into direct current (DC)
- Hard disk = stores the operating system, applications, and data files such a documents, pictures and music that your computer uses
- RAM = gives applications a place to store and access data on a short-term basis
Explain why/how the manner of the communication depends on the relationship we have with the people we communicate with.
Conversation or any communication depends on the situation and the message we are trying to convey.
E.g. Conversation with the teachers or superiors in the office would be probably more formal that a conversation within our family.
As such, it would affect the tone, vocabulary and grammatical structures.
What are the duties of a secretary?
(Give 5 examples aside from making coffee and watering the plants.)
- Organising and servicing meetings
- Circulating agendas and reports
- Taking minutes
- Maintaining diaries and arranging appointments
- Answering calls, taing mesages and handling correspondence
- Typing and preparing the reports
- Acting as a receptionist and/or meeting and greeting clients