Question 1

When you begin keeping your manager's appointment calender, which of the following should you learn?
A) Your manager's preferences for scheduling
B) How much time appointments should take
C) Which appointments should be given priority
D) All of the above

Accepted Answer

When managing your manager's appointment calendar, it's crucial to understand their scheduling preferences, how much time different appointments should take, and which appointments should be prioritized. This ensures efficient and effective time management.

Question 2

Office automation systems are available that enable the user to switch from one function to another with what simple keystroke?
A) Alt+Tab
B) Del+Enter
C) Ctrl+Alt
D) Ctrl+Enter

Accepted Answer

Alt+Tab is the common keyboard shortcut used to switch between open applications in Windows, making it a simple keystroke for moving from one function to another in an office automation system.

Question 3

Automated calendaring systems allow you to do all of the following EXCEPT
A) send selected automatic e-mail messages.
B) enter items in the tickler file.
C) add reminders.
D) note any items that need to be acted on at a definite time of day.

Accepted Answer

Automated calendaring systems are designed to manage schedules and reminders, including entering items in a tickler file (B), adding reminders (C), and noting items that need action at specific times (D). They do not inherently send automatic email messages (A); this function would typically require integration with an email system or additional software.

Question 4

Web-based calendars
A) are scaled-down versions of the all-in-one schedule, e-mail, and address book software that you find on your desktop computer.
B) allow you to store information online.
C) can be found free on the Internet.
D) All of the above.

Accepted Answer

Web-based calendars indeed offer a scaled-down version of comprehensive scheduling, email, and address book functionalities found in desktop applications, allow users to store information online, and many are available for free on the Internet.

Question 5

The next step that an office professional should take after establishing that his or her manager is the person the caller should see is to
A) interrupt the manager to ask if the appointment will be granted.
B) decline to place the appointment.
C) ask the caller to call again when the manager is free.
D) give the caller a definite appointment and tell him or her you will confirm this with your manager.

Accepted Answer

The correct approach is to give the caller a tentative appointment and then confirm with the manager. This ensures the caller is not left waiting and shows efficient handling of the situation. Interrupting the manager or asking the caller to call back can be disruptive or inconvenient.

Question 6

Unless special arrangements have been made, a meeting between a subordinate and a manager is expected to be held in the
A) subordinate's office.
B) manager's office.
C) cafeteria.
D) conference room.

Accepted Answer

Typically, meetings between a subordinate and a manager are held in the manager's office, as it reflects the manager's authority and provides a private space for discussion.

Question 7

Which of the following would you avoid doing when canceling an appointment your manager had made?
A) Offer to schedule another appointment.
B) Explain exactly why the manager is canceling the appointment in specific terms.
C) Mention the appointment must be changed.
D) Express regret on your manager's behalf.

Accepted Answer

Explaining exactly why the manager is canceling the appointment in specific terms might not always be appropriate, especially if the reasons are confidential, personal, or could potentially harm business relationships. It's often better to keep explanations general unless specific details are necessary and appropriate to share.

Question 8

To leave the impression of a well-organized office for visitors to see, which of the following habits should you develop?
A) Follow through by clearing your desk of materials you are not using.
B) Remember that completion of each task includes "putting away".
C) Designate and use specific locations for supplies, files, and work-in-progress.
D) All of the above

Accepted Answer

All the habits listed contribute to maintaining a well-organized office, which leaves a positive impression on visitors. Clearing the desk, putting things away after use, and designating specific locations for items are all effective organizational practices.

Question 9

When a visitor who has an appointment arrives, you should
A) not keep a visitor who has an appointment waiting.
B) make the visitor feel comfortable and visit with him or her until it is time for the visitor's appointment.
C) allow the visitor to wait when more pressing work is due.
D) invite the visitor who must wait to reschedule the appointment.

Accepted Answer

It is important to respect the visitor's time and not keep them waiting if they have a scheduled appointment.

Question 10

When needing to help your manager terminate a meeting with someone, your options are all of the following EXCEPT
A) send a text message to the manager's cell phone.
B) bring the next visitor to the door so the manager's present visitor will terminate the meeting.
C) find out ahead of time if your manager wishes you to aid in terminating appointments of visitors who overstay their time.
D) All of the above.

Accepted Answer

The answer of When needing to help your manager terminate...

Question 11

To assure you are secure and safe at your office, you should
A) be aware of any procedures established to safeguard your personal security in your office setting.
B) be sure to lock your office door when you leave for lunch or to attend meetings.
C) not take security for granted.
D) All of the above.

Accepted Answer

All the options listed are practical measures to enhance personal security in an office environment. Being aware of security procedures, locking doors when absent, and not taking security for granted are all important steps to ensure safety.

Question 12

Which of the following guidelines should you avoid doing when a visitor is abusive?
A) Apologize if it is appropriate to do so.
B) Be diplomatic, courteous, and treat the abusive visitor with respect.
C) Listen to the visitor's spoken words, but also listen to the unspoken words--that is, to the visitor's tone of voice and body language.
D) You should tolerate the abuse to avoid the company possibly being sued.

Accepted Answer

Tolerating abuse from a visitor is not advisable as it can compromise the safety and well-being of the staff. It's important to handle the situation professionally without subjecting employees to abusive behavior.

Question 13

When someone whom the manager wishes to see calls to cancel an appointment, an efficient office professional will
A) discourage the caller from making another appointment.
B) tell the caller you will check with the manager to see if it is okay to cancel.
C) try to persuade the caller to keep the appointment.
D) offer to make another appointment.

Accepted Answer

Offering to make another appointment is the most efficient and professional response, as it ensures that the manager's desire to see the person is eventually fulfilled while accommodating the caller's need to cancel the original appointment.

Question 14

When a visitor must wait to see your manager, the office professional is expected to
A) immediately apologize and indicate the day has been hectic and explain in detail so the visitor will understand the delay is not your fault.
B) ignore the caller and continue working.
C) invite the visitor to have a seat, make them feel at ease, then continue working.
D) visit with the caller until the time of the appointment.

Accepted Answer

The professional approach when a visitor must wait is to make them comfortable by inviting them to have a seat and trying to make them feel at ease, then continuing with your work. This balances hospitality with productivity.

Question 15

When hosting international visitors an office professional should
A) research cultural attitudes about time in the visitor's culture.
B) locate the visitor's nearest consulate office.
C) learn a few words and phrases in the visitor's language.
D) All of the above.

Accepted Answer

All the options are appropriate actions when hosting international visitors. Researching cultural attitudes about time can help in scheduling and respecting the visitor's cultural perspective on punctuality. Locating the nearest consulate office is a precautionary measure for any emergencies or requirements the visitor might have related to their home country. Learning a few words and phrases in the visitor's language is a courteous gesture that can make the visitor feel welcomed and respected.

Question 16

When receiving visitors, your duties are
A) to present a positive image for yourself, your manager, and the organization.
B) to help visitors, within the policy limitations of the organization, to accomplish their purposes for coming to your office.
C) to carry out your manager's wishes.
D) All of the above.

Accepted Answer

All of the options listed are part of the duties when receiving visitors. Presenting a positive image, helping visitors within organizational policies, and carrying out the manager's wishes are all important aspects of handling visitors effectively.

Question 17

When your manager needs special materials for a meeting, anticipate the needed items and have them ready. They might include all the following EXCEPT
A) brochures or handouts to be distributed.
B) notes taken during previous meetings.
C) a list of tomorrows appointments.
D) the presentation to supplement his or her speech.

Accepted Answer

A list of tomorrow's appointments is not typically a material needed for a meeting presentation or discussion. The other options directly support the content or logistics of the meeting itself.

Question 18

If a salesman drops in unexpectedly, ask the purpose of the visit to determine if
A) you should tell the salesperson your manager is not seeking the product or service.
B) you should offer to make an appointment for the salesperson with your manager.
C) the salesperson should see someone else.
D) All of the above.

Accepted Answer

Asking the purpose of the visit helps in determining whether the salesperson should be informed that the manager is not interested, whether an appointment should be made, or if they should be directed to someone else.

Question 19

When a visitor indicates the nature of his or her visit is confidential which of the following are some hints to use to screen visitors?
A) Ask the visitor a direct question to see if the visitor will be evasive ore refuse to give the reason which would alert you the salesperson is trying to sell something.
B) If the visitor refuses to explain the purpose of the visit, try offering help.
C) Establish clear guidelines with your manager about screening visitors.
D) All of the above.

Accepted Answer

All the options provided are strategies to effectively screen visitors who indicate their visit is confidential. Asking direct questions can help gauge the visitor's intentions, offering help can open a dialogue for understanding the visit's purpose, and establishing guidelines with a manager ensures a consistent approach to screening.

Question 20

When refusing appointments on those days your manager has blocked time to work, you should
A) not say your manager is solidly book with appointments unless it is true.
B) not pretend he or she is "In conference."
C) simply state your manager cannot crowd anything more into today's schedule.
D) All of the above.

Accepted Answer

All options A, B, and C are correct practices when refusing appointments on days your manager has blocked time to work. They emphasize honesty and clear communication without giving unnecessary details or fabricating reasons.

Quiz 10: Scheduling Appointments and Receiving Visitors

When you begin keeping your manager's appointment calender, which of the following should you learn?

Office automation systems are available that enable the user to switch from one function to another with what simple keystroke?

Automated calendaring systems allow you to do all of the following EXCEPT

Web-based calendars

The next step that an office professional should take after establishing that his or her manager is the person the caller should see is to

Unless special arrangements have been made, a meeting between a subordinate and a manager is expected to be held in the

Which of the following would you avoid doing when canceling an appointment your manager had made?

To leave the impression of a well-organized office for visitors to see, which of the following habits should you develop?

When a visitor who has an appointment arrives, you should

When needing to help your manager terminate a meeting with someone, your options are all of the following EXCEPT

To assure you are secure and safe at your office, you should

Which of the following guidelines should you avoid doing when a visitor is abusive?

When someone whom the manager wishes to see calls to cancel an appointment, an efficient office professional will

When a visitor must wait to see your manager, the office professional is expected to

When hosting international visitors an office professional should

When receiving visitors, your duties are

When your manager needs special materials for a meeting, anticipate the needed items and have them ready. They might include all the following EXCEPT

If a salesman drops in unexpectedly, ask the purpose of the visit to determine if

When a visitor indicates the nature of his or her visit is confidential which of the following are some hints to use to screen visitors?

When refusing appointments on those days your manager has blocked time to work, you should