Office Assistant Unit 2

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Questions and Answers

What is the primary purpose of creating folders in your email?

To prevent spam messages from reaching you

To display messages in color for easy identification

To reduce the size of the inbox file

To store and organize messages efficiently (correct)

Which of the following is NOT typically included in a signature file?

Your phone number

Your e-mail address

Your hobbies (correct)

Your company website

What action should you take if a message you sent is returned to you?

Ignore the returned message and resend it later

Contact the recipient before checking the address

Change your ISP immediately

Review the routing information and verify the address (correct)

How can you add contacts to your email address book?

By manually entering the information or using a menu command Signup and view all the answers

To ensure professionalism in email communication, which practice should be followed?

Following proper email protocols and language Signup and view all the answers

What might be a reason for an email message not being delivered?

The email server is down or experiencing issues Signup and view all the answers

Why is it important to verify the recipient's email address before sending a message?

To guarantee the message goes to the intended recipient Signup and view all the answers

What benefit does creating folders within folders provide?

It organizes messages in a more complex manner for easier navigation Signup and view all the answers

How long should you typically wait for a response to an email sent to external recipients, unless it is urgent?

A few days to a week Signup and view all the answers

Which situation is most appropriate to use email for in a business context?

Company-wide announcements Signup and view all the answers

What should you avoid when sending an email to your boss?

Using a casual tone Signup and view all the answers

What does the text imply about email privacy in a workplace setting?

Employers have the right to read business emails. Signup and view all the answers

What should you do if you feel angry before sending an email?

Take time to calm down before writing the email. Signup and view all the answers

What is the recommended maximum time each task on your To-Do list should take to complete?

One to two hours Signup and view all the answers

How should high-priority tasks be marked on your To-Do list?

With the letter A Signup and view all the answers

What is the significance of scheduling time for tasks?

It helps you to control your time effectively. Signup and view all the answers

Which letter is designated for extremely low-priority tasks in the To-Do list system?

F Signup and view all the answers

What can happen to low-priority tasks after several weeks or months?

They can remain on the list without action. Signup and view all the answers

When is the best time to reevaluate the priority of your tasks?

After the first pass of prioritization Signup and view all the answers

What is the first step in effective scheduling?

Identifying the times available to work on tasks Signup and view all the answers

Which method can improve the organization of a To-Do list?

Employing word-processing software Signup and view all the answers

What is a common reason why people may procrastinate on their tasks?

Being overwhelmed by assignments Signup and view all the answers

How can procrastinators often misjudge the urgency of their tasks?

By completing tasks in the order they were assigned Signup and view all the answers

What is one method recommended to control procrastination?

Understanding and clarifying assignment priorities Signup and view all the answers

What action should be taken to analyze time spent on tasks?

Create a list of daily activities Signup and view all the answers

What might lead someone to delay an important task due to emotions?

Waiting for the right mood to start the task Signup and view all the answers

Why might someone perform low-priority tasks instead of important ones?

They feel capable of completing low-priority tasks Signup and view all the answers

What should you do if two projects conflict in terms of importance?

Consult your boss about which task is more important Signup and view all the answers

What is a potential consequence of switching tasks frequently?

Reduced effectiveness in completing tasks Signup and view all the answers

What is the primary way to organize papers within a folder?

In chronological order with the most current date in front Signup and view all the answers

How should multiple folders for a single client be organized during heavy correspondence?

By state names and years Signup and view all the answers

What does the SUBJECT SYSTEM classification focus on?

Classifying papers by subject matter Signup and view all the answers

For what type of company is a subject index particularly important?

Large companies managing many files Signup and view all the answers

What is a recommended practice for managing files at the beginning of a new year?

Placing the old and new year's files side by side Signup and view all the answers

What feature should a subject index include for better filing management?

Cross-reference cards for complex subjects Signup and view all the answers

Why is it helpful to have the alphabetical list of subjects simple?

To avoid confusion and the need for cross-indexing Signup and view all the answers

What must an administrative assistant be familiar with when setting up a subject classification system?

The overall organization and flow of paperwork in the office Signup and view all the answers

Study Notes

Procrastination

People procrastinate when they avoid important tasks in favor of more enjoyable activities.
Procrastination can be caused by:
- Difficulty prioritizing tasks
- Feeling overwhelmed by an assignment
- Waiting for the right mood
- Fear of failure
- Perfectionism
- Poor decision-making skills

Controlling Procrastination

Understand assignment priorities by:
- Communicating with your boss about deadlines
- Asking for clarification when conflicts arise

Maintaining an Activity List

Track daily activities to identify time spent on low-priority tasks.
Eliminate tasks not within your responsibility.
Reduce task switching.
Break larger projects into smaller, manageable tasks.

Prioritizing Your To-Do List

Divide tasks into priority levels using letters (A for high, F for extremely low).
Review high-priority items for potential demotion.
Sort the list with high-priority tasks at the top.

Keeping a To-Do List

Create a daily version of your To-Do list from a master list.
Don't be concerned about low-priority tasks that persist; be mindful of deadlines.

Scheduling

Develop a schedule by examining daily time availability and planning task allocation.
Schedule time for unexpected events.

Filing Systems

Organize files chronologically, with the most recent date in front.
Use separate folders for different time periods, clients, or projects.
Maintain an old year's files alongside the new year's for reference.

Subject System Filing

Organize papers by subject rather than by person or company.
Ensure a comprehensive, alphabetical subject list for easy navigation.

Subject Index

Create an index card for each subject heading and subheading.
Use cross-reference cards for complex subjects.

Email Organization

Create new folders for organizing emails in categories like projects, personnel, clients, or subjects.
Utilize folders within folders for further organization.

Email Address Book

Manually enter or import contacts into the address book for efficient addressing.

Signature Files

Create signature files in ASCII format to automatically include your contact information at the end of emails.

Returned Mail

Review routing information if a message is returned.
Verify the recipient address and notify your ISP or the recipient if the issue persists.

E-mail Protocol for Administrative Assistants

Use professional language and follow accepted e-mail rules.
Always verify recipient email addresses.
Allow extra time for responses to external recipients.
Use the phone for urgent messages.
Use e-mail for directions, requests, information to be saved or copied, and company announcements.

The Tone of Your E-mail at Work

Maintain a professional tone in emails, even with your boss.
Avoid writing emails when angry.

E-mail Privacy

Understand that company emails are not private.
Your employer has the right to access all emails sent and received using company resources.
Deleted emails may still be accessible by the company.

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Description

This quiz explores effective strategies to identify and control procrastination. It delves into prioritizing tasks, managing your to-do list, and understanding the root causes behind procrastination. Prepare to enhance your productivity by learning practical skills to combat these common challenges.