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?

<p>By manually entering the information or using a menu command (B)</p> Signup and view all the answers

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

<p>Following proper email protocols and language (B)</p> Signup and view all the answers

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

<p>The email server is down or experiencing issues (A)</p> Signup and view all the answers

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

<p>To guarantee the message goes to the intended recipient (C)</p> Signup and view all the answers

What benefit does creating folders within folders provide?

<p>It organizes messages in a more complex manner for easier navigation (B)</p> 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?

<p>A few days to a week (B)</p> Signup and view all the answers

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

<p>Company-wide announcements (A)</p> Signup and view all the answers

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

<p>Using a casual tone (D)</p> Signup and view all the answers

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

<p>Employers have the right to read business emails. (A)</p> Signup and view all the answers

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

<p>Take time to calm down before writing the email. (D)</p> Signup and view all the answers

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

<p>One to two hours (C)</p> Signup and view all the answers

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

<p>With the letter A (B)</p> Signup and view all the answers

What is the significance of scheduling time for tasks?

<p>It helps you to control your time effectively. (B)</p> Signup and view all the answers

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

<p>F (C)</p> Signup and view all the answers

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

<p>They can remain on the list without action. (D)</p> Signup and view all the answers

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

<p>After the first pass of prioritization (C)</p> Signup and view all the answers

What is the first step in effective scheduling?

<p>Identifying the times available to work on tasks (B)</p> Signup and view all the answers

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

<p>Employing word-processing software (C)</p> Signup and view all the answers

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

<p>Being overwhelmed by assignments (C)</p> Signup and view all the answers

How can procrastinators often misjudge the urgency of their tasks?

<p>By completing tasks in the order they were assigned (A)</p> Signup and view all the answers

What is one method recommended to control procrastination?

<p>Understanding and clarifying assignment priorities (B)</p> Signup and view all the answers

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

<p>Create a list of daily activities (C)</p> Signup and view all the answers

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

<p>Waiting for the right mood to start the task (B)</p> Signup and view all the answers

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

<p>They feel capable of completing low-priority tasks (B)</p> Signup and view all the answers

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

<p>Consult your boss about which task is more important (C)</p> Signup and view all the answers

What is a potential consequence of switching tasks frequently?

<p>Reduced effectiveness in completing tasks (A)</p> Signup and view all the answers

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

<p>In chronological order with the most current date in front (D)</p> Signup and view all the answers

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

<p>By state names and years (D)</p> Signup and view all the answers

What does the SUBJECT SYSTEM classification focus on?

<p>Classifying papers by subject matter (C)</p> Signup and view all the answers

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

<p>Large companies managing many files (D)</p> Signup and view all the answers

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

<p>Placing the old and new year's files side by side (A)</p> Signup and view all the answers

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

<p>Cross-reference cards for complex subjects (C)</p> Signup and view all the answers

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

<p>To avoid confusion and the need for cross-indexing (B)</p> Signup and view all the answers

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

<p>The overall organization and flow of paperwork in the office (B)</p> 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.

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