Chapter Ten: Reading Assignment = Office Procedures

round table

What type of table would be used to reduce the appearance of differences in rank between participants?

1. Establish a meeting folder

2. Determine a meeting time

3. Reserve a meeting room

4. Key an agenda

5. Arrange for needed equipment

6. Notify the meeting participants

7. Use reminder systems

List 7 of the guidelines listed in the textbook to help plan for business meetings.

agenda

A(n) _____ is a document that lists the topics to be discussed at a meeting.

purpose

Every meeting should have a clear ________

1. All ideas are recorded, no matter how unrealistic they may appear.

2. Criticism of ideas is not allowed until all ideas have been expressed. Comments such as “that will never work” or “we tried that once already” may block the flow of ideas.

3. Explanations and combinations of ideas are encouraged. The value of brainstorming is that one idea may build on another.

List the three rules observed during a brainstorming process.

minutes

________ is the official record of the proceedings of a meeting.

quorum

A(n) _____  is the minimum number of people who must be present to conduct business at a meeting.

motion

A(n) ______ is a proposal formally made in a meeting.

second

A(n) ______  is a formal statement of support for a motion.

1. Did everyone in attendance actively take part in the meeting?

2. Did everyone seem interested and involved in the discussion?

3. Were the goals of the meeting accomplished?

4. Were appropriate decisions made?

5. Can I improve the ways I handled the issues or related to the people present?

Give the 5 questions a leader could consider when helping to evaluate a meeting.

teleconference

A(n) _____ is a meeting of three or more people in different locations.

itinerary

A(n) _______ is a document that gives detailed travel plans for a trip.

confirmation number

A(n) _____ _____ is a series of letters and/or numbers that identify a reservation

passport and visa

What two documents are required for foreign travel in most countries?

expense reports

A(n) _____ _____ is a form used to report travel expenses.