PROFESSIONAL RESPONSIBILITIES AND GROWTH

PROFESSIONAL RESPONSIBILITIES AND GROWTH

• Professional responsibility refers to the ethical and legal obligations individuals have in their careers.
• It includes integrity, accountability, respect, and adherence to industry standards and regulations.
• Professional growth is the continuous process of developing skills, knowledge, and expertise to advance in one's career.

CHAPTER 14 MEETING AND EVENT PLANNING

• Meeting:
  • An effective business tool.
  • An important component of conducting a business.
  • Example: Virtual Meeting
• Event Planning:
  • The process of planning and executing an event, from its initial concept to its completion.
  • Example: Organizing and arranging meeting locations for any events.

TYPES OF MEETING

1. Staff Meeting:
   • Occurs when an executive meets with members of his/her staff.
2. Committee Meeting:
   • Is established to solve a problem, monitor an issue, or complete a task.
3. Project Team Meeting:
   • Established to accomplish a specific project.
4. Customer/Client Meeting:
   • Are generally small, including only 2/3 people.
5. Board of Directors Meetings:
   • Are run with bylaws, written policies, and procedures that clearly define how the meetings are to be conducted.
6. Conferences and Conventions:
   • Involves a large number of participants.
7. Face-to-Face Meeting:
   • The traditional meeting, where people gather for face-to-face discussion of an issue or problem, is an important means of conducting business.
8. Electronic Meetings:
   • An economical alternative to meeting face-to-face.
   • Types of Electronic Meetings:
     • Audio Conferences:
       • Is a meeting in which a number of people can participate via telephone or some other devices.
       • It differs from a telephone conversation in that it involves more than 2 people in at least 2 locations.
       • Example: Telegram
     • Video Conferences:
       • Is a meeting in which two or more people at different locations use equipment such as computers, video cameras, and microphones to see and hear each other.
       • Example: Messenger
     • Web Conferences:
       • Allows events to be shared with remote locations using a computer and a network connection.
       • Typically allows information to be shared simultaneously across geographically dispersed locations.
       • Example: Googlemeet
       • Several Forms of Web Conferences:
         • Web Meeting:
           • Is a meeting in which 2 or more people at different locations communicate and share information via computers and a network connection, such as the Internet or a local area network.
         • Windows meeting space:
           • Is a program that lets users set up meetings and share documents, programs, or their desktop with others who have the same software.
         • Microsoft Lync Online:
           • Is a cloud-based communication tool that enables users to meet online and easily switch from chat to a meeting.
     • Webinar:
       • Is an online seminar used to share information with limited participant interaction, unlike more interactive web meetings.
       • Example: Zoom
     • Webcast:
       • A type of broadcast that is similar to a television broadcast, except it takes place over the World Wide Web.
       • Example: Live webcast or happen in real time.
9. International Meetings:
   • Common for upper-level managers.
   • Meeting with staff or clients outside the country.
   • Example: Meeting clients or investors in United States.

14.1 EFFECTIVE MEETING

• Whether you're a manager, supervisor, team leader, or employee, conducting a meeting gives you the opportunity to share ideas and information, collaborate with your coworkers, and address important issues and goals.
• Knowing how to properly conduct a meeting helps you run your organization more efficiently.

WHAT MAKES AN EFFECTIVE MEETING?

• An effective meeting involves several elements. The more you include, the more effective your meeting.
• Here's a qualities of an effective meeting:
  • There is a definite need for the meeting.
  • The purpose is stated clearly and understood by all participants.
  • The appropriate people attend.
  • An agenda is prepared and followed.
  • All members participate.
  • Productive outcome result.
    .

14. 2 MEETING ROLES AND RESPONSIBILITIES

• Meeting roles are designated positions assigned to individuals to help ensure that a meeting runs smoothly, stays focused on its objectives, and achieves productive outcomes.
• They facilitate discussion, decision-making, and the completion of all necessary tasks, both during and after the meeting.
• Assigning clear meeting roles and responsibilities is a good practice for organizing both in-person and virtual meetings.

Executive Responsibilities

• He or she must determine the purpose of the meeting, set objectives, select participants, and plan the agenda.

Determine the Purpose and Objectives

• Every meeting must have a purpose; without it, there is no need for a meeting.
• Every meeting should also have specific written objectives.
  Objectives clearly define the purpose and describe what is to be accomplished.

Select Participants

• Have knowledge that can contribute to meeting the objectives.
• Will be responsible for implementing the decision

Plan the Agenda

• Name of the group, department, or the committee
• Date and time of the meeting
• Location of the meeting
• Items to be discussed, in order of presentation
• Names of the individuals responsible for presenting each agenda item
• Background materials (if needed)

Leader Responsibilities

• The leader is the one who is in charge of the meeting.
• Sometimes the meeting leader will be your supervisor. At other times, particularly in team meetings, other employees may have the responsibility.

Follow the Agenda

• When the meeting begins, the leader should state the purpose.
• The leader should also review the objectives specifying what must be accomplished at the meeting and what was must be completed.

Manage the Meeting

• Meeting should begin on time, even if several people are not present.
• Waiting for others to arrive is not fair to the individuals who have made an effort to be on time.
• Just as important as starting on time is ending on time.

Evaluate the Meeting

• Did anyone take part?
• Were the participants creative problem solvers?
• Was the purpose of the meeting satisfied?
• Was the objectives meet?
• Were appropriate decisions made?

Administrative Professionals Responsibilities

• As an administrative professional, you have a number of responsibilities before, during, and after the meeting.
• You must communicate with your supervisor to clarify the meetings purpose and the duties you are expected to perform.

Confirm the Meeting

• At times the executive will require a meeting on a specific date and at a specific time; in this case, it will be your responsibility to confirm the meeting date and time with the expected participants.

Make other arrangements

• Other preparation must also be made for an effective meeting to occur.
  • Seating Arrangement:
    • Depends on the objective of the meeting and the participants.
    • There are five basic seating arrangements, namely: Rectangle, Oval, Circular, U-shaped and semi-circular.
      • Rectangular:
        • The rectangular arrangement allows the leader to maintain control since he or she sits at the head of the table.
        • This arrangement is most effective in formal meetings and is also effective when participants will be talking in groups of two or three.
        • Individuals seated next to or opposite each other have a chance to discuss issues as they arise.
      • Circular and Oval Arrangements:
        • The circular and oval arrangements work best when the purpose of the meeting is to generate ideas and discussion and the meeting is relatively informal.
        • These arrangements encourage collaboration, shared communication, and participation.
        • Attendees can make eye contact with everyone else in the group.
        • Communication channels are considered equal since no one person is in a dominant position
      • U-shaped and semicircular:
        • The u-shaped and semicircular arrangements work well for groups of six to eight people.
        • The leader retains moderate control since he or she is in a dominant position. Both arrangements are also good for showing visuals because the visuals can be positioned at the front of the configuration.
      • Equipment:
        • Determine what equipment, if any, is needed, and follow through to make sure it will be available.
        • It is a good idea to make a list of the necessary equipment and the arrangements that have been made.
        • List the person responsible (in-cluding yourself) for obtaining each item.
      • Food and Beverage:
        • For a morning meeting, coffee, tea, and juice can be provided for participants.
        • Water should also be available.
        • For afternoon meetings, you may want to provide coffee, tea, water, and soft drinks. Supplying beverages is not absolutely necessary, however. Check with your supervisor to see what he or she prefers. Prepare Material:
        • Often, the administrative professional is responsible for preparing materials for the meeting leader.
        • If the meeting is scheduled for an off-site location, you may need to include directions to the meeting location and instructions or suggestions on where to park. Make Final Preparation:
        • Shortly before the meeting begins, you should visit the meeting room.
        • Check to be sure the furniture is arranged as requested. Handles Duties During the Meeting:
        • The administrative professional's responsibilities during the meeting are varied.
        • For example, you may be expected to greet guests and introduce them to other participants.
        • Your courteousness, warmth, and friendliness can go a long way toward making people feel comfortable and getting the meeting off to a good start.
      • Handle Duties After the Meeting:
        • Your duties after the meeting include seeing that the meeting room is left in order, preparing the minutes, and handling other details.
        • These routing tasks should be performed after a meeting.

Participants Responsibilities

• As a leader has responsibilities, so do the participants.
• Their role is much broader than attending the meeting.
• Their responsibilities begin before the meeting and continue after it.

DURING THE MEETING

• Participants are responsible for arriving on time and contributing thoughtful, well-considered, and well-researched comments.
• Other responsibilities include:
  • Respecting the leader's role.
  • Listening to others without judging.
  • Participating responsibly without dominating the discussion.
  • Demonstrating courteous behavior to all other participants.
  • Taking notes.

AFTER THE MEETING

• Once the meeting is over, a participant's responsibilities do not end.
• The participant may be responsible for research, study, or action.
• He or she may be asked to work with a small group to prepare a recommendation for the next meeting.
• Whatever follow-up is necessary, the participant must be committed to carrying it out in a timely manner.

14.3 CONFERENCES AND CONVENTIONS

• Conferences and conventions are two types of events that companies put together.
• They’re both great opportunities for people to come together and learn valuable information while networking with others in their field.

What is a Conference?

• A conference is an event that resembles more of a meeting; attendees gather to hear typically one speaker talk about a certain topic.
• Conferences usually last a few days and limit the amount of audience interaction and discussion.
• This kind of event is more formal compared to a convention, with speakers chosen before the event and an event agenda typically set in place.

Before the Event

• Preparing for a regional or national conference takes months of work, and planning is extremely important.
• Good planning will ensure a smooth, successful conference; poor planning will result in a disorganized, ineffective conference.
• Two of the most important considerations are to determine the location and to arrange for meeting facilities.

During the Event

• Your responsibilities during the conference may include running errands, delivering messages to participants, and solving problems that arise.

After the Event

• After the conference, your basic duties involve cleaning up and following up.
• You must see that all equipment is returned, presenters are assisted with transportation to the airport; letters of appreciation are sent to presenters and others as appropriate, expense reports are filled out, and bills are paid.

What is a Convention?

• A convention is an event where a group of people interested in one topic gather at a specific place and time to discuss a said topic or make a decision.
• Typically, conventions are held every few years as opposed to once a month or twice a year by a company or organization, and usually last more than one day.
• No matter which type of event you choose to host, both conferences and conventions are great options.
• With both events, attendees can gain new knowledge and perspectives about certain topics either from industry experts or peers in the field.

Meeting and Event Planner

• Meeting or event planners coordinate the details of a meeting or conference as requested by a client.
• The client may be a business, an organization, or an individual. A meeting planner typically handles tasks such as these:
  • Determine and arrange for the meeting location.
  • Handle lodging arrangements.
  • Coordinate transportation to the meeting site for participants,
  • Plan meals and other food and beverage distribution.
  • Arrange all forms of electronic communication, such as e-mail, voice mail, video, and online communication.
  • Arrange presentation technology and audiovisual equipment
  • Select and hire entertainment or speakers
  • Assign exhibit space and work with exhibitors to resolve any issues
  • A more recent option for planners is to decide whether the goals of the meeting or conference can be achieved in a virtual format versus the traditional meeting format.
  • Your company or professional organization may hire a meeting planner to coordinate the details of a large meeting or conference.
  • You may work with the planner to explore ways to meet your company 's needs and stay within your budget.

Convention vs. Conference: A comparison chart

• Convention
  • Definition: An event where attendees gather at a specific location on a specific date and time to discuss a popular issue or make a decision.
  • Formality: Less formal and less serious than a conference.
  • Idea Sharing: The attendees are expected to share their thoughts and ideas amongst everyone.
  • Knowledge: A great place to network, discuss ideas, and learn from others involved with the topic.
• Conference
  • Definition: A conference is usually meant for discussing certain problems and/or consultation.
  • Formality: More formal and serious than a convention.
  • Idea Sharing: The sharing of ideas primarily comes from the speakers of the conference.
  • Knowledge: An event to learn from experts in a certain field.

CHAPTER 15 TRAVEL AND ARRANGEMENT

• Learning Objectives:
  • Understand how to make domestic travel arrangements.
  • Understand how to make international travel arrangements.
  • Implement organizational travel procedures.

TRAVEL ARRANGEMENTS

• It refers to all the necessary preparations which are to be done in advance before a trip.
• The primary factors of the preparation include booking tickets, accommodation, and making the necessary arrangements for travel and food.
• Here are some common types of travel arrangements:
  • Transportation
  • Accommodations
  • Activities and Tours
  • Travel Services
  • Online Travel Agencies

15.1 DOMESTIC TRAVEL

• Traveling domestically means exploring destinations within the borders of your own country.
• It involves visiting local cities, rural areas, or natural attractions without crossing international boundaries.

Types of Domestic Travel

• Domestic travel can take various forms, depending on interests and preferences.
• Common types include:
  • City Exploration
  • Nature and Adventure Trips
  • Cultural Tourism
  • Staycations

AIR TRAVEL

• Air travel refers to the movement of people or goods by aircraft, such as airplanes or helicopters, through the atmosphere.
• It's a mode of transportation that allows long distances to be covered quickly and efficiently, often used for domestic and international travel.
• Air travel typically involves airports, airlines, and regulated air traffic systems.

FLIGHT CLASSIFICATION

• The three common classes of flight accommodations are first class, business class, and economy class.
• While different airlines may use slightly different names, the classes are basically the same.
• Some airlines offer all three classes, while other airlines do not.

FIRST-CLASS ACCOMMODATIONS

• First-class accommodations are the most expensive and luxurious.
• Seats are more comfortable, are larger, and offer more legroom than those in economy class. A higher level of services is provided.
• Example:
  • First-class passengers are usually allowed to board and exit the flight before other passengers.
  • Free beverages and snacks are typically offered, and meals are served on long flights.
  • Headsets for listening to music or movies and personal media players may be provided at no additional cost.
  • First class offers more flight attendants per customer than other flight classifications, which means greater attention and service for each flyer.

BUSINESS-CLASS ACCOMMODATIONS

• Business-class travel is a level that falls between first class and economy class.
• Designed specifically for passengers traveling for business purposes, this flight classification is not available on all commercial airlines or flights.
• Typically, business class is offered on long-distance flights such as those between New York and cities on the West Coast.
• Business- class passengers generally board the plane before economy- class passengers.

ECONOMY-CLASS ACCOMMODATIONS

• Economy-class accommodations are typically the lowest- priced seats on the airplane.
• This classification is also called coach or tourist class.
  Economy-class seats are located in the main cabin area.
• They are closer together than in first class and generally than in business class.
  Fewer flight attendants are available to serve the needs of passengers because they have eliminated many traditional passenger services.
• In addition, low-fare airlines may offer limited flight schedules, fly into secondary airports, and serve fewer destinations.

TICKETING

• An e-ticket is an electronic ticket that represents the purchase of a seat on a specific flight, usually through a website or by telephone.
• This type of ticket has essentially replaced paper tickets.
• The buyer receives a ticket confirmation or receipt number, usually by e-mail or fax.
• To obtain a boarding pass, passengers may present their e-ticket information at an airport ticket counter, enter it at a self-serve kiosk near the ticket counter, check in online, printing the boarding pass themselves, or go paperless with a smartphone app that displays the boarding pass (this option is not available at all airports worldwide).

SECURITY

• Everyone who travels by air must go through air-port security checkpoints, and their baggage must go through security checkpoints as well.
• These checkpoints were developed to help prevent passengers from bringing anything on a plane that would enable them to take over or damage the plane.
• A variety of security precautions are taken at airports across the United States.
• In the context of traveling, security refers to the measures and procedures in place to ensure the safety of travelers, their belongings, and transportation systems.
• The following suggestions will help business travelers cope with airport security procedures:
  • Make sure nothing you pack or plan to carry is prohibited. Unacceptable items for carry-on and for checked baggage differ.
  • Wear shoes that can be removed easily.
  • Bring proper identification. An acceptable government-issued photo identification is required, such as a state-issued driver’s license, state ID card, military ID card, or passport
  • Arrive early. Airlines advise arriving at the airport from one to two hours before your scheduled departure. The recommended time varies, depending on the airline, departure city, and other factors.
  • Keep your identification and boarding pass in a convenient location.
  • Follow the screening guidelines. Take your lap top and other electronic devices from their cases and 3-1-1 plastic bags out of carry-on luggage. Remove jackets, coats, sweaters, belts, and shoes
  • Check to be certain you have all your belongings before you leave the security area, wallets, keys, jewelry, cell phones, etc. Watch your bags and personal belongings at all times.
  • Do not accept packages from strangers.
  • Report unattended bags or packages to airport security.
  • Report suspicious activities and individuals to airport security.
  • Know and be ready to comply with screening procedures.

AIRLINE CLUBS

• For the frequent business traveler, membership in an airline club may be a worthwhile investment.
• Major airlines provide private rooms for club members in large airports.
• Membership is available through individual airlines; fees vary.
• Some airlines clubs during a 24-hour period and one-time admittance passes that allow entry into a single club.
• Membership may also include privileges at some other airlines' club facilities.
• Airline clubs offer a variety of travel perks, including the following:
  • Computer equipment, fax, and copy machines
  • Conference rooms and lounge space
  • Reading material
  • Complimentary soft drinks, juice, and coffee
  • Alcoholic beverages
  • Pastries and snacks
  • Assistance with airline reservations
  • VIP transportation to a departure terminal

PARKING SERVICES

• Large airports generally provide free shuttle service from airport locations, however, you are charged for parking your car.
• The fee is based on the location of your car with parking lots closer to the airport being more expensive, and the time your car is in the lot.

COMPANY-OWNED AND CHARTERED PLANES

• Large organizations may have their own plane or fleet of planes if the amount of travel by company employees makes doing so advantageous.
• Some small airlines specialize in privately chartered jet service.
• In this instance, a business would rent an entire airplane rather than purchase seats on a commercial flight.
• Chartered planes are generally small, since most private chartering is for small groups of people.

LAPTOP SECURITY

• When traveling with a laptop computer, treat the computer as if it were cash.
• For example, put it on your lap or position it close to your body while you repack a bag in the airport.
• Some travelers secure laptops with security capable when leaving their hotel room.

GROUND TRANSPORTATION

• Ground transportation refers to any form of transportation that operates on land, as opposed to air or sea travel.
• It includes vehicles and systems used to move people or goods over roads and railways.

HOTEL RESERVATIONS

• Hotel reservations refer to the process of booking a room in a hotel in advance for a specific date or period.
• When you make a reservation, you are essentially requesting the hotel to hold a room for you, often providing your personal details and sometimes a deposit or payment to confirm the booking.

CAR TRAVEL

• Car travel means traveling from one place to another using a car.
• It involves driving or riding in a car, either for short commutes, long-distance trips, or leisure journeys.

RAIL TRAVEL

• Rail travel means traveling from one place to another using a train.
• It involves riding on a railway system, typically for medium to long-distance journeys, though some trains are used for daily commuting within cities.

15.2 INTERNATIONAL TRAVEL

• International travel involves traveling from one country to another.
• It’s more than just crossing borders; it’s an opportunity to explore new cultures, traditions, and landscapes.
• Traveling internationally means experiencing the diversity of our world firsthand and gaining a broader perspective on life.
• It’s about connecting with people from different backgrounds and embracing the unknown.
• Whether for leisure, work, or adventure, international travel opens doors to unforgettable experiences.

CULTURAL DIFFERENCES

• A basic understanding of the culture and business customs of the country the executive will be visiting will help you make appropriate travel arrangements.
• Information about countries can be obtained from a variety of resources, including:

Consulate of the country to be visited

• A consulate is an office of a government in a foreign city that acts to assist and protect citizens of the represented country.
• Check the consulate website of the country.

Travel Books

• Travel books with information about local customs and business practices are available in bookmarks and libraries.

Seminar and short courses

• Colleges and Universities often provide short courses or one-day seminars on the culture of various countries and tips on conducting business in specific countries.

The Internet

• Many websites and articles discuss international cultural differences and business etiquette.

International flights

• An international flight is a journey by air that begins in one country and ends in another, or a flight that begins and ends in the same country.
• It is the opposite of a domestic flight, which occurs entirely within a single country. Essentially, an international flight involves flying across national borders.
• Learn the appropriate greeting for the country you will be visiting Learn how to say “please” and “thank you” in the language of the country Do not criticize the people or customs of the country you are visiting.
• Show appreciation for the music, art, and culture of the country Remember that for most part business is conducted more formally in other countries than in the United States.
• Have business cards printed with your name and your company name in both English and the language of the country you are visiting.
• Dress appropriately-generally, business suits for men and conservative dresses or suits for women. Although dress in the United States has become more casual, you cannot assume this is true in other countries.
• Eat the food offered to you. Do not ask what you are being served. Show appreciation to the host.

Be courteous and respectful at all times.

• HERE ARE SOME INTERNATIONAL TRAVEL REQUIREMENTS:
  1. Passport: Obtaining a valid passport for international travel.
  2. Visas: Researching and obtaining necessary visas for destination countries.
  3. Travel Insurance: Purchasing insurance to cover unexpected medical or travel-related expenses.
  4. Vaccinations:
     • Consulting with healthcare professionals to determine necessary vaccinations for destination countries.
  5. Travel Documents:
     • Ensuring necessary documents, such as driver's licenses or health certificates, are valid and up-to-date.

15.3 ORGANIZATIONAL TRAVEL PROCEDURES

• An organizational travel procedure refers to a structured set of guidelines and protocols that an organization establishes to manage and oversee employee travel for business purposes.
• This procedure ensures that all travel activities align with the company's objectives, maintain compliance with internal policies, and promote cost-effectiveness.
• Key components of an organizational travel procedure include:
  • Booking and Approval Processes: Clearly defined steps for planning, requesting, and approving travel arrangements, ensuring that all trips are necessary and authorized.
  • Expense Management: Guidelines on allowable expenses, spending limits, and reimbursement procedures to control costs and maintain financial accountability.
  • Traveler Safety and Security: Protocols to ensure employee well-being during travel, including emergency contacts, and risk management strategies.
• Arrangements by the Administrative Professional Regardless of how travel arrangements are made, you as an administrative professional will be involved.
• The first time you help plan a trip for an executive, talk with the person about general travel preferences. Set up a folder when you learn about an upcoming trip, and place all notes and information relating to the trip in the folder.
• The folder is then available for instant referral when needed.
• If an executive is traveling by air, you need to know:
  • The name of the preferred airline (if the executive has a preference) as well as his or her frequent flyer program number.
• A frequent flyer program is an incentive program that provides a variety of awards after accumulating a certain number of miles. Whether the flight is to be direct (if possible) or whether the executive is willing to change planes.
• Less expensive lights are often available if the executive is willing to change planes. The class of flight preferred first class, business, or economy. If you are making arrangements for more than one top-level executive to travel to the name location at the same time, company policy may dictate that the executives fly on separate lights. With both executives on the same plane, both might be injured or killed if there were a serious accident.
  • SCHEDULE APPOINTMENTS AND MEETINGS:
    Whether the flight is to be direct (if possible) or whether the executive is willing to change planes. Less expensive lights are often available if the executive is willing to change planes. The class of flight preferred first class, business, or economy. SCHEDULE APPOINTMENTS AND MEETINGS:
• If you will set up appointments or meetings for the trip, be sure to consider any time zone differences.
• Jet lag is a feeling of exhaustion following a flight through several time zones. It causes prolonged Periods of fatigue and disrupts eating and sleeping cycles.
• If executives do not have the luxury of a full day before appointments or meetings, they can apply certain techniques to help with jet lag.
• Avoid scheduling appointments the day before the executive leaves on a trip and the day the traveler returns. SCHEDULE APPOINTMENTS AND MEETINGS:
  • Check the executive's calendar to see if any appointments have been scheduled for the period when the executive will be away.
  • Before preparing the itinerary, write, e-mail, or call the people your employer plans to see during the trip to confirm the appointments.
  • Verify addresses and directions from the hotel to the meeting locations. PREPARE A ITINERARY: * The itinerary is a must for you and your employer, if you are working with a travel agency, the agency will prepare an itinerary that includes flight numbers, departure and arrival times, car rentals, and hotel reservations.
  • An appointment schedule may be prepared on paper or printed from calendar software. It should include the following information:
    • City, date, and time of the appointment
    • Individual or group involved in the appointment
    • Location (including room, building name, and street address if it is an unfamiliar location)
    • Telephone number of location
    • Special instructions or remarks
  • When preparing an itinerary, include the following information:
    Flights: Include flight numbers and times as well as the name of the airport and airline. Hotel: Include the name and address, telephone number, and confirmation number.
  • It may also be helpful to include the type of room reserved, hotel amenities, and nearby restaurants Rental car Include the company name, telephone number, type of car, and confirmation number
    Give directions on where the rental office is located. Transportation.
  • If the executive will use a transportation service, include the company name, telephone number, and confirmation number.
  • Meetings or appointments. Include a contact name or number the traveler can call if he or she has questions or is delayed. Include diving directions if needed.
  • PREPARE AND ORGANIZE MATERIALS:
    Several items may be needed for a trip.
• If it is an international trip, items such as passports, medications, business cards, and small gifts may be necessary. Whether the trip is domestic or international, several items usually must be prepared, such as proposals, reports for meetings, and presentation materials.
• Once the materials have been prepared, the administrative assistant assembles the appropriate number of copies and gives them to the executive. The traveler needs items such as these:
  • Itinerary
  • E-ticket confirmations
  • Passport and visas
  • Calendar or appointment schedule
  • Credit cards and currency
  • Hotel and rental car confirmation numbers
  • GPS device and appropriate addresses
  • Special materials, reports, or presentation materials
  • Business cards
  • Cell phone or smartphone and tablet or laptop
  • Information on organizations to be visited
  • Reading materials
  • DETERMINE PROCEDURES:
    Find out who will be in charge during the executive's absence Check to see if the executive is expecting important papers that should be forwarded. Be sure you understand how to handle all incoming mail, both email and traditional mail. The execu-tive may want you to refer all mail that has a dead-line to another executive within the organization, answer routine mail, and retain other mail until he or she returns.
• Duties During the Executive's Absence:
  Your pace may be somewhat slower while the executive is out of the office, or it may accelerate.
  Your responsibility is to handle the workflow smoothly and efficiently during the traveler's absence.
  YOU must make wise decisions within the scope of your responsibilities during the executive's absence.
• You should know which matters to handle yourself, which to refer to someone else in the company, and which to refer directly to the executive through an email, a telephone call, or a fax. Make sure you un-derstand your responsibilities and make appropriate decisions when necessary.
• Post-Trip Activities: When the executive returns, you should brief him or her on any important activities that occurred at the office during the trip. HANDLE CORRESPONDENCE, MESSAGES, AND APPOINTMENTS The executive will probably have specific preferences for the handling of correspondence, messages, and appointments while he or she is away. For example, the executive may direct you to forward all correspondence or email a PDF of a report as soon as it is done, or he or she may wish to attend to those items upon returning.
  • EXPENSE REPORTS:
    Following a trip, many organizations require employees to prepare an expense report and turn in receipts for expenses above a certain amount.
  • The following information is often included on an expense report:
    • Employee name and department
    • Date of expense
    • Category of expense (meals, lodging, airfare)
    • Description of entertainment expenses (lunch with client Tom Chung)
    • Expense amount (converted to U.S. dollars if the expense is from international travel)
      Receipts if required (some organizations do not require receipts if a corporate credit card is used or if the expense is below a certain dollar amount)
    • Employee signature and date
    • Supervisor signature and date
  • FOLLOW-UP CORRESPONDENCE
    The executive may need to write several follow-up letters after the trip. For example, he or she may want to send thank you letters to the executives or dents contacted on the trip. Customers or potential customers may be sent information on products of services, Contracts may be written and mailed. The executive may also need to answer correspondence that accumulated during the trip or ask you to respond to certain items.

CHAPTER 16 WORKPLACE MAIL AND COPYING

• EFFECTIVE USE OF EMAIL IN THE WORKPLACE Email is one of the most used forms of communication in the office because it is fast and has a wide reach.
  • GUIDELINES FOR USING EMAIL EFFECTIVELY IN THE WORKPLACE
    1. Use simple language - Avoid using technical terms when writing email messages. For your email to be effective, the recipient should spend as little time as possible understanding the message.
    2. Insert the sender's email address last