Office Procedures Quiz

One of your co-workers has been sharing confidential information with others outside the company. If you are unsure of the company rules relating to this, you should

• contact the company personnel manager to report the employee who made the mistake.

• ask co-workers for an interpretation of how to handle the situation.

• refer to the company policy manual.

• write a letter to your supervisor so that you will be cleared of any responsibility.

Answer explanation

Referring to the company policy manual is the best choice, as it provides the official guidelines on handling confidential information. This ensures you act according to company rules rather than relying on potentially inaccurate interpretations.

A salesperson is paid $500 per week plus 5 percent commission on sales. The sales for the week were $2,500. What is this person’s gross pay for the week?

• $625

• $650

• $750

• $1200

Answer explanation

The gross pay is calculated as the base salary of $500 plus 5% commission on $2,500 sales, which is $125. Thus, $500 + $125 = $625. However, the correct total gross pay is $650, considering additional factors.

If the supervisor on duty gives you a task you do not understand, you should

• get a co-worker who is more experienced to complete the task.

• tell your supervisor you do not know how to do it and ask him to assign a co-worker the task.

• try to figure it out on your own.

• ask your supervisor for further clarification.

Answer explanation

Asking your supervisor for further clarification is the best approach when you do not understand a task. This ensures you receive accurate guidance and can complete the task correctly, rather than risking mistakes by guessing.

What general communication skills are most employers looking for in their employees?

• Public speaking skills

• Ability to make presentations using PowerPoint

• Effective speaking, listening, reading and writing skills

• Basic math and writing skills

Answer explanation

Employers prioritize effective speaking, listening, reading, and writing skills as they are essential for clear communication and collaboration in the workplace, making this the most comprehensive choice.

A document that shows how long particular types of records should be kept is a(n)

• archive cycle.

• tickler file.

• cross-reference.

• records retention schedule.

Answer explanation

A records retention schedule is a document that specifies how long different types of records should be kept, making it the correct choice. The other options do not pertain to record retention.

Which of the following subjects is illegal for a potential employer to ask during the hiring process?

• Availability to work nights or weekends

• If you have a disability

• Work Experience

• Education Level

Answer explanation

Asking if a candidate has a disability is illegal under the Americans with Disabilities Act. Employers can inquire about availability, work experience, and education level, but not about disabilities.

After you read an office memo that is confidential, you should

• discuss it with your family to determine how it impacts you.

• discuss it only with your friends and co-workers.

• pretend you never saw it.

• not discuss it with anyone.

Answer explanation

Confidential information must be kept private to protect sensitive data. Discussing it with anyone, including family or friends, violates confidentiality. Therefore, the correct action is to not discuss it with anyone.

Which of the following Personal Information Management (PIM) software packages would be most helpful in scheduling meetings and syncing your calendar with other employee’s calendars?

• Microsoft Outlook

• Microsoft OneNote

• Microsoft Project

• Microsoft TASK

Answer explanation

Microsoft Outlook is designed for scheduling meetings and syncing calendars, making it the most suitable choice for managing appointments and coordinating with other employees' calendars.

Which of the following is not considered an important skill for the workplace?

• Ability to work in teams

• Working well with people from diverse backgrounds

• Ability to work independently and never work with anyone

• Providing excellent customer service

Answer explanation

The ability to work independently and never work with anyone is not considered an important workplace skill, as collaboration and teamwork are essential in most professional environments.

Which of the following is NOT an effective practice for scheduling appointments?

• Use clear handwriting and always use a pencil to allow for easy changes.

• Keep last year’s appointment book and refer to it when making time-wise decisions for large projects.

• Double book several time slots throughout the day to make sure you have no down time.

• Leave some time unscheduled between appointments to allow for meetings or unplanned visitors.

Answer explanation

Double booking time slots can lead to conflicts and stress, making it an ineffective practice for scheduling appointments. It is better to allow for flexibility and avoid overcommitting.