FHOM -03 Quiz/Activity 1 Prefinal

Basic Office Procedure

Beladona N. Nasayao BSBA-MM1 BLOCK C

A. Crisis Telephone Call

The telephone call was intended to the secretary of the SBMA department (Ms. Shaina
Memoracion. She was supposed to be attending a meeting chaired by the VPA (Md. Rosemarie
Clemenia). The meeting is held near the sbma office. There were seventy-five (75) participants
are in attendance. The secretary pre-registered for the meeting but she has not taken her badge
or her luncheon ticket. The believe that she was not at the meeting. The telephone call seems
urgent. What should you do?

ANSWER: In this situation, If I answered a telephone call intended for Ms. Shaina Memoracion
who is the Secretary of the SBMA department, I would ask for details and confirm it with the
intended recipient. Then, check with the meeting organizers to see if Ms. Memoracion is present
and has picked up her badge and luncheon ticket. Depending on the information gathered, take
appropriate action such as locating Ms. Memoracion or finding someone else to assist with the
urgent matter. Lastly, follow up with the caller and the meeting organizers to ensure the matter
is resolved. Always remember to stay calm, communicate efficiently, and act professionally
throughout the process.

B. Missing presentation
The manager , Ms. A. Reyes is giving a talk at a national conference in another province at 2p.m.
tomorrow. As soon as she arrives at her destination, she call you to say she does not have the
power point presentation she needs to illustrate her talk. “Is it on your computer? She inquires,
and sure enough, it is saved in the computer. She brought her lap tap with her. She says, “ Get
the presentation to me” What will you do?

ANSWER: To assist Ms. A. Reyes, the manager scheduled to speak at a national conference, in
obtaining the necessary PowerPoint presentation to support her talk, begin by verifying that
the file is accessible on your computer. Next, determine the most effective method for
transferring the presentation to Ms. Reyes, considering the size of the file, and provide clear
instructions on accessing the file. Following the file transfer, communicate with Ms. Reyes to
confirm that she has received the presentation and offer additional assistance if required to
guarantee the smooth progression of her presentation. Clear communication throughout the
process will prevent any miscommunication and ensure a prompt and efficient resolution to the
issue.

C. Agenda
One of the assistants in the another department has come to advice to you for advice. Her
manager has not been distributing an agenda prior to meetings. On occasions the manager
when her manager has used an agenda, its not include all the items and no time limits have
been indicated for each topic or issue. Participants in the meeting have been complaining to
the assistant. They have asked her to get the manager to use an agenda more effectively. What
should an agenda include. What would you say to her?

ANSWER: The assistant from another department sought advice as her manager was not
distributing effective agendas for meetings, and participants had expressed their dissatisfaction
 with incomplete agendas and a lack of time limits. It is crucial to acknowledge the significance
of a productive agenda for meetings, as it serves as a guide to ensure that all topics are covered
within the allotted time. One could advise the assistant to discuss with her manager the
creation of an improved agenda for future meetings that includes a list of topics with allocated
time for each, distribution of the agenda beforehand, and feedback after each meeting to
enhance the agenda for future meetings. It is necessary to highlight the importance of a useful
agenda to the manager to ensure an efficient and effective meeting.

D. Training instructor un available

You have scheduled a two day training sessions for eighteen employees (18). The meeting is
scheduled in three days and arrangement has been made. You receive a call from the instructor
in planning explaining he has come very sick. What should you do? Outline in details your
actions.

ANSWER: In the event of an instructor becoming sick before a two-day training session, it is
important to promptly assess the situation and consider all available options, such as finding a
replacement instructor or rescheduling the training. Communication with the participants is
critical, and any changes to the training schedule or logistics must be communicated clearly to
them. It may also be necessary to review the training materials to determine if conducting the
training oneself is feasible. Taking swift and decisive action can minimize disruption and ensure
a successful training session.