UNIT SIX: ASSISTING IN MEETING AND CONFERENCE

PREPARATION

Structure
6.0 Aims and Objectives
6.1 Introduction
6.2 Making Arrangements
6.3 Reporting on the meeting
6.4 Performing Follow-up after the meeting
6.5 Parliamentary Procedure
6.6 Let us sum up
6.7 Key Words
6.8 Answers to Check your Progress Exercise
6.9 Model Examination Questions

6.0 AIMS AND OBJECTIVES

After studying this unit you will be able to:

1. identify the responsibilities of a secretary in planning a meeting
2. prepare notices for meetings
3. type an agenda
4. prepare minutes
5. identify the job responsibilities of a secretary after a meeting
6. identify the importance of parliamentary procedure in conducting a meeting

6.1 INTRODUCTION

In unit five you have studied how to handle incoming and outgoing mails. In this unit,
you will learn about your role in meeting and conference preparation. Being able to
relieve the executive of time-consuming responsibilities and knowing when to do so is
very much a part of the efficient secretary’s work. One important way in which you can
save your employer’s time is to take the responsibility of planning meetings. This will

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involve knowledge of how to conduct the meetings as well as the preparation of minutes.
As a secretary you many play many roles in making your employer’s meetings more
successful. This will involve making arrangements, reporting on the meeting, performing
follow-up after the meeting, and familiarizing yourself with parliamentary procedures. As
you become more experienced in your secretarial duties and more familiar with the
operation of your company, you may be expected to attend the meetings and to take an
active part in all these activities. It is advisable that you prepare yourself adequately.

6.2 MAKING ARRANGEMENT

The majority of the meetings for which you will be responsible are within your
organization. Usually these meetings are held in an organization's conference room.
Occasionally you may be involved in arranging meetings, which are held outside the
organization usually in hotel conference rooms. In making arrangements for meetings
both inside and outside the organization, your secretarial responsibilities include the
following:
1. Reserving the meeting room
2. Arranging for speakers
3. Making hotel reservations
4. Preparing an agenda
5. Sending notices of the meeting
6. Arranging for material and equipment
7. Preparing the room
Reserve the Meeting Room.
Room. For in-company meetings that are held in conference
rooms, reservations for the use of the rooms are usually cleared through one person or
department in charge of assigning the use of the room. When you are given the date and
time that the meeting is to be held, you should immediately check to see that a conference
room is available. If a meeting is to be held in a hotel, arrangements must usually be
made several months in advance.

Always be sure that the space reserved for the meeting has adequate facilities, such as
 Adequate space, lighting, and ventilation

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  Comfortable chairs
 Tables
 Speaker’s table

Arrange for outside speakers. If someone from outside the organization is to speak at
the meeting, you will probably be asked to assist in making the arrangements. Since some
speakers are booked for weeks or months in advance, you should contact speakers as
early as possible. When you contact the speaker, be sure to give him/her the following
details:
 Date, time, and location of the meeting
 General information about the organization
 Nature of the audience
 Purpose of the meeting
 Number of people expected to be in attendance
 Type of presentation that you would like the speaker to give.
 The amount of money being paid
 The expenses that will be paid (hotel, meals, transportation, etc).

Once a speaker has agreed to attend a meeting, you may be responsible for obtaining a
resume (curriculum vitae) from the person to be used in introducing the speaker. This
resume is a concise statement of the speaker's background, education, and experience.

Make Hotel Reservations:

Reservations: - In addition to making hotel reservations for the speaker,
you may be responsible for making hotel reservations for company employees or guests
from out of town who attend a meeting. You should determine the type of
accommodations required (price, room arrangements, etc.), and make the reservations as
far in advance as possible. You should obtain a written confirmation from the hotel.

Prepare an Agenda: - The term 'agenda'

'agenda' literally means 'things to be done’.
done’. In
connection with meetings, an agenda is a chart of procedures or an order of business to be
followed in conducting a meeting. All the items included in the agenda must be serially
arranged. You are responsible for the preparation of the agenda in consultation with the

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chairperson of the meeting. While drafting the agenda, you should keep in mind the
following principles.
1. It should be clear and explicit
2. It should be in a summary form
3. The routine items should be put first and the other matters later.
4. All the matters of similar or allied character should be placed near each other
5. All the items included in the agenda must be within the scope of the meeting.
6. All the items included in the agenda must be within the scope of the notice calling
the meeting.

The order of business in the agenda and the order followed in preparing the minutes of
the meeting are the same. Below is a sample agenda for a business meeting.
1. Reading of minutes
2. Treasurer’s report
3. Committee reports
4. Unfinished businesses
5. New business
6. Election and appointments of committees, if any
7. Adjournment

Send the notices to members and special guests: - When meetings are called, it is your
responsibility to notify members and special guests. The following is a typical interoffice
communication form that you might send to department heads announcing an office
meeting.

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 Interoffice Memorandum

To:
To: All Department Heads Date:
Date: March 8,2003
From: Hanna Mamo
Secretary to the president Subject: Notice of meeting

Dr. Abraham is calling a meeting of all department heads for Friday afternoon,
March 10, 2003, at 3 P.M. in the first-floor conference room. The July 2003,
graduation will be discussed.

If for any reason you cannot attend, be sure to let me know as soon as possible.
So I can inform Dr. Abraham prior to the meting date. He would like to have all
department heads in attendance.
HM

Arrange for Material and Equipment: - Be sure that all needed material and equipment
are available. If the meeting is in a hotel, there is usually a special department to handle
equipment needs. You merely inform the hotel what equipment is needed and when. The
hotel will have the equipment set up in the desired location. If the meeting is in an
organization conference room, you may be responsible for securing and setting up the
equipment.

In planning for an in-company meeting, first determine how the meeting room should be
set up- conference style with tables, classroom style, or small group arrangement. Then
check to see if any of the following are needed.
 notepaper or pencils
 badges for identification
 bulletin boards, chalkboards, overhead, motion picture, or tape recording
equipment
 table decorations
 ashtrays, glasses, and water

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  arrangements for morning and afternoon coffee.

Prepare the Room: - What is remaining? Once the meeting room is set up, be sure to
check the room prior to the meeting to see that everything is in order. Make sure that the
room is clean; that the proper number of tables, chair, and other supplies are in the room,
and that the temperature is comfortable. Be sure that equipments are in proper working
order.

6.3 REPORTING ON THE MEETING

In section 6.2 you have studied about your responsibilities before the meeting is
conducted. This section deals with your responsibilities during the meeting. Obviously, it
is necessary to have a report of the proceedings of a meeting. This report of the
proceedings of a meeting is referred to as minutes. Minutes refer to a concise and
accurate official record of the decisions taken at the meeting. In other words, minutes are
the written records of the business done at the meeting.

If it is a departmental meeting, you may be required to take the notes. If it is an

organizational meeting, there is usually a recording person who is responsible for taking
the minutes. However, you may be required to type the minutes.

Minutes are always written in the past tense using a reported speech. In large
organization meetings, the proceedings are sometimes taken verbatim (word for word) by
a secretary. In most meetings; however, it is not necessary to take the minutes verbatim
but merely to report the significant happenings and the important action that is taken.

When taking minutes, you should listen very attentively and note selectively the business
discussed. When you record minutes of a confidential nature, never give this information
to anyone who did not attend the meeting unless otherwise instructed by your employer.

Preparing Minutes:
Minutes: - Most organizations have a minute book in which to record the
final draft of the minutes of the meetings. It is always a good idea for you to prepare a
rough draft of the minutes before placing them in minute book.

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The usual layout of minutes starts with the type of meeting. Where and when it was held,
followed by the names of individuals who were present or attended the meeting. The list
of names starts with the chairperson’s name and ends with the secretary’s name. The
names of other participants are listed either in alphabetic sequence or in their positional
hierarchy/authority in the organization. Then names of individuals who were apologized
are listed followed by those who were absent. The sequence of other details follows the
order of the agenda. At the end of the minutes, provide signature lines for the signers and
for the secretary.

6.4 PERFORMING FOLLOW-UP DUTIES AFTER THE MEETING

Do you think that your duty is over just with the meeting? The answer is no. Although the
meeting is over, your secretarial responsibilities do not end. Some of the duties you need
to perform after the meeting are:
1. Check the meeting room to see that it is left in good order. All equipment should
be returned; ashtrays, coffee cups, etc, should be removed; tables and chairs
should be restored to normal room arrangement.
2. If the room needs to be cleaned, you should notify the cleaning staff.
3. Any officers who where not present but who were given duties or assignments at
the meeting should be notified.
4. Copies of the minutes should be sent out
5. Items that require future attention by you or your employer should be written on
your calendar.
6. Make sure that all necessary forms are filled out by participants who have
incurred reimbursable expenses.
7. Letters of congratulations may be sent to newly elected officers.
8. Thank-you letters should be written to speakers.
9. Any items that need to be considered at the next meeting as a result of the
proceedings of this meeting should be noted for placement on the next meeting’s
agenda

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6.5 PARLIAMENTARY PROCEDURE

As a secretary a knowledge of parliamentary procedure will help you in both your job
and your professional activities. If you understand parliamentary procedure, you can also
assist the organization in conducting its meetings in an organized manner.

Parliamentary procedure is simply a set of rules to ensure that meetings are conducted in
an effective, organized manner. The principles on which parliamentary procedures are
based are:
1. Rules of order are designed to enable people who meet together to solve common
problems or attain mutual objectives.
2. All members are treated fairly; members have equal rights, privileges, and
obligations.
3. The majority vote decides
4. The minority is heard
5. The minority has the right to take part in discussions and to oppose actions
contemplated by the majority.
6. Any person joining a democratic organization accepts the fact that she/he is
willing to abide by the will of the majority.

6.6 LET US SUM UP

The following is the summary of the unit for your review.

Your responsibilities as a secretary include helping your employer plan for meetings,
taking notes at meetings, and performing the essential jobs after the meetings are over. In
making meeting arrangements your responsibilities may include:
 reserving the meeting room
 arranging for speakers
 making hotel reservations
 preparing an agenda
 sending notices of the meeting

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  arranging for material and equipment
 preparing the room

During the meeting, your secretarial responsibities may include taking notes (or minutes).
After the meeting, one of your responsibilities may be typing the notes or minutes from
the meeting. Your other duties after a meeting include:
a. checking to see that the meeting room is left in good order.
b. writing any persons who were not present at the meeting but who need to
be informed about what happened.
c. sending out copies of the minutes
d. writing thank-you letters to speakers
e. noting on your calendar any items that need to be followed up at the next
meeting.
Knowledge of parliamentary procedures is helpful to the secretary in both business and
professional activities.

6.7 KEY WORDS

Adjournment
Agenda
By-law
Conference
Meeting
Minutes
Verbatim

CHECK YOUR PROGRESS EXERCISE 6-1

Answer the following questions

1. What is the meaning of meeting?
__________________________________________________________________
__________________________________________________________________

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 __________________________________________________________________
__________________________________.
2. What are your duties in making meeting arrangements?
a._________________________________________
b._________________________________________
c._________________________________________
d._________________________________________
e._________________________________________
f._________________________________________
g._________________________________________
3. What is meant by minutes?
__________________________________________________________________
__________________________________________________________________
____________________________________________.
4. What is meant by parliamentary procedures?
__________________________________________________________________
____________________________________________.
5. What are the six principles of parliamentary procedure?
1._____________________________________________________
2._____________________________________________________
3._____________________________________________________
4._____________________________________________________
5._____________________________________________________
6._____________________________________________________

6.8 ANSWERS TO CHECK YOUR PROGRESS EXERCISE 6-1

1. Meeting is the coming together of two or more individuals to exchange

views/information/ ideas, and/or to make decisions.
2. a. reserving the meeting room
b. arranging for speakers

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 c. making hotel reservations
d. preparing an agenda
e. sending notices of the meeting
f. arranging for material and equipment
g. preparing the room
3. By minutes we mean a concise and accurate official record of the decisions taken
at the meeting.
4. Parliamentary procedure is a set of rules to ensure that meetings are conducted in
an effective, organized manner.
5. 1. rules of order are designed to enable people solve common problems.
2. all members are treated fairly
3. the majority vote decides
4. the minority is heard
5. the minority has the right to take part in decisions and to oppose actions
6. any person should accept that he/she is willing to abide by the will of majority.

6.9 MODEL EXAMINATION QUESTIONS

Part I. Chose the best answer and write the letter on the space provided.
__________ 1. Which one of the following comes first in preparing minutes?
a. adjournment c. agenda
b. type of meeting d. names of participants
__________ 2. Of the following, one is not a secretarial duty.
a. taking minutes c. arranging meetings
b. presiding meetings d. typing minutes
__________ 3. A list of the items of the business to be transacted at the meeting is
a. minutes c. agenda
b. verbatim d. conference
Part II Answer the following questions
1. Write any three duties of a secretary prior to a meeting?
2. What is the main responsibility of a secretary during a meeting?

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UNIT SEVEN: MAKING TRAVEL ARRANGEMENTS

STRUCTURE:
7.0 Aims and Objectives
7.1 Introduction
7.2 Methods of Travel
7.3 Travel arrangements
7.4 Secretarial Responsibilities Before the Trip
7.5 Secretarial Responsibilities while Employer is Away
7.6 Secretarial Responsibilities when the Executive Returns
7.7 Let Us Sum Up
7.8 Key words
7.9 Answers to Check your Progress Exercise
7.10 Model Examination questions

7.0 AIMS AND OBJECTIVES

After studying this unit, you will be able to:

1. make travel arrangements
2. prepare material for your employer’s trip
3. prepare an itinerary
4. make out an expense report
5. identify your duties to be performed while the executive is away
6. identify your duties to be performed while the executive returns.

7.1 INTRODUCTION

In unit six, you have studied secretarial responsibilities before, during, and after
meetings. You have learnt how to make meeting arrangements, reporting on the meeting,
and follow-up after the meeting. Another important responsibility of a secretary is
making travel arrangements for the executive. Travel in today’s fast moving and
constantly expanding business world is very much a part of the work of many executives.

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Executives make frequent business trips to meet various objectives. Some of these are:
buying and selling, finding new markets, opening or visiting branch offices, carrying out
research activities, and attending meetings. Regardless of its objective, any trip requires
planning and prearrangement of travel details.

To carry out the responsibilities of assisting the executive with his/her travel
arrangements, you should be familiar with the several methods of travel that are
available, the procedures of making travel arrangements, preparation of itineraries, and
other follow-up activities. You are also expected to keep the office running smooth while
the executive is away for the business trip. Therefore, this unit addresses your trip-related
responsibilities.

7.2 METHODS OF TRAVEL

What travel methods are available in your town? In general, the available methods of
travel are: air, automobile, train, bus, ship, and probably horseback transportation.
Travelers may use one or a combination of any of these methods. The selection of travel
method is made based on time, cost, location, and personal preferences of the traveling
executive.

Automobiles, trains, and buses are used for short business trips. Ships are not considered
appropriate for business trips since they are time consuming. Horseback is used only
when there is no other alternative. Usually, it is used for fieldwork in the rural areas. If it
is accessed, the fastest and the most popular method is air transportation. As a secretary,
you may have a frequent need to make arrangements for your employer to travel by any
one or a combination of these methods.

If your employer plans to travel by train, you may obtain information from the Ethio-
Djibouti Rail Road Corporation. Information concerning air and bus travels may be
obtained from the Ethiopian Airlines and from your local bus stations, respectively.

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The basic travel information, such as preparing an itinerary or material for your
employer’s trip, making out an expense report, and understanding what duties should be
performed during or after your employer's trip, is the same regardless of which method of
travel is used.

7.3 TRAVEL ARRANGEMENTS

Company policies on making travel arrangements vary. Therefore, you need to find out
what procedure your organization uses. Does your organization have a travel department
or service, or does the secretary make all the arrangements? It depends on the travel
arrangement policy of the organization. In general, travel arrangements can be handled in
one of the following three ways.
1. By travel department of the organization
2. By travel services outside the organization
3. By the secretary

Arrangement by Travel Department:

Department: - If you work for a large organization, there may
be a separate travel department in the organization. In this case, when your employer tells
you that a trip is planned, you call the travel department and give the following
information.
 employer’s name, title, and department
 cities to be visited
 date and time of expected arrivals and departures
 special preferences as to motel or hotel
 return date
The travel department then prepares schedules that are available and will submit them to
the secretary to be approved by the executive. When a decision is made, you will fill a
transportation voucher and this will be signed by the traveler and by authorizing official.

Arrangements by the Travel Services/Agencies/: - When travel arrangements are made

through a travel service, it is necessary to supply basic information as with a company
travel department. It is helpful to supply both home and office phone numbers and cost

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limitations, if any. The travel service will make all the necessary reservations and give
this information to you.

Arrangements by the Secretary: - If your organization does not have a travel

department or does not use the services of travel agencies, you will be responsible to
handle all travel arrangements of your executive. When your employer tells you that a
trip is planned, obtain the necessary information like dates, times, individuals being
visited, money needed, preferences as to hotel, etc. then, you are responsible for making
reservations for airlines, hotels, cars, etc.

7.4 SECRETARIAL RESPONSIBILITIES BEFORE THE TRIP

What are your responsibilities before the trip? After you have arranged travel
reservations, hotel reservations, and car rental, there are still a number of duties that you
must perform in getting your employer ready for a trip. These pre-trip responsibilities are:
 preparing an itinerary
 preparing materials
 checking the calendar
 knowing how matters are to be handled
 confirming appointments for the trip
 assembling items for the trip
Prepare an itinerary: - An itinerary is a detailed outline of a trip. The itinerary is a must
for you and your employer. Itineraries vary in form, but the basic information consists of:
 cities to be visited
 flight times
 flight numbers
 flight dates,
 flight airports,
 hotel reservations
 appointments
 time change information

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  car rental,
 reminders of special information

The following is a sample of a clear, concise itinerary set up in easy-to-read form.

SAMPLE ITINERARY FOR ABRAHAM SOLOMON

March 11, 2003
Bahir Dar

Monday March 11 (Addis Ababa to Bahir Dar)

8:30 a. m. Leave Addis Ababa Bole International Airport on
ET Flight 734 to Bahir Dar.
10:50 a.m. Arrive at Bahir Dar International Airport (Ato Gebre-Mariam
will meet you at the airport and will take you to
your hotel).Reservation at Gheon Hotel
1:30 p.m. Appointments with W/ro Hanna of Abyssinia Bank in the
office (correspondence file in briefcase).
Tuesday March 12, (Bahir Dar to Addis Ababa)
8:15 a.m. Appointments with Dr. Fekede of Bahir Dar Branch. (Reports in
brief case)
10:30 a.m. Appointments with Dr. Mulat of Bahir Dar office (Reports in
brief case)
1:00 p.m. Visit historical places of the city with Dr. Mulat. Dr. Mulat will
pick you from the hotel. Lunch and dinner is arranged on your
way out.
7:00 p.m. Leave Bahir Dar International Airport on ET flight 734.
9:15 p.m. Arrive Addis Ababa-Bole International Airport.

Prepare materials for the trip: - What materials are needed for the trip? What your
employer needs to take? Can you mention some? Many materials may be needed for the
trip. For example, your employer may need to take business correspondence on a trip. If
so, it is a good idea to supply the necessary copies rather than the file folder. Therefore,

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you are responsible to prepare the necessary copies of the correspondence needed. If a
presentation is planned, your duties may include typing the presentation and researching
the topic.

Check the Calendar: - Before the trip, check both your employer’s calendar and your
own to see if appointments have been scheduled for the period in which your employer
will be gone. If so, find out if they are to be canceled or if someone else in the
organization will take care of them. Then notify the people involved.

Know how matters are to be handled: - Find out what person is to be in charge during
your employer’s absence. Check to see if your employer expects any important papers
that should be forwarded. Be sure you understand how to handle all the incoming mail
and other daily routines.

Confirm Appointments for the Trip: - During the trip, your employer may need to visit
some individuals. Therefore, you are responsible either to write or call these persons to be
sure that all appointments are firm. It is wise to do this before preparing the itinerary.

Assemble items for the trip: - Various items are needed for a trip. A representative list
includes
 plane tickets
 copy of itinerary
 travel money
 hotel confirmation
 copies of correspondence, speeches, etc, needed for the trip.
 information on organizations that should be visited.
 reading materials

7.5 SECRETARIAL RESPONSIBILITIES WHILE EMPLOYER IS AWAY

You have prepared all pre-trip arrangements. You have worked hard and effectively to
help your employer get off on the trip. What happens now? Is it playtime of you? Not
quite. You should stay at your desk and work at the same pace while your executive is

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away as you do when the executive is present. Your responsibility is to handle the office
routine smoothly and efficiently during your employer’s absence. While your executive is
away, you are required to perform the following duties.

Handle correspondence: - Answer any routine mail that you can. If you have mail that
need immediate attention but that you are unable to handle, you can usually refer it to
someone else in the office who has been designated by your employer.

Make Decision: - You have the responsibility of making wise decisions during your
employer’s absence. You should know what matters to refer directly to your employer
through a telephone call or telegram and what matters to refer to someone else in the
organization. Your responsibility is to make the correct decision.

Keep a record of Mail: - Keep a record of all the mail that comes in while your
employer is away. Include in the record the name of the person writing, the date, and a
brief summary of the contents.

Keep a record of visitors and phone calls:

calls: - While your employer is away, you are
responsible to log in all visits and phone calls. When he/she comes back, you do not have
to relay all the information verbally. You can supply the log available.

Set up appointments:
appointments: - You will probably need to set up appointments for your
employer after the trip. Remember, when you are setting up the appointments, that your
employer will probably have a full day in the office the first day back. It is not a good
idea to schedule appointments for this day. However, if you must do so, remember to
schedule as few as possible and to keep the timing convenient for your employer.

Use time wisely: - If you complete all your days work and still you have time, don’t
leave your desk. The efficient secretary does not waste time. Every minute is utilized.
There is always something that can be done to increase your own personal knowledge
and efficiency. Therefore, use your time wisely even if you are not in the eye contact of
your employer.

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7.6 SECRETARIAL RESPONSIBILITIES WHEN YOUR EMPLOYER
RETURNS

Your trip-related responsibility is not over. When your executive returns you have still
some responsibilities to do with regard to the trip. Some of these are:
1. briefing your employer on what has happened in his/her absence.
2. assembling receipts and returning surplus advance funds.
3. preparing an expense report for your employer
4. returning any materials to the files that your employer may have taken on the trip
5. preparing any thank-you or follow-up letters to people contacted during the trip
6. preparing correspondence for mailing

7.7 LET US SUM UP

Travel arrangements are handled by one of the following methods

a. travel department
b. travel services
c. secretary
Your secretarial responsibilities before the trip include
(a) prepare an itinerary
(b) prepare materials
(c) check the calendar
(d) know how matters are to be handled
(e) confirm appointments for the trip
(f) assemble items for the trip

When your executive is away, you are responsible for

(a) handling correspondence
(b) making decisions
(c) keeping a record of mail
(d) keep a record of visitors and phone calls
(e) setting up appointments
(f) using your time wisely

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When your executive returns, you are required to
(a) brief your employer on what has happened
(b) assemble receipts
(c) prepare an expense report
(d) return materials to the files
(e) prepare thank-you or follow-up letters
(f) prepare correspondence

7.8 KEY WORDS

 Itinerary

 Travel

 Travel department

 Travel service

CHECK YOUR PROGRESS EXERCISE 7-1

Answer the following questions

1. What travel methods are available?
1. ________________________ 4. _________________________
2. ________________________ 5. _________________________
3. ________________________ 6. _________________________
2. In an organization, travel arrangements may be handled by
1.______________________________________
2. ______________________________________
3. ______________________________________
3. What are your responsibilities before the trip?
1. _______________________________________
2. _______________________________________
3. _______________________________________

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 4. _______________________________________
5. _______________________________________
6. _______________________________________
4. When your employer is away, your duties include
1. _______________________________________
2. _______________________________________
3. _______________________________________
4. _______________________________________
5. _______________________________________
5. When your employer returns, you are responsible for
1. _______________________________________
2. _______________________________________
3. _______________________________________
4. _______________________________________
5. _______________________________________
6. _______________________________________

7.9 ANSWER TO CHECK YOUR PROGRESS EXERCISE 7-1

1. 1. Air 4. Ship
2. Bus 5. Automobile
3. Train 6. Horse-back
2. 1. Travel department
2. Travel service
3. Secretary
3. 1. Preparing an itinerary
2. Preparing materials
3. Checking the calendar
4. Know how matters are to be handled
5. Confirming appointments
6. Assembling items for the trip

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 4. 1. Handle correspondence
2. Make decisions
3. Keep a record of mail
4. Keep a record of visitors
5. Set up appointments
5. 1. Briefing your employer on what has happened when he/she was out
2. Assembling receipts and returning surplus advance funds
3. Preparing expense reports
4. Returning materials to the files
5. Preparing thank-you or follow-up letters
6. Preparing correspondence

7.10 MODEL EXAMINATION QUESTIONS

Choose the best answer and write the letter on the space provided.
___________1. When there is a separate travel department in your organization, you are
required to
a) make hotel reservations
b) make airline reservations
c) inform the travel department about the trip and provide the
necessary information
d) all of the above.
____________2. Preparing thank-you and follow-up letters is the responsibility of a
secretary,
(a) when the executive is away
(b) before the executive’s trip
(c) when the executive is returned
(d) before and after the trip
_____________3. Of the following, one is a pre-trip secretarial responsibility
a. Returning materials to the files
b. Preparing an itinerary
c. Keeping a record of phone calls and visitors

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d. Preparing an expense report

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