OFFICE ADMINISTRATION PROCEDURES $-$ HOMEWORK $10$

Overview

These situations are designed to help you develop one of the most important workplace skills identified by employers $$ Critical Thinking.

Developing these skills requires that a person:

$$ Thinking creatively by generating new ideas

$$ Make decisions by specifying goals and constraints, generating alternatives, considering risks, and evaluating alternatives

$$ Learn by using learning techniques to acquire and apply knowledge or skills

$$ Reason by discovering a rule or principle underlying relationship between objects and apply when solving a problem

Directions

Scheduling Appointments

If you have access to an electronic calendar, perform the following challenge electronically. Otherwise, use the paper forms provided.

Mr$.$ Wilson has been scheduling his own appointments. He used a monthly paper calendar and crowds the appointments into the spaces. During a discussion with Mr$.$ Wilson on Friday, he asked you to schedule his appointments for him.

You decided to use electronic appointment calendars $$ one for Mr$.$ Wilson and one for yourself. Mr$.$ Wilson has no appointments scheduled for Monday and only one for Tuesday. He has the following appointments for Wednesday, August $6$th$,$ entered in his monthly calendar:

$10$ am $$ Pete Rollins, sales representative for PDI Inc. Toronto office, $416-741-2408$

$9$ am $$ Agnes Smith, sales representative from PDI Inc. Halifax office, $902-681-5432$

$11$ am $$ Joanna Hansen, manager of the Eastern Region of PDI Inc., and Jacob Rush, assistant vice$-$president of marking, Eastern Region

$3$ pm $$ Olivia Azam, assistant vice president of marketing, Western Region, to review marketing plans for fall

$12$ pm $$ Lunch with Ms$.$ Hansen and Mr$.$ Rush

You transfer these appointments to Mr$.$ Wilson$$s daily calendar and yours.

On Tuesday, August $5$th$,$ you receive the following telephone calls concerning appointments:

$1.$ From Emma Yee, assistant vice president of marketing, Midwestern Region, saying that she must attend a funeral out of town on Wednesday. She has an appointment on Wednesday at $3$ pm with O$.$C$.$ Conners, president of Mapledale Homes, Inc., $905-872-1411.$ She asks if Mr$.$ Wilson can see Mr$.$ Conners for her at $3$ pm$.$

Here is your response: $$I$$ll try. Mr$.$ Wilson has an appointment with Ms$.$ Azam at $3$ pm$.$ I will see if I can move Ms$.$ Azam$$s appointment to $2$ pm$.$ I will call you and let you know.$$

Later, you call Mrs$.$ Yee and confirm that Mr$.$ Wilson will see Mr$.$ Conners at $3$ pm$.$

$2.$ From Pete Rollin$$s assistant, saying that Mr$.$ Rollins had an automobile accident, is hospitalized, and obviously cannot keep his appointment.

$3.$ From Ray Rogers, co$-$chairman of the Eastern Region Sales Seminar, asking for an appointment on Wednesday to review plans for the November seminar. You suggest $10$ am$,$ and Mr$.$ Rogers accepts.

$4.$ From the Human Resources Department, asking Mr$.$ Wilson to see a job applicant. You try to postpone this appointment, but the Human Resources Department insists that Mr$.$ Wilson will want to meet this applicant while he is in the building on Wednesday. You schedule an appointment for Blake Horvath at $4$ pm$.$

Before leaving the office on Tuesday, you key Mr$.$ Wilson$$s appointment schedule for Wednesday, August $6$th$.$

On Wednesday at $10$:$05$ am$,$ Jason Rhodes, a college friend from out of town, comes to the office for a brief visit with Mr$.$ Wilson. You say you will schedule him for a few minutes between appointments at $10$:$45$ am$.$

On his way to lunch, Mr$.$ Wilson asks you to call the Lakeside Restaurant to tell the manager how many will be in his dinner party Wednesday evening.

MR$.$ WILSON$$S APPOINTMENT CALENDAR

DATE

TIME APPOINTMENTS

$08$:$00$

$08$:$20$

$08$:$40$

$09$:$00$

$09$:$20$

$09$:$40$

$10$:$00$

$10$:$20$

$10$:$40$

$11$:$00$

$11$:$20$

$11$:$40$

$12$:$00$

$12$:$20$

$12$:$40$

$13$:$00$

$13$:$20$

$13$:$40$

$14$:$00$

$14$:$20$

$14$:$40$

$15$:$00$

$15$:$20$

$15$:$40$

$16$:$00$

$16$:$20$

$16$:$40$