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Higher AIT - Communication in Administration

Total questions: 40

Worksheet time: 20mins

Name
Class
Date
1.
'A meeting between 2 or more people in different locations using a telephone with a loud speaker option'.  This is a definition of . . .
a)
Video conferencing
b)
Podcast
c)
Blog
d)
Audio conferencing
2.
'The user finds it difficult to identify the key points and remember them at a later date'.  This an effect of which barrier to communication?
a)
Technical faults
b)
Information overload
c)
Physical distractions
d)
Use of jargon or slang
3.
Poor communication can impact on staff because . . .
a)
Productivity is increased as staff are confident in what they are doing
b)
Arguments and conflict may arise and cause poor working relationships
c)
Their job satisfaction is higher, leading to good morale
d)
Deadlines can be met on a consistent basis
4.
Which one of the following is a consequence of having a centralised IT function?
a)
Compatibility problems are created because different departments use different software
b)
Training is more time consuming because each department requires separate tuition
c)
Departments can focus on their core tasks because IT specialists deal with computer problems
d)
Each member of staff can have their own procedures for file management
5.
A consequence of poor file management is . . .
a)
The system is slow because servers fill up with old and unused files
b)
Files can be found more easily which saves time
c)
Files can be easily identified because the file names are relevant
d)
Backup versions are saved to a server in another location
6.
The meaning of the term 'data subject' is . . .
a)
an individual who makes sure data protection legislation is enforced
b)
the subject heading of a letter or memo
c)
an individual/company who holds information about people
d)
a person who has data about them stored somewhere outwith their control
7.
Which of the following is NOT a feature of the Freedom of Information (Scotland) Act 2002?
a)
It is an offence to access computer material without permission with intent to commit further offences
b)
A fee may be payable to access the information
c)
The public authority must respond within 20 days
d)
An individual can appeal if they are not satisfied with the response
8.
Which of the following is an advantage of written communication?
a)
Takes longer to prepare and send
b)
People with dyslexia may struggle to interpret the information
c)
The consistent structure means that everyone receives the same information
d)
Clarification of difficult points is not immediate
9.
'A private network used to share information and resources within an organisation'. This is a definition of . .
a)
staff meeting
b)
memorandum
c)
staff handbook
d)
an intranet
10.
Which of the following is NOT an advantage of e-commerce?
a)
A review section gives customers the chance to give the company useful feedback
b)
Customers' personal information may be hacked
c)
Wider range of products for customers to choose
d)
Sales can be made worldwide, 24/7
11.
Which of the following is a feature of reliable information?
a)
meaningful
b)
correct grammar and spelling throughout
c)
attractively set out
d)
contains a contents page
12.
Which of the following is NOT an advantage of using email to communicate?
a)
Information is received instantly and at a much cheaper cost than phoning
b)
Viruses can result in files being deleted or stolen
c)
Recipients can edit, save and print attachments
d)
Email groups can be created to send one message to many people at once
13.
Which of the following is NOT a feature of an electronic diary?
a)
Reminders can be sent to make sure important meetings are not missed
b)
Recurring appointments only need to be entered once
c)
Two appointments can be scheduled for the same day and time
d)
The diaries of several staff can be checked at the same time to find appropriate dates and times
14.
Which of the following is NOT a feature of presentation software?
a)
Master slides can be used to prevent unauthorised editing
b)
Speaker notes can be used as a prompt for the presenter
c)
Information can be animated to keep the attention of the audience
d)
Hyperlinks can be used to switch to another file or website
15.
Which method of communication would be most appropriate to deal with discipline matters?
a)
A memo
b)
A one-to-one-meeting
c)
A letter
d)
A staff meeting
16.
Which one of the following is NOT included in a Staff Handbook?
a)
Daily announcements
b)
History of organisation
c)
Health and safety policy
d)
Management structure of organisation
17.
Which of the following is a disadvantage of an intranet?
a)
Employees can access current information when they need it
b)
Money is saved on paper, photocopying and storage
c)
Files can be updated quickly, therefore saving time
d)
Server breakdowns will lead to less work produced
18.
'Professional templates allow eye-catching and attractive documents to be produced'.  This statement refers to which software?
a)
Excel
b)
Publisher
c)
Access
d)
Outlook
19.
A disadvantage of face-to-face communication is . . .
a)
People with learning difficulties have problems accessing it
b)
It may not allow for sufficient detail to be communicated
c)
Emotional distractions and strong personalities may cause a barrier
d)
No immediate feedback is possible
20.
An advantage of face-to-face communication is
a)
Discussion and clarification are possible
b)
A permanent record is kept for future reference
c)
It is a good method to communicate complicated information
d)
Recipients are less likely to forget important points
21.
Which method of communication takes longer to prepare?
a)
Face-to-face (interview)
b)
Written (letter)
c)
Electronic (email)
d)
Oral (telephone call)
22.
Which of the following is an advantage of having an intranet?
a)
Appraisal meetings with staff can be more effective
b)
Staff training is no longer required
c)
Electronic files only need to be updated once
d)
Work can still be done if there are problems with the server
23.
An advantage of e-commerce for an organisation is . . . 
a)
Customers can shop from the comfort of their own home
b)
Worldwide sales can be made, therefore increasing revenue 
c)
Customers can compare prices by using a comparison website
d)
Delivery costs may be higher
24.
Which of the following is a consequence of using irrelevant information?
a)
Less work completed by staff due to information overload
b)
Viruses may delete important files from the intranet
c)
Confidential information may be leaked
d)
Incorrect information leads to wrong decisions being made
25.
'Individuals are less likely to be unprepared for important meetings'.  What feature of an e-diary does this statement refer to?
a)
the diaries of several people can be accessed at once
b)
double-booking of appointments is not possible
c)
private meetings can be secured with a password
d)
reminders can be set
26.
'The listener cannot FULLY UNDERSTAND what has been communicated'.  This is an effect of which barrier to communication?
a)
Emotional distractions
b)
Lack of interest
c)
Too much specialised jargon included
d)
Staff failing to access electronic methods
27.
Securing electronic files using different access rights involves . . . 
a)
Training staff in effective file management
b)
Backing-up all important files regularly
c)
Installing a keypad lock on doors
d)
Providing staff with different log-ins and passwords
28.

'Introduced to protect the investment of time, money and effort by individuals who create original work'. This is a description of . . .

a)

GDPR

b)

Copyright, Designs and Patents Act

c)

Computer Misuse Act

d)

Freedom of Information Act

29.

Which of the following is an advantage of face to face communication?

a)

Easier to express feelings and therefore avoid possible misunderstandings

b)

No record of what was said - can cause problems if there is a disagreement

c)

Can be difficult to control, especially when large numbers of people talk over each other

d)

Strong personalities and emotions may cause a barrier

30.

Which of the following is NOT a disadvantage of verbal/oral communication

a)

No record of what is said - can cause problems if there is a disagreement

b)

Detailed or complicated messages may not be understood as well as written communication

c)

Cheaper than preparing and copying a letter or report

d)

Distractions and interruptions can interfere with oral communication

31.

"As it is more structured and consistent than oral information, everyone receives exactly the same information e.g. staff memo" is an advantage of....

a)

Verbal communication

b)

Written communication

c)

Pictorial communication

d)

Visual communication

32.

What is graphical information?

a)

Communication using charts or graphs

b)

Communication using numbers

c)

Verbal and sound information

d)

Information in the form of written text

33.

Which of the following is NOT an advantage of pictorial information?

a)

Information is easy to remember (compared to written information)

b)

Is a good way to stress certain points you wish to make

c)

Can break through any language barriers

d)

May not show sufficient details

34.

What is NOT an advantage of a staff meeting?

a)

Will provide some kind of record, such as minutes of the meeting

b)

Useful for bringing people together from different areas of the organisation to solve a problem

c)

Staff can ask questions to gain a better explanation and clarify any misunderstandings

d)

Can be used for external communication e.g. appointing someone for a job

35.

Which of the following are uses of the internet by organisations (there are three correct answers to select!)

a)

Research

b)

Booking travel/hotel information for business trips

c)

E-commerce

d)

Staff newsletters

36.

Which of the following is not a social media platform?

a)

Twitter

b)

Linkedin

c)

Microsoft Access

d)

Instagram

37.

Which methods can an organisation use to protect information against physical threats? (there are 3 correct answers to select!)

a)

Use cameras to monitor the business at all times

b)

Keep fire doors closed to limit the spread of fires

c)

Ensure offices are locked and windows are closed when buildings are empty

d)

Install anti-virus software and update regularly

38.

What are "Access Rights?"

a)

Setting different levels for staff to access information (e.g. no access, read only, read write)

b)

Changing password when allowed access by line manager

c)

The legislation for data management

d)

Biometric data for entering authorised areas

39.

What does GDPR stand for?

a)

General Data Protection Regulation

b)

Generic Data Protection Regulation

c)

Generic Daily Password Regulation

d)

General Data Protection Rights

40.

What is NOT a consequence of failing to comply with GDPR?

a)

Fine of upto 20million euros or 4% of global turnover (whichever is highest)

b)

Compensation may be payable to the Data Subject who has suffereed damage as a result of data breach

c)

Makes it easier to recruit or retain high quality staff

d)

Bad publicity for failing to comply with GDPR may deter new customers or cause the loss of existing customers

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