IAAP CAP Exam Study Guide
License
A credential awarded by a licensing agency based on predetermined criteria.
A social media outlet where professionals can connect
Buffer
A way of reducing the pain of bad news
Y Axis
The vertical axis, the variable on a graph that is "up and down."
Team, Panel, or Committee Interview
**Lets several stakeholders be involved at one time. *Allows for efficient interviewing and different perspectives on interview responses
Disadvantages of Virtual Office
*Working virtually requires a considerable amount of focus, motivation, and self-discipline *Employees typically do not have a centralized meeting space to meet with clients or vendors *Working virtually can isolate an employee who needs or wants social interaction *Employees can have a difficult time separating work from home life
Steps for Setting Up a Basic Workstation
1. Connect monitor or display 2. Connect peripherals (keyboard, mouse, speakers, etc.) 3. Connect network (May be wired or wireless. IT department will provide configuration information if needed) 4. Connect power (Be sure to use a surge protector.)
Desktop
A common computer found in a workplace setting, often consisting of a computer box unit, a monitor, keyboard, mouse, and peripherals.
Style Guide
A company's brand that dictates fonts, colors, logo placements, and other elements of publications.
Centralized Filing
A consolidation of records that gives multiple workers access to the information
EDRMS (Electronic Document and Records Management System)
A content management system that integrates technologies of electronic document and records management
Educational Certificate
A credential awarded by a training provider, association, or educational institution based on completion of all requirements for a program of study, including coursework and a test or other performance evaluations.
Bonds
A debt in which an investor loans money to a corporate or governmental entity for a defined period at a variable or fixed rate. Those who own bonds are debt holders, or creditors, of the entity issuing the bonds.
ATM (Automated Teller Machine)
A electronic unit that allows customers basic financial transactions such as deposits, withdrawals, and the ability to check cash balances.
Watermark
A faint design or words on the page behind the copy. It can identify the maker, serve as security against counterfeiting, or indicate the document is a draft or confidential.
Securities and Exchange Commission
A federal agency created to regulate the securities markets and to protect investors.
Digital Watermark
A marker embedded in audio, video, or image data and is typically used to show copyright ownership.
CPM (Copies Per Minute)
A measure of copier speed
PPM (Pages Per Minute)
A measure of printer speed
Mode
A number that appears most often in a set of numbers.
Fascimile Signature
A reproduction of an actual signature that can be saved and inserted into electronic documents or can be added by imprinting or stamping. These save time and have the same legal weight as a manual signature. However, they may not be acceptable on certain governmental and legal documents.
Records management
A systematic control of recorded information
501 [c]
A tax-exempt nonprofit organization.
Offset sorting
A term for output pages that are sorted and stacked in a single pile rather than sorted into separate bins
Availability
A term used to describe a system being ready and able to perform its regular functions (i.e., available for use)
Electronic Mailing List Server
A way to send a large number of emails using one email address. (Listserv is one of the more well-known email list management services.)
Affirmative Action Plan
A written set of specific results-oriented procedures to be followed by all US federal contractors holding contracts of $50,000 or more that applies to employers with 50 or more employees. Its intent is to remedy the effect of past discrimination against or underutilization of women and minorities.
Internal Meetings
For internal stakeholders only (e.g., staff members, executives, managers, board members volunteers, donors)
General Journal
All non-specialized accounts are recorded here.
Label
An adhesive sticker used to mark a file folder
Ad Hoc Meetings
Address a specific problem or task (may be called at any time)
Travel Advisories
Advisories issued by the US Dept of State. They alert travelers to dangerous situations, illness outbreaks, or security issues at domestic and international destinations.
Severance pay
An agreement between the employee and employer if you end employment with a company or your position is eliminated. It may be negotiated, but without a prior agreement, it is not mandatory.
Flyer
An inexpensive way for a business to make an announcement about an event, service, or product to employees and potential customers. Typically posted in a public, place, flyers can also be handed out or mailed. Often letterhead size (8 1/2 x 11 inches) or half of letterhead size. Can be designed in Word, but Microsoft Publisher or Adobe InDesign are preferred because of the ease of inserting graphics into the design.
Onboarding
An introductory stage in the process of new employee assimilation and is part of their socialization process in an organization.
Floppy Disk
An obsolete storage medium but still may be found in archives,
Minutes
An official record of what happened at the meeting, not everything that was said at the meeting. While not every word is recorded, it is recommended to list verbatim any motions that were made during the meeting. Typically single-spaced with at least a one-inch margin. Capitalize and center the heading and use subject headings for east of formatting the various sections of the minutes
Cultural Norms
Behaviors typical of a particular group.
Board Meetings
Bring executives together with the governing organizational body
Expert Power
Occurs when someone is extremely skilled at his or her craft
Optical Media
CDs and DVDs. These get their name from the laser, or optics, needed to write the data onto the disk.
Credits in a Document
Can be listed at the beginning or end of the documents -- sometimes both -- and often include the following: *The name of the company *A list of the employees who produced the piece *The date *The name of the organization that printed it *Copyright information *An address *A logo
Primary Research
Collecting information through surveys, records, and observations
Personnel file
Contains documents that chronicle the history of the employment relationship, from the employment application through the exit interview, and employment termination documentation.
PCL (Printer Command Language)
One of several common standards used for allowing communication between computers and printers
Abraham Maslow
One of the best known researchers in the area of human motivation, developed Maslow's Hierarchy of Needs.
Internet
One of the easiest ways to do research
Soft Skills
Personal attributes, such as a positive attitude, self-confidence, and leadership
GLBA (Gramm-Leach Bliley Act)
Data security in the financial industry
HIPAA (Health Insurance Portability and Accountability Act)
Data security in the healthcare industry; Protects the privacy of health information
Spreadsheet
Data stored in columns and rows. Spreadsheet programs are excellent for showing calculations and projects and for organizing large amounts of data. (Microsoft Excel)
Compliance Report
Describes the awareness of how an organization is complying with guidelines, regulations, or legislation within their industry or government.
Design Software
Desktop Publishing Adobe InDesign
Web-Based Project Management Systems
Dynamic online portals where people can create projects, invite others into their teams, and assign deadlines and to-do's. Useful for people who want all communication and materials stored in a central location and are a way to hold people accountable or measure their process at a glance. Options range from free to monthly subscriptions fees (Basecamp, Asana, SmartSheet)
SEO (Search Engine Optimization)
The process of maximizing the number of visitors to a particular website by ensuring the site appears high on the list of results returned by a search engine.
Electronic Banking
Electronically transferring funds from one account to another rather than using paper checks or cash transfers.
Family Medical Leave Act (FMLA)
Eligible employees - those with at least a year of service - can take up to 12 weeks per year of unpaid, job-protected time off for the birth of a child or adoption of a child or to care for themselves or a sick child, spouse, or parent who has a "serious" health condition. Applies to organizations with 50 or more employees.
Cover Letter
Explains to a future employer why you are uniquely qualified for the job.
Tab Cut
File folders often include tabs, which are used to help organize files in a drawer or on a shelf. The size of the cut refers to how large the tab is across the folder (e.g., 1/3 cut, 1/5 cut, straight cut, etc)
Working Functional Teams
Form the backbone of an organization. These teams are divided by function, (i.e. finance or marketing) and have a clear role within the organization
Client-Facing Meetings
Gain feedback, troubleshoot problems, serve clients, or propose new business partnerships
Lock Box
Generally a post office box that is accessible by the bank and is used by an organization that wants the bank to collect its account receivables when customers send payments. The bank can access the lock box and process the payments for the company.
Entertaining Speech
Given primarily for enjoyment
Headlines and Titles
Help the reader identify at a glance the reason for the document and its main section. Headlines are usually in a larger, bolder font than the rest of the text
Morale
How happy or cheerful a team or individual is in the face of adversity.
Power Distance
How respect is shown based on position.
Self-esteem
How someone views their self-worth.
Pie Chart
Ideal for showing percentages
Douglas McGregor
Identified two contrasting sets of management behaviors he labeled theory x and theory y, which have been used for decades as a basis for worker motivation.
Subject
Identifies who or what the sentence is about
Project Phase 1: Strategy
Identify the following: *Goals *Type of meeting *Audience (who is coming) *Date and time *Length *Space requirements *Budget *Policies and procedures *Examples of previous meetings, including any historical data or past contracts
Handouts
Information you want the audience to take home and refer to later.
Product Launches
Introduce potential buyers, the media, and customers to new products
Coaching Style of Leadership (Hersey-Blanchard Model)
Leaders focus both on achieving goals and the emotional needs of their team members. This style allows for input, but the ultimate decision of what and how the goals are to be met is the Leader's. This is for individuals who are developing their knowledge base and need positive encouragement to become committed to the task (Low competence and low commitment)
Autocratic Leadership
Leaders give instructions, make all of the important decisions, and watch their staff closely to make sure they comply.
Forecasting Meetings
Look at industry trends and predict new market behaviors
Press Conferences
Make important company announcements
Active Listening
Making a conscious effort to truly hear and understand what the speaker is saying
Coding
Marking the units of the filing segment (or name) by which the record is to be stored
Shared Ride Vans
May be booked round trip or one way. If there are many people traveling, ask shuttle providers whether group discounts are available
Office Environments
Office workspace in a large corporate building, small office, home, or hotel room.
Goal Matrix
Organized, by stakeholder and degree of importance, helps to define which data is appropriate to collect and why because it will clarify the most important objectives the business is trying to achieve for each of its stakeholders.
File Management
Organizing, arranging, and maintaining important records and documents for easy retrieval. The activities involved in actively and logically naming and organizing files and folders in an operating system.
Annotates
Output Formatting feature (all-in-one-copier) that is used to add numbers and dates to the copied and scanned documents.
Indirect Style of Quote
Paraphrasing the source using third person narration (Chuck said that the brownies were good.)
Consumables
Part of a printer or scanner that you have to replace with normal use, such as toner cartridges, rollers, and drum kits
Debit Cards
Payment cards that deduct funds from a checking or savings account to pay for goods and services without the need to carry cash or checks.
Generation Z (aka Digital Natives)
People born between 1997 and 2012. Highly connected, as they have had lifelong use of communications and media technologies.
Unencrypted Data
Plain text
SOPs (Standard Operating Procedures)
Processes to communicate the day-to-day methods for acquiring goods and services.
Title VII of the Civil Rights Act of 1964
Prohibits discrimination in hiring, firing, or pay based on a person's race, religion, sex, or national origin. Also prohibits sexual harassment.
Direct Style of Quote
Quoting the source exactly and using quotation marks: ("The brownies were good," Chuck said.
Visual Communications
Refers both to the (1) physical expressions someone makes while communicating an idea and (2) materials that are visual such as charts, posters, and diagrams.
Perpetual Transfer
Refers to records that are continuously being transferred
Typeface Font
Serif or Sans Serif
Life Cycle
The framework put into place to manage electronic and manual records from beginning through final disposition
Employee Handbook
The Company's policies and procedures
Withdrawal
The act of taking money out of an account.
Internal Customers
The employees and departments within a company; stakeholders, employees, or shareholders within a company
Hard Disk Drive
The hard drive is generally the main local storage component of a computer. In a traditional environment the operating system and applications are installed onto the computer's internal hard drive.
Editing
The process of reviewing your work to see whether the content is clear.
Channel
The way the message travels; the way you interact
ACCDB
This is the current file format for Microsoft Access database files.
Planning Document
Use to organize a project. Can range from all-encompassing to high level, which mostly lists milestones. A detailed plan covers project management information along with resources, durations, costs, deliverables, standards, and risks.
Vision Statement
Usually a one-sentence statement encapsulating the organization's big, audacious, long-term goal (i.e. eliminate childhood obesity in our lifetime.)
Mission Statement
Usually a three to five sentence explanation of why the company exists and what it hopes to achieve. Every Fortune 500 company has a mission statement, a slogan (or motto) is uses for branding purposes, and a description of what it does.
YouTube and Vimeo
Video-sharing sites.
Colloquialisms
Words or phrases used in informal conversation
National Business Do-Not Call Registry
http://bizdonotcall.com/
Fax Machines Facsimiles)
Used to transmit documents to the receiving party at a faster pace than any type of mail service such as USPS, Fedex, UPS, etc.
Companies offering software, systems, and services for electronic filing
*GoogleDocs *DropBox *Laserfiche *SharePoint *DocSTAR *FileNet
Sans Serif Font
Fonts without serifs (projections) on each letter. Popular online, increasingly being used in printed materials (Arial, Helvetica, Futura)
First Class Mail (USPS)
For letters, large envelopes, and postcards weighing 13 ounces or less that need to arrive in fewer than three days.
Informal Documents
Shorter than a formal document and more closely resembles a substantial letter or memo *Summary *Email *Text messages and Instant Messaging (IM) *Flyer
Employee Relations
The management and staff communications regarding workplace decisions, employment laws, grievances, problem resolutions, union and labor relations, policies and procedures in additional to collective bargaining options.
Body Copy
The meat of the document and gives readers the information they need about the subject. Usually divided into paragraphs and by topic.
Records Storage System
The method by which electronic or manual records are stored (e.g., alphabetic or numeric)
Median
The middle value in a set of numbers after they have been arranged in an order.
Passive Voice
Use when you want the subject to receive the action. (The town was ravaged by the tornado.)
RTO (Recovery Time Objective)
The time goal for how long it will take to bring your data and systems back online.
Copyediting Checklist
*Follow company style guidelines (names, titles, locations, dates, times, etc.) *Fact check - Do not assume information is correct *Names, facts, figures, times, and dates are used correctly and consistently
Employer Information Report (EEO-1) (aka Standard Form 100)
An annual report in the U.S. that shows the representation of female and minority employees in an employer's total workforce. This form must be filed each year by any employer with 100 or more employees (50 or more for US governmental contractors)
Change Management
An approach companies use to help employees, teams, and organizations reach their goals by proactively dealing with change in three stages: (1) adapting to change, (2) controlling change, and (3) affecting change.
Applications
Computer programs installed on a computer's operating system. Commonly called apps on mobile devices.
Self-actualization
The top of Maslow's pyramid of basic human needs - the need to be the best that a person can be based on his or her potential.
Records Retention
The act of retaining records for a specified period of time commensurate with their value and outlining a disposal or preservation timetable
Descriptive Statistics
Used to describe the measures of central tendency or standard deviation of the entire population.
Carry-On
A bag that is carried onto the airplane. Most carrier allow passengers to bring one carry-on and one personal item (purse, briefcase).
Capitalization
A capital letter in a sentence lets the reader know a sentence is about to start or the proper name of a person or place is being used.
An efficient method to send messages both internally and externally for prompt response, and provides a record of what you sent. Ideal for seeking information or responding to a request. *Even messages that are deleted have been backed up on servers, so send nothing in an e-mail that you could not show everyone.
Direct Deposit
An electronic transfer from the payer's account directly to the recipient's account
Off-Site Storage
Used to safeguard archived items such as backup tapes or paper files. (Not to be confused with cloud storage)
Oral Communication
Face-to-face communications, as well as meetings, telephone calls, and radio broadcasts.
Self-managed Self-directed Teams
Groups working without direct supervision. Team members must be motivated to succeed and not lose sight of their goals. Self-directed teams are not usually found in large organizations.
Express Mail (USPS)
Guarantees overnight delivery and is the most expensive option for pieces weighing 70 pounds or less that fit in Express Mail containers
GoToMeeting
Allows up to 25 attendees to participate in high-definition videoconferencing, screen sharing, and audio conferencing using a Mac, PC, tablet, or smartphone. Meetings can be recorded
Ethics
Accepted principles of conduct that govern behavior within society.
Skycaps
Airline employees who are authorized to issue boarding passes and check luggage at the curb
All-In-One Printers and Photocopy machine
Allows office workers to print, scan, and copy from one machine. Allows for the ability to photocopy photo IDs; add recipients to the To, From, CC, and BCC sections while scanning; add or change the subject line; and change settings such as file type; provides the ability to scan double-sided documents to single-sided documents and to adjust the layout of the document such as original orientation, auto detect, image shift, edge erase, invert image, and book copying
Depreciation
An accounting method for allocating the cost of a tangible asset during its useful life. Assets lose value over time, and businesses try to allocate this wear and tear throughout the life of the asset for accounting and tax purposes.
Microform
An image that has been greatly reduced and copied onto a paper or film for archiving. A special machine must be used to view these images.
Notary Public
An official witness to verity the authenticity of signatures on documents.
Secondary Source
Analysis and compilation of information gleaned from primary sources. (Textbooks and articles) May contain bits and pieces from primary sources such as quotes or photographs.
Bank Reconciliation
Analyzing and adjusting the cash balance shown on the bank's records and the account holder's records. This involves making allowances for checks that have been issued but not presented and for checks that have been deposited but not credited.
Stakeholders
Any individuals or groups who have an interest in the company. Interested parties range from employees, to customers, to owners, to members of the community
Mentor
Anyone who serves as a resource to another person for information and knowledge about a particular function, role, or opportunity in an organization.
Written Communication
Anything put on paper, such a memos, letters, manuals, forms, and flyers
Psychological Noise
Anything that makes it difficult for an individual to understand the message
Drawing on Account
Applies to a sole proprietorship or partnership. This account records all payments made to the owners. The owners are in essence drawing funds from the business.
Sorting
Arranging records in the order they are to be filed
Liquid Assets
Assets that can be bought or sold quickly.
Liquidity
Assets that can be converted into cash quickly, with the most liquid asset being cash itself. A high level of trading activity.
Wasting Assets
Assets that lose value over time. Generally include vehicles, machinery, or other assets that depreciate in value.
Revenue
The amount of money brought into the business through its operations. It is the figure from which all costs are subtracted. Also know as gross income.
Motherboard
Board attached to the computer case; it is a central point for plugging in all internal and external components (often called the main board or system board)
Conferences (Multidate or One-Day) "(Congresses" outside the U.S.)
Bring people together to discuss a particular area of interest. Content tends to include some combination of large general sessions (keynotes) with smaller educational breakout sessions and a trade show component where participants can mingle with conference exhibitors and sponsors
External meetings
Bring staff or internal stakeholders together with external stakeholders.
Task Force Meetings
Bring together specific groups of people (often multi-department or discipline) to work on a single defined task or activity. This type of meeting tends to occur most frequently in military, nonprofit, and governmental organizations
Executive Meetings or Retreats
Bring together the organization's high-level leaders
Formal Proposal
Can range from several to a couple hundred pages, may include supporting documents such as a copy of the request for proposals, and executive summary, a title page, a table of contents, or an appendix. Internal proposals can be directed to management and address issues such as the benefits of changing a company policy. External proposals are written and sent to clients or customers encouraging them to purchase a product of service. Some proposals are written to request grants to obtain funding.
Editing Checklist
Check each paragraph *Opening paragraph - clearly state purpose *Following paragraphs - support the main point & develop the idea logically *Last paragraph - Strong conclusion or summation Check each sentence *Clarity *Grammatically correct *Run-on sentences? *Active voice Check the wording *Unnecessary words *Technical words the reader may not understand *Abbreviations requiring explanation *Use of pronouns
Encrypted Data
Cipher text
Emoticons
Combinations of symbols that loosely depict the human face. While not viewed as professional, there are times when you need to convey a certain tone and emotion, and words alone may not be enough. Use sparingly and only when you feel you know the recipient well enough to add a bit of levity to the message.
Audio-Visual Communication
Combines two media such as television or film and narration
Informational Power
Comes from having information someone else needs
Instant Messaging
Communication conducted via the Internet in real time
Nonverbal Communication
Communication without the use of spoken language, including gestures, facial expressions, and body positions
Legitimate Power
Conferred on people who have earned a high position
Editing Written Communication
Corrections can be done on paper copies or electronically. When making hard copy edits, do not use black ink because the edits are more difficult to see. Use proofreader's marks to indicate corrections. When making electronic changes to someone's copy in a Word document, use the track changes option. The writer can accept or reject each edit
Priority Mail (USPS)
Cost-effective choice for two-day delivery; the same weight and envelop restrictions apply as for Express Mail
Theory Y Management (Douglas McGregor)
Decentralized Participative Management Style. Given the proper conditions, employees learn to seek and accept responsibility and learn to exercise self-control and self-direction while accomplishing objectives to which they are committed. Theory y managers believe the satisfaction of doing a good job is a powerful motivation. Managers communicate openly with subordinates, which minimizes the difference between superior-subordinate relationships.
Business Ethics
Defined largely by the behaviors and values that govern a business environment. They are particularly concerning because of rigorous scrutiny from regulators, legislators, investors, consumer groups, environmental groups, labor organization, and anyone else affected by a business's activity.
David McClelland
Determined three motivational needs: achievement, affiliation, and power.
Original Documents
Diaries, speeches, manuscripts, letters, interviews, news films or videos, autobiographies, official records, newspapers, magazines, governmental documents, maps, stone tablets
Financial Report
Document / Statement about an organization's financial results, condition, and cash flows. Four types: *Income statement *Balance sheet *Cash flow statement *Statement
Scanning
Document imaging
Passport
Document required for international travel; may be purchased from the government or expedition services.
Reverent Power
Earned by those who are respected
File Syncing Utilities
Offer the ability to save copies of your data across multiple devices. (Dropbox - however this is not an appropriate method for backup of files. If a file is deleted, it is deleted on all devices synced with that folder and cannot be recovered.)
Hawthorne Studies - Bank Wiring Room
Experiments aimed to understand the power of an informal group and peer pressure on worker productivity. Designed to study furhter the social effects within the workplace. *Incentive pay plan - Results were contrary to what was expected - Group acceptance appeared to be more important to the workers than money
Functional Resume
Focuses on skills and qualifications. Deemphasizes gaps in a resume and is good for someone who is just getting started
Trait Approach to Leadership
Focuses only on the individual, looking at a one-way process rather than an interaction.
Typeface
Font Common website-safe fonts are generic typefaces such as the following: *Arial *Georgia *Tahoma *Courier
Management Teams
Often Board of Directors. The directors or managers collaborate on strategies affecting the entire company and its working teams.
Dividends
Funds paid periodically to shareholders from profits or reserves and typically are paid out quarterly.
Citing Attribution
Giving credit to the author
Mediator
Go-between in a grievance process
Peer Review
Having coworkers review all articles, reports, memos, letters, and important emails you have written. It is based on the idea that people who have a background in the topic can spot errors or add key information.
Social Effect
Hawthorne Studies - The Social Effect was created by employees being separated from the rest and being given special treatment. Employees in the study developed a certain bond and camraderie that also increased productivity.
Organizational Chart
Hierarchical representation of a department, organization, or another entity showing the relationship between objects. (Displays who works in different departments of an organization, identifies the management structure, and shows the line of communications such as who reports to whom.)
Summary
Highlights the most important information. Start with the main idea or purpose and then summarize the main points, using heading to divide sections. To summarize a report, you will need to provide an executive summary (similar to the format above.)
Frederick Herzberg
Hypothesized that humans have two sets of needs: as an animal, to avoid pain and as a human being, to grow psychologically. His research demonstrated that people will strive to achieve hygiene needs because they are unhappy without them, but once the need is satisfied, the effect soon wears off.
Personal Power
The person simply needs to believe they have power over others. They do not have to be effective or advance the objectives of the employer.
Web Builders, aka "Drag and Drop Builders" or "WYSIWYG" (what you see is what you get)
Implies that the web design is largely done graphically and that what you do on the screen is converted to code in the background by the software. An extensive background in web design or software coding is generally not necessary.
Situational Approach to Leadership - The Leader Sells
In the selling approach, the leader maintains control while convincing members of a decision and the need to take an action.
Branding
Includes everything from the way a company's receptionist answers the phone to the look of the company's website, packaging, and promotional materials. Consistent, strategic branding leads to strong brand equity.
Body Language
Includes gestures and facial expressions and can make the meaning of words clearer, unless the people are from a country where the meanings are different.
Fixed Cost Projections
Includes payroll, utilities, facility maintenance, and postage
Jargon
Industry terminology - can be used only if the audience will understand what is being said. If not, use simpler and more direct wording to describe a process
Disadvantages of internal Recruitment
Internal applicants may not bring new ideas to the organization *Significant employee development may be needed *Competition between internal colleagues may have a negative impact within the organization
Memoranda
Internal communications about a particular topic
Cell
The point at which a column and a row intersect in a spreadsheet or table. Labeled with columns first and then rows. (D9 = column D row 9)
RPO (Recovery Point Objective)
The point in time to which you wish to be able to recover data.
Conjunctions
Join words together to show adding a thought (and, but, or, so)
Adjourning
Last stage of team development. Project comes to an end. Successes and failures are reviewed and evaluated.
Bad Debt Expense
Losses a company incurs when goods are sold without requiring immediate payment. This is recorded as an account receivable because it is an asset that has not been received.
Adjectives
Modify nouns and pronouns, adding information about which, what kind, and how much (fabulous, peaceful)
Reports
More detailed than briefings. They deliver information and can be simple or elaborate.
Firewall
Network security device that can allow, block, and otherwise filter network traffic based on a predefined set of rules.
In-kind Donations
Noncash contributions or contributed services
Right-to-work
Nonunion employees may work alongside trade-union members and not be forced to join a trade union.
Transposition Errors
Occur when two adjacent numbers are transposed or reversed.
Email Address
Often includes the recipient's username and domain
Per Diem
The preapproved amount that may be spent per person for airfare, mileage, accommodations, meals, or other travel-related expenses.
Creative Documents
Poems, plays, novels, musical works, artworks, recordings
Orientation Style
Portrait or Landscape Layout
Employment Branding
Positions a particular organization to project a public image that current, past, and potential job seekers perceive as the employment experience at a company. Branding helps the organization be seen as an employer of choice in the marketplace and encourages people to desire to work for a specific organization
Relics or Artifacts
Pottery, furniture, clothing, buildings, jewelry, needlework, board games
FERPA (Family Educational Rights and Privacy Act)
Privacy of student data
CLEAR
Privately owned security travel service that allows its members to skip security lines in 12 airports nationwide.
Training Seminars
Properly educate staff of procedures or technology
Trademark
Protects the company from someone else using their logo, company name, slogans, or designs; must be applied for from the US Patent and Trademark Office.
FERPA (Family Education Rights and Privacy Act)
Protects the privacy of student information
Hotel Shuttles
Provided by some hotels to transport people to and from the airport or local attractions within a certain mileage radius
Certificate of attendance or participation
Provided to individuals who have attended or participated in classes, courses, other educational or training programs or events
Informative Speech
Purpose is to inform and to make sure the audience really understands the subject
Business Letters
Purpose is usually to inform someone about a decision or to solicit information. Written on company stationery; a formal way of communicating clearly with clients or company employees. Can serve as a permanent record and are best used when confidentiality or sensitivity is needed in discussing agreements, negotiations, or ideas. Common elements: *Date *Business address *Salutation *Message *Call to Action *Closing *Writer's signature and title *Name of the organization Different styles and formats include full block, semi-block, indented, hanging, and simplified.
Social Security
Qualified workers receive financial benefits from the government when they retire or become disabled, or the benefits go to the surviving dependents of a deceased worker. Social Security funds are generated from taxes paid by the employer and employee, calculated as a percentage of salary up to a yearly maximum.
Numeric System Filing
Recommended for filing large volumes of records. Records have unique numbers affixed to them for identification and are arranged by number (E.G., patient records filing by account number.)
CFR (Code of Federal Regulations)
Record-keeping requirements for organizations operating within the United States
Receivables
Recorded as assets on a balance sheet by businesses as they are monies owed to a business by their debtors.
Electronic Communications Privacy Act
Regulation of the storage of telephone calls including transmissions of electronic data by computer
Formal Mentoring
Requires a highly developed process with application, selection, evaluation, and matching components.
Equal Pay Act
Requires employers to retain employment information related to work performed by employees
Departmental Meetings
Review policies, procedures, goals, projects, and progress reports. These vary in frequency from daily to monthly, depending on management style and goals
Committee Meetings
Review specific projects that might involve cross-departmental activity
Queen or King Room
Room with a single queen or king-sized bed
Standard Double Hotel Room
Room with two beds
Specialized Journals
Sales journals Cash receipts journals Purchases journals Cash disbursement journals
EFT (Electronic Funds Transfer)
Sending or receiving money electronically without any actual physical transfer of paper money.
Tabbing Documents
Separate chapters or sections with individual dividers; tabs or dividers can be numbered, alphabetized, or sorted by topic or chapter headings.
Off-site Storage
Separate facility for storing backup and archive data of various types. Keeping data in a separate storage area reduces the risk of data loss
Decision-Making Meetings
Set goals and objectives or solve problems (most effective with just a handful of participants)
Form Factor
Side and shape of a computer, which helps determine which hardware components are compatible. Desktop computers, laptops, tablets, etc, all have different form factors.
Apple Keynote
Similar in purpose to Microsoft PowerPoint, this program works on Macintosh computers and allows the creation of slide show presentations.
Proprietary
Something that is created by someone and gives the creator exclusive legal rights. Even unpublished works that have been saved in some form, such as on paper in an electronic file are protected by copyright laws.
Headers and Footers
Spaces reserved at the top and bottom of a document to showcase relevant information for the reader such as page numbers, the name of the document, the author, and the date. Whatever is included in one of these fields will show up on each page.
Public Speaking Anxiety
Stage fright; shows itself as intense nervousness, shaking, sweating, and dizziness.
PCI-DSS (Payment Card Industry Data Security Standard)
Standard encompassing a wide range of guidelines for an organization dealing with credit card or electronic payment information
Parts of a Proper Sentence
Subject Predicate Verb Tense Dangling Modifiers Independent Clause Parallelism Paragraphs
Inductive Reasoning (aka Bottom-Up Approach)
Taking a specific observation and creating a broad generalization Example: Specific Observation = This wasp has a singer General Conclusion = Infers that all wasps have stingers
De-duplication
Technology used by backup systems to help conserve storage space by only keeping one copy of particular information. (ex: if everyone in the office has the company newsletter saved in their documents folder, the system would backup that file only once and then would reference that copy in the event someone's data needed to be restored.)
Airport Taxis
Tend to have a set rate for transportation from the airport that is clearly advertised at the pickup area. Rates to the airport vary depending on mileage and traffic conditions.
Conceptual Skill
The ability to think creatively about, analyze, and understand complicated and abstract ideas.
Customer Service
The act of assisting consumers with their questions and needs to attract or maintain them as customers.
Persuasion
The act of influencing someone to do something or to change their mind.
Cloud
The cloud is a modern term referring to the Internet and all its related software and services. The term was originally used in a telecommunications environment, but it has evolved in recent years to refer to the Internet.
Symmetry
The layout is balanced with similar text shapes and graphics across pages or on each side of a page
Internal Components
The motherboard, RAM (random-access memory), processor, hard drive, video card, sound card, cooling fans, etc
Reengineering
The process of reviewing the different levels of an organization's way of doing business and consider how to improve it to achieve dramatic improvements in business performance. Involves the examination and change of organization components including the business strategy, process, technology, organization, and culture.
Document Readability
The reading level and comprehension of a document. (See Gunning Fox Index)
Interpersonal Communication
The way information is exchanged with others - not just what is said, but how it is said, especially with the tone of voice and facial expressions, gestures, and body language.
Formatting
The way the copy is organized and presented. Can include the shape, size, binding, typeface, and paper choice.
XLSX
This I the current file format for Microsoft Excel files.
HTML (Hypertext Markup Language)
This file extension is used for files intended to be viewed in a web browser
NDAs (Nondisclosure Agreements)
Typically must be signed by leaders of all parties before business specifics may be discussed when a company does business with outside vendors, is up for sale, or is looking to acquire or merge with another business.
Empathic Listening
To understand the speaker's feelings, needs, and wants, and in turn appreciating his or her point of view
International Travel
Travel overseas may require more than just a passport. Travelers may need to apply for visas, which may require a trip to the local embassy and a long waiting period. Depending on the part of the world, vaccinations may be required, for the US Dept of State might have issued travel advisories or travel warnings.
Domestic Travel
Travelers need to have at least one form of photo ID and a credit card. If renting a car, they will need a driver's license. To book travel, you will need their full names as shown on the photo IDs, birth dates, and any frequent-travel or rewards program numbers
Em dash (--)
Two hyphens together to separate or highlight a thought. These differ from a hyphen.
Policy for Distributing or Filing Documents
Type of document and its purpose, size, recipient, and destination often will determine how a piece is sent.
Strike
Union laborers are expected to picket the employer rather than report for work until the dispute is settled. Historically, strikes have created benefits, such as the eight-hour work week, that all laborers enjoy.
Exclamation Point (!)
Used when showing strong emotion or significance
Interfaces
Ways an end user can apply various functions to organize, archive, send, and receive information that is sent to them.
Text Messages or Instant Messaging (IM)
Ways to quickly exchange information. Text messaging is generally handled using a smartphone and can be an easy way to communicate with someone who is in a meeting and cannot answer the phone. Instant Messaging is conducted via the Internet in real time. Many companies use live chats as a way for customer service representatives to talk with potential customers or for members of teams in different locations to discuss projects.
Mounting
When done properly, can help prevent folds, wrinkles, and dog-ears
Electronic Records and File Security
*Advantages: Electronic records can be restricted to specific individuals an dare backed up regularly on a server. Access to these records also can be controlled through identifiers and password codes *Disadvantages: Electronic records can be accessed and compromised by unauthorized individuals who hack into secure storage systems. *Susceptible to natural disasters such as fires, system crashes, and other technological malfunctions
Designing Presentation Slides
*Choose a template *Choose font styles (generally no more than two) *Choose text size (between 24 to 36 point) *Choose the title size (can be larger than 24 to 36 point) *Choose font color *Choose backgrounds
Ways of Organizing a Speech
*Chronological - From past to present *Geographical - Ordered by regions in a country or spaces *Topical - Focuses on one subject or group of ideas *Comparison - Compares two or more ideas *Journalistic - Similar to a newspaper article; talks about how, what, when, where, why, and how *Value oriented - Focuses on costs an benefits *Important - Starts with the most important reasons and concludes with the least important *Problem and solution oriented - Describes a problem and offers a solution *Simple to complex - Starts with simple ideas and moves to more complicated concepts *Best case or worst case - Analyzes a situation and provides contrasts
Responding to or Delivering Negative News format
*Clearly explain the problem *Remain professional *Show you understand how this creates a problem for the recipient and apologize *Show you are handling the situation fairly *Indicate your interest in an ongoing business relationship
External Stakeholders
*Clients *Customers *Constituents *Community Partners *Vendors *Media
Project Phase 2: Design
*Content and delivery methods *Speakers, emcees, facilitators, and presenters *Type of meeting venue and spaces required *Type of hotel *AV components *Room setups *Menus *Transportation options *Technology integration *Social media integration *Event marketing, PR, and communication *internal and external) *Networking components (such as opening-night receptions or meal functions) *Business components (such as exhibit hall layout, sponsor integration) *Other meeting components (such as promotional items and signs)
Disadvantages of Electronic File Management
*Cost - Electronic file management systems can cost an organization thousands of dollars *Technology - This is needed to store records, which can become outdated or obsolete *Security - Unauthorized users can gain access to electronic records, and software viruses can corrupt or delete records
Assessment Tools to Help Identify People's Skills and Abilities
*DiSC is used to improve work productivity, teamwork, and communication *Myers Briggs is a personality test giving a framework for understanding yourself *StandOut is a team assessment tool *StrengthsFinder 2.0 is an assessment tool developed by Gallup *True Colors assesses personality temperament
Technology-based Project Management Tools
*Document Sharing Sites *Web-Based Project Management Systems *Project Management Apps
Unstructured Interview
*Does not have predetermined questions. *Less formal than structured interview
Advantages of Virtual Office
*Employers save money by not having the added expenses associated with having an assistant on site (e.g., office space, equipment) *The environment benefits from fewer people traveling by automobile or public transportation *Productivity increases as a result of fewer employee interruptions and improved employee morale and job satisfaction *Employees have more flexibility in their schedules, more control of their work environments, less commute time, less stress, and fewer vehicle expenses.
Disadvantages of working in a team
*Every effort is a group effort, and some individuals might not feel they are part of the success. *Team members sometimes do not get along. *Some team members can have trouble compromising or listening to other ideas. *Slower members of the team can inhibit the rest of the team
Illegal Interview Questions
*Gender *Number of children *Marital status or maiden name *Ethnic association of surname *Religious affiliation *Nationality, lineage, or national origin *Past medical problems *Nature or severity of disability *Number and kinds of arrests *Specific years of school attendance or graduation date *Height or weight (unless a bona fide occupational qualification) *Veteran status, discharge status, or branch of services *Date of birth or age
Parts of a Document
*Headers and Footers *Headlines and Titles *Body Copy *Watermark *Table of Contents or Index
Disadvantages of External Recruitment
*Increased recruiting costs and loss of productivity *Increased assimilation time for new hires *Decreased morale if current employees feel passed over for promotions *Time consuming
Parts of a Speech
*Introduction or Opening - Grab the audience's attention, set the stage. Follow your opening statement by establishing your credibility and highlighting your main points. *Body - Meat and potatoes of the presentation. *Conclusion or Summary - Summarize the points you made and leave the audience with a memorable thought, because what is mentioned last is usually remembered best.
Disadvantages of the Traditional Office
*It can cost an employer thousands of dollars in office equipment and space to house an employee. *Employees tend to spend more money on clothing, lunch with coworkers, gas and car repairs.
Project Phase 5: Execution
*Keep emergency contacts in the master event binder. *Essential contact numbers - include local first responders *Be aware of emergency procedures that could impact the event *Review expectations, procedures, and timelines with anyone collecting data before the event begins.
Steps to Overcoming Public Speaking Anxiety
*Know your topic *Get organized *Practice *Visualize your success *Breathe deeply *Focus on your material *Don't fear silence *Recognize your success *Join a group
Do's and Dont's for Creating Presentation Slides
*Limit the number of bulleted items to six per slide *Do Not capitalize entire words or phrases *Opt for phrases as opposed to full sentences *Use a simple font *Do Not put everything you want to say on the slides *Do Not use too many animation effects, which can be distracting *Do Not use different colors and fonts on each slide - pick a style and stick to it.
Conflict Resolution
*Listen carefully *Offer a resolution to the problem with more than one option if possible *Accept blame if a mistake is your fault *Correct the mistake
Screening or Phone Interview
*Low-cost approach to narrow down a large pool of potential candidates. *Option for geographical obstacles (out-of-state applicants)
Major Functions of an Operating System
*Manage Hardware: Hardware must interact with the operating system in order to be functional and work with other software. Drivers are software programs that are installed on the operating system to manage certain hardware devices. *Manage Software: Software of a variety of different types requires an operating system in order to be installed and run. *Manage Files: A method for managing system files and user files is required to present data in an organized manner. *Provide a User Interface: A user interface is required for a user or system to be able to interact with the operating system. *GUI (Graphical User Interface): This is often called a point-and-click environment. The common Microsoft Windows desktop environment is a GUI. *CLI (Command Line Interface): This is a way of managing an operating system. The user responds to a visual prompt and types a command, then receives a response from the system.
Individual or Personal Interview
*Most common form of interviewing candidates. *Face-to-face exchange with an interviewer. *Assessment of dress, appearance, verbal, and nonverbal communication skills.
Confidentiality Clauses
*Non-compete clause *NDA (Nondisclosure agreement)
Preparing Presentation Slides
*Outline your ideas *Design your slides *Place appropriate copy on each slide *Place graphics (only use images in the public domain), charts, or photos on many of the slides if they help convey the message better *Add special effects sparingly, including special transitions or animations *Use hyperlinks in the presentation to other websites that contain supporting materials *After the presentation, post the PowerPoint or webinar to a website so attendees can review the presentation
LAN (Local Area Network) Benefits
*Printers can be shared among computer *Installation of software can be managed *Files stored within the organization can be backed up and stored on files servers
Task-oriented or Testing Interview
*Problem-solving skills are tested through exercises to demonstrate the candidate's creative and analytical abilities. *Technical knowledge and skills are evaluated by administering a test or simulation exercise. *Communication skills may be evaluated in a mock presentation to a group.
Disadvantages of Manual (Paper) File Management
*Productivity - Searching through paper files can be time consuming and extremely labor-intensive, costing the organization in labor *File integrity - Keeping track of paper files that have been moved or removed from the file management system jeopardizes the integrity of the record *Storage - Storing paper documents requires physical space, which can become costly *Cost - Maintaining equipment associated with paper document can be costly (e.g., printers, copy machines, fax machines, and toner) *Communication - Editing and sending paper files to those requesting or needing information can be difficult
Project Phase 3: Sourcing and Contracting
*RFP (Request for Proposal) - the standard tool for securing vendors *Line up multiple prospective vendors in each category. *Conduct a site visit of meeting space and do a menu tasking. *Discuss budget parameters, meeting and design goals, and additional desirable concessions. *Establish meeting specifics -- confirm the space you need, exact rooms you want, equipment needed, menus, room setups, final dates and times, and any other value-added amenities the vendor can add, and get it all in writing. *BEO (Banquet event order) - The record of everything you order with prices attached. *Final contracts *CSM (Conference Sales/Services Manager) *Master Binder - keep everything related to the event together in one place.
Facts for Meeting Planning
*WHO is going to attend and how will you notify them? *WHY are you holding the meeting, and what result do you want? *WHAT can you do to convey the purpose of the meeting? (Agenda) *WHERE will the meeting be held, and what arrangements are needed to secure the venue? Will food be involved? *WHEN do you need to hold the meeting? What is a convenient day and time that will allow everyone to attend? *HOW can you best facilitate the meeting? What tools and technology will you need to share information?
Project Phase 4: Promotion
*What is the value proposition? *Whom are you trying to reach? *How will you track your efforts? *Are there testimonials from past attendees, exhibitors, or sponsors? *What kind of marketing channels can you use? *re there any strategic partnerships you can forge to help you reach your target market? *What is the promotional budget? *What is the promotional schedule?
Lossless
A characteristic of some file types that do not lose quality as they are converted from the original version
Row
A horizontal section in an Excel spreadsheet or table, labeled with numbers
Net Income
A measure of how profitable a business is, often referred to as the bottom line. Calculated by looking at income statement and subtracting the cost of doing business, depreciation, interest, taxes, and other expenses from the revenue.
Organizational Procedure
A series of established or approved actions conducted in a certain way to implement a workplace policy.
Column
A vertical section in an Excel spreadsheet or table, labeled with letters.
Cross Functional Multifunctional Teams
Comprised of people from different areas of expertise or various departments to achieve a common goal
Hostile Environment
Created when an employee feels uncomfortable or frightened to be in his or her work space due to offensive behavior, intimidation, or abuse by a coworker or superior.
Page Break
Creates a new page anywhere in a document. Give the ability to come back later and add pictures, charts, etc.
Indexing
Determining the name to be used in storing a record (name, subject, number, etc)
Task Force
Formed to find a solution to a critical problem and has a deadline
Metadata
Identifying information about a record (e.g., author, date, key words for retrieval) that makes it easier to retrieve or manage the record
Human Skill
Knowledge about and the ability to work with people. These are the one universal constant for all levels of management
Semicolon (;)
Links closely related independent clauses or sentences that are not joined with conjunction
Virtual Teams
Members work in various locations but are all connected through a computer network
En dash (-)
One dash to specify any kind of range in numbers
Special Pages
Output Formatting feature (all-in-one-copier) that allows users to select multiple trays for documents with varied sized pages pulling from both the dedicated letter and legal trays while copying.
Analytical Report
Provides data analysis about trends and operations with the objective of forming a conclusion, explaining why something happened, recommending a course of action or discussing feasibility. Often includes data, findings, and analysis.
Informational Report
Provides data, facts, and information without analysis or recommendations. Purpose is to bring someone up to date on a situation, summarize what happened at a meeting, provide a status update on a project, or list the highlights of an event.
Team Dynamics
Psychological forces influencing a team's behavior and performance. Range from team members' personalities to the work environment.
Gala Events
Raise money or awareness
Deductive Reasoning (aka: Top-Down Reasoning)
Taking a general conclusion or fact and working to a specific conclusion. Example: General Conclusion = All Wasps have stingers Specific Conclusion = This is a wasp, therefore it must have a stinger
External Recruitment
The assessment of an available pool of job candidates, other than existing staff, to see if there are any sufficiently skilled or qualified individuals to fill and perform existing job vacancies. (Conducted primarily via the Internet)
X Axis
The horizontal axis, the variable on a graph that is "left to right."
Globalization
The process of buying and selling internationally.
Patch Management
The process of systematically testing and implementing software and security updates. This usually is run by the IT department and automated in an organization.
Data Archiving
The process of transferring online electronic records to removable storage devices such as magnetic tape or optical disks for off-line storage Documents or records stored for the purpose of later or long-term reference
Communication
The sharing of symbolic meaning between two or more people.
Coercive Power
Used by people who have the means to punish someone
Virtual Office
Working from a location outside of the office
Mandatory Benefits
*Social Security *Medicare *Unemployment Insurance *Worker's Compensation
Objective of Compensation and Benefits Programs
*To attract and retain the best talent for an organization *To reinforce the organization's culture, climate, and effective behaviors *To be externally competitive and internally equitable
Team Development
1. Forming 2. Storming 3. Norming 4. Performing 5. Adjourning
Steps for preparing electronic document for distribution
1. Preparing -- *Save documents periodically *If there are multiple versions of the same document, follow the title with v1, v2, A, B, C, or 1, 2, or 3 to know which version you are working on. 2. Protecting -- *Password protected *Track changes *Digital Signature 3. Printing
Communication Model
1. Sender Encodes a Message into Symbols (which can be spoken, written, visual, and/or physical) via a Channel. 2. Receiver Decodes the message by working to understand the verbal and nonverbal cues. 3. Receiver Returns the Feedback to the sender by crafting a response that shows comprehension.
Project Phases
1. Strategy 2. Design. 3. Sources and contracting 4. Promotion 5. Execution 6. Data Analysis 7. Reporting
ERISA (Employee Retirement Income Security Act)
A US federal law that sets minimum standards for voluntarily established pension and health plans in private industry to provide protection for individuals in these plans. It requires plans to provide participants with plan information including important information about plan features and funding, provides fiduciary responsibilities for those who manage and control plan assets, requires plans to establish a grievance and appeals process for participants to get benefits from their plans, and gives participants the right to sue for benefits and breaches of fiduciary duty.
Assets
A balance sheet items that shows what the firm owns. Considered a resource that an individual or company owns or controls in hope of reaping a future benefit. Short-term assets are recorded by most companies as part of their current assets.
Union Shop
A business that requires union-only labor
Smartphone
A cell phone that is able to run multiple applications. Often includes touchscreen interaction
KB (Knowledge Base)
A central website that usually provides a wealth of knowledge, documentation, and other support information about a particular product
Lossy
A characteristic of some file types that lose quality as they are converted from the original version
File
A collection of records
Balance Sheet
A major financial document that shows the assets, liabilities, and capitalization (total financial value) of a business at a particular time. Also shows details of income and expenditures for the preceeding period. (aka: a statement of financial position)
TQM (Total Quality Management)
A management system for a customer-focused organization that involves all employees in continual improvement. It uses strategy, data, and effective communications to integrate the quality discipline into the culture and activities of the organization. Essential elements to TQM: *Customer focused *Total employee involvement *Process centered *Integrated systems *Strategic and systematic approach *Continual improvement *Fact-based decision making *Effective communication
EEO (Equal Employment Opportunity)
A policy that states equal consideration for a job is applicable to all individuals and that the employer should not discriminate based on race, color, religion, age, marital status, national origin, disability, or gender. EEO representation extends to US companies, though exceptions may occur for multinational companies that conduct business in America and for employees who work in other countries.
WIX
A popular and easy-to-use platform for complete website management where no coding experience is required.
Skype
A popular choice for hosting group telephone calls for 25 or fewer people because it is free. It can also be used for video calls and messaging.
A popular social media site for sharing ideas and images. You can pin an image to a virtual board, and your followers can view and repin the images to their own boards. Images are also links to a website. Organizations can use this for advertising purposes as well
Laptop
A portable computer suited for placing in a briefcase for travel
Sales Discount
A price reduction offered by a seller to a buyer in return for an early payment by the buyer.
Pantone Color Matching System
A standardized color reproduction system. By standardizing the colors, different manufacturers in different locations can refer to the Pantone system to make sure colors match, even without direct contact with one another.
Template
A starting point for documents and other productions such as flyers or forms. Examples: flyers, calendars, planners, banners, resumes, and business documents
Deluxe
A step up from a standard category room
Assessment-Based Professional Certification
A voluntary process by which individuals are evaluated against predetermined standards for knowledge, skills, or competencies -- time-limited credential
Chatrooms
A way for a group of people with similar interests, such as technology or movies, to get together and send messages to each other in real time.
A way for friends to keep in touch and for companies to interact with their customers. A company Facebook page is a conversation, and customers can read posts, view photos, and leave comments.
Parallelism Parallel Structure Parallel Construction
A way to help readers understand how two or more parts of a sentence are related. Uses components in a sentence that are grammatically the same or similar in their construction, sound, meaning, or meter.
Microsoft Excel Basic Formulas
Addition: =SUM(A1:B1) or =(A1:B1) Multiplication: =SUM(A1*B1) or =(A1*B1) Division: =SUM(A1/B1) or =(A1/B1) Average: =AVERAGE(A1:E1)
Grievance Process
Allows complaints to be aired internally before they are made public. If either side cannot be placated, there is a period of internal or external mediation with someone acting as a mediator. If no agreement can be reached, an independent arbitrator or judge may be appointed to help settle the dispute with a legally binding decision. If no settlement is reached in arbitration, then the issue may go through litigation, where it will be heard in court, with each side represented by legal counsel.
Checked Baggage
Bags that are checked in at the airline registration desk, stored in the cargo hold of the plane, and sent to baggage claim at the final destination airport. Most airlines charge approximately $25 to $50 per checked bag.
RFID (Radio Frequency Identification)
Bar codes that can communicate with a networked system to track products that can be placed into a shopping cart. These tags can communicate with an electronic reader, detect each item in the cart, and instantly ring them up. The reader is connected to a large computer network that can send product information to the product retailer and manufacturer. Eventually, your bank is notified and the amount of the bill is subtracted form your bank account.
Debits and Credits
Basic entries in financial journals based on the double-entry system. Debits are recorded on the left side of the journal, and credits are recorded on the right side.
Ledgers
Can be in book form or computer files. These are used to record and total transactions, which are measured and recorded for each account type.
Visual Aids
Can be instructional, such as charts, maps, or models; Can be illustrative such as objects, drawings, or photographs
Illustrations in a Document
Can include charts, diagrams, and infographics
Table
Columns and rows that represent a certain set of data; Can be created in a spreadsheet program, word processing software, or slide show presentation. Displays relationships between two or more variables
Vital Record
Computer and device connections classified into the three geographical areas they cover: *LAN (Local area networks) *MAN (Metropolitan area networks) *WAN (Wide area networks)
Backups
Copies of data taken from computer systems to ensure the data can be restored in a timely and predictable manner should the need arise
Itinerary
Day-by-day schedule of all travel components and activities, complete with addresses, maps (if required), meeting agendas, contact information, confirmation codes, and anything else a traveler might need during the trip
Intrapersonal Communication
Deals with how you analyze a situation and use the information. Centers on self-esteem (how you see yourself), perception (an understanding of yourself and the world), and expectation (a guideline for future decisions)
Long-Term Liabilities
Debts that can be repaid throughout a longer period than one year
Metaphor
Declaring something is the same as something else. (Love is a rose.)
Connection Power
Derived from knowing powerful people
Negative News in Written Communications
Direct Strategy - Immediately address the bad news, explain the reasons for the problem, and then share some pleasant closing words. (This strategy is best for times when bad news is not particularly damaging, when there is concern the receiver might overlook the announcement if it is buried, when the person receiving the news prefers directness, or when the company needs to be firm to make a point.) Indirect Strategy - A way to soften the blow of bad news. Start with a buffer (a way to reduce the pain of the news). (This strategy is best if bad news will be upsetting, may cause a hostile reaction, could threaten a customer relationship, or will come as a shock.)
Booking Sites
Discount sites include Priceline.com, Hotels.com, and Hotwire.com. Some sites offer all-inclusive packages, which tend to be for incentive travel, specific resorts, or cruise ship travel. All-inclusive can mean all meals and tips are included with the price for accommodations; can also include airfare and airport transportation.
Boolean Search
Done by linking words together to get closer to finding the type of documents you needed, originated by English mathematician George Boole. the word "and" (apple pie AND recipe), the document must include both words. Using the word "or" (cat OR dog), the document may include either.
Duplex
Double-sided printing or copying. This feature saves paper by allowing print on both sides of the sheet. It requires a printer or copier that supports duplex printing.
Squarespace
Easier than WordPress and offers: *Domains available for purchase *Existing templates allowing users to input information *One-stop shop for website building
Deferral
Either an asset or a liability that has not yet occurred. (something that is paid for in advance of the due date, e.g. car insurance)
Unemployment Insurance
Eligible workers who have lost their jobs through no fault of their own can receive temporary financial assistance. The funds are administered and distributed by individual states within federal government standards and eligibility guidelines
Most popular methods companies use to communicate internally and externally
Email and traditional letters
Applying Presentation Tools in PowerPoint
Emphasis is being placed to reinforce the message by using a pen or highlighter, changing the color of the ink in the pen or highlighter, or erasing a notation altogether.
Competitive Bidding
Enables the delivery of the right material (or service) in a specified period of time to the right place at the right price.
Physical Noise
Environmental conditions (such as the noise level or temperature)
Implied Contract
Even if there is no written record, there may be an implied contract that exists between employees and employers or business partners whereby something has been agreed to (conduct oneself ethically, abide by company policies and procedures, etc)
Concierge or Club Level
Floor whose guests tend to have access to complimentary breakfasts, water, snacks, and sometimes evening receptions
Troubleshooting Flowchart
Flowcharts, also known as scripts, may be provided by vendors to help perform basic support for software or equipment.
Proofreading
Focus is on checking for punctuation, grammar, and spelling mistakes. (Different from editing)
Assessment-Based Certificate
Focus is on education/training and demonstrates mastery of intended learning outcomes of a specific class, course, educational program, or training program.
Business Communication
Formal Communications Informal Communications Written Communications Oral Communications Visual Communications Nonverbal Communication Audio-visual Communications Computer-based Communications
Ideal Team Size
Four to five (diverse) members
Performing
Fourth stage of team development. Highly performing team. Members trust each other and work well together without oversight. Team leader monitors team's progress and advises when necessary.
Brainstorming Sessions
Generate new ideas
Impromptu Speech
Giving a speech without warning
Column Chart
Good for showing visual comparisons between data intervals
Photo ID
Government-issued identification, most commonly a driver's license, which is required for travel and hotel check-ins and for proving the traveler's identity
Line Chart
Great for showing data trends during a certain period
Developing Style of Leadership (Hersey-Blanchard Model)
Hands-off leadership style. After decisions are made, task completion is the responsibility of the follower with littler intervention from the leader. This approach is for highly productive individuals. This is for the most seasoned follower, where direct intervention from the leader is no longer needed to accomplish goals once they are set (High competence and high commitment)
Serif Font
Has small projections on each letter and is generally assumed to be easier to read. (Times New Roman, Garamond, Bookman Old Style; Adobe Garamond Pro)
Cisco WebEx
Has web conferencing and videoconferencing applications and allows users to share screens
Project Phase 6: Data Analysis
Identify what is important, who needs to know, and how to best present the information.
Finishing Documents
Involves using portfolios, pockets folders, or page protectors
Hyphen (-)
Joins words or separates syllables in a single word
Arbitrator
Judge in a grievance process
Strategic Planning
Key stakeholders such as executives, owners, and board members determine the course the organization will take throughout the next year or series of years. They formulate this strategic vision by examining available resources, company finances, and current market conditions and seeing where opportunities for growth exist and dovetail with the company's stated mission and vision.
Parcel Post (USPS)
Least expensive option for envelopes and packages weighing 70 pounds or less but delivery may take up to 8 days
Transactional Documents
Legally binding records or any documents relating to transactions between businesses and their customers and clients. Includes service statements and invoices to request payment for a service. Templates are often generated using a word processing program such as Microsoft Word or Apple Pages
Prepositions
Link words to show relationships (about, on, under)
IP Address
Logical address used to uniquely identify a computer, printer, or other networked device on a network
User Account
Logical method for creating user-specific and customizable file space on an operating system. Used as an authentication, authorization, and accounting mechanism.
Tiff (Tagged Image File Format)
Lossless file format often used for saving image files. File size is larger than JPEG
JPEG (Joint Photographic Experts Group)
Lossless file type often used for web images and email. File size and quality can be adjusted when saving.
Rewards Programs (aka Frequent or Preferred Traveler Programs)
Loyalty programs that allow travelers to earn points. These are run by rental car companies, hotels, airlines, and other service providers. Use those numbers (for appropriate programs) when making reservations
Frederick Taylor
Mechanical engineer who sought to improve industrial efficiency. Regarded as the father of Scientific Management and was one of the first management consultants. Known for Time and Motion Studies.
Upward Communications
Messages sent from employees to management. This type of communication often informs management about project progress and challenges.
Downward Communications
Messages sent from management to employees. This type of communication is necessary to clarify goals, share information, educate, and guide.
Formal Communication
Messages spread through the organization's communications, possibly downward, upward, or horizontal
Horizontal Communications
Messages traveling from employee to employee, manager to manager, or executive to executive.
Snapshot
Method used by IT departments to make a copy of an entire computer system at a certain point in time. These often are used as part of the organization's backup and restoration strategy
Internal Controls
Methods to ensure operational effectiveness and integrity. These methods involve checks and balances and reviews, to avoid fraud and mismanagement of funds.
Predicate
Modifies the subject and includes the verb and the objects or phrases governed by the verb. (George hit Irving.)
In-Kind Donations
Noncash contributions or contributed services. Some of these types of donations can be tangible or intangible (food items, medicines, trademarks, advertising, etc). Others can be services (doctors, lawyers, architects, etc)
Informal Mentoring
Occurs constant with minimal leadership effort, can last as long as needed, and may be facilitated through the use of social media tools outside the organization.
File Folder
Often manila folders labeled and used to store records
Podcasts
Prerecorded audio clips used to inform the audience about an issue, product, or service. Downloadable presentations of webinars.
Employee Retirement Income Security Act
Provides the record-keeping requirements of organizations that offer pension plans, health coverage plans, disability plans, and other benefits to employees
Secondary Research
Reading books or periodicals or searching the Internet for relevant material
Listening Skills
Really hearing what the other person is saying without focusing on outside distractions or how to respond.
Cloud-Based Storage
Records are kept on remote servers and accessed through the Internet.
Direct Access Files
Records are stored on a device such as a hard disk or thumb drive
Indirect Access Files
Records are stored on a device that is accessed in exact order, such as magnetic tape
Statement of Owner's Equity
Shows the owner's capital at the beginning and end of a period of time
Verb Tense
Shows what time it is in a sentence: present tense, past tense, future tense.
Accommodating Conflict Management Style (Thomas Kilmann Model)
Slightly assertive and highly cooperative (opposite of competing). People neglect their own concerns to satisfy the concerns of the other person. (element of self-sacrifice) Best to use: *When you realize you are wrong, therefore allowing a better position to be considered, or to learn from others and show that you are reasonable *When the issue is much more important to the other person than it is to you *When continued competition would only cause harm *When preserving harmony and avoiding disruption is especially important *When you aid in the development of your employees by allowing them to experiment and learn from their own mistakes
Application
Software installed onto an operating system generally used for a specific purpose.
Bypass Tray
Special tray found on printers that allows you to manually insert a page outside of the normal document feeder. Used for printing oddly sized pages or items such as sheets of labels.
Hard Skills
Specific skills that are learned (graphic design, writing, or software design)
Contra-Asset Accounts
Specifically designed to offset other transactions and are used to reduce the value of other related accounts. These help keep accounting records clean and make tax preparation easier an dless time consuming
TWAIN
Standard for acquiring images from scanners. Commonly used with image scanners or cameras, this software if the interface between the device and the computer software requesting the image.
Paragraphs
Start with an opening sentence introducing the main idea followed by supporting statements. Each paragraph is a separate idea.
Hawthorne Studies
Started the movement toward treating employees as social beings rather than mechanical beings, whose every movement could be controlled for optimal performance. Studies were carried out by the Western Electric Company (produced equipment and assembled telephones) at their plant in Hawthorne, Illinois, in the 1920s.
Thomas/Kilmann Model of Conflict Management Styles
States there is a preexisting conflict management style within each of us based on how much concern we have for ourselves (assertiveness) vs. how much concern we have for others (cooperation).
Group Decision Making Model (Leigh Thompson)
Step 1. Orientation *Define the Problem *Set Goal *Plan the Process Step 2. Discussion *Gather Information *Identify Alternatives *Evaluate Alternates Step 3. Decision Making *Choose Group Decision Step 4. Implementation *Adhere to the Decision *Evaluate the Decision *Seek Feedback
Local Storage
Storage inside of or connect to your computer (internal hard drive or a USB flash drive) *Benefits: Local storage is generally faster than other types of storage and allows for ease in accessing and managing data. *Risks: Data are at risk for loss or theft when using removable media. Local storage is often not managed by the organization's IT department. In that case, your data may be outside of the organization 's backup scope or recovery plan.
Contract
Terms of employment that spells out rights and responsibilities. May include *employee start date (and end date, if it is a temporary contract) *Job title *Job responsibilities *Compensation plan *Benefits *Expectations for employee behavior *Grounds for termination, including an at-will clause that gives employers the right to fire employees for any cause
Internal Recruitment
The assessment of an employer's current staff to ascertain whether any current employees are sufficiently skilled or qualified to perform required job vacancies. *Provides promotions or lateral moves to current employees *Advertises open positions through the use of the organization's intranet, job boards, or email alerts
Credibility
The audience perceives you as being reliable and someone they can trust
Ethnocentrism
The belief that your ethnic or cultural group is better than anyone else's.
Scope Creep
The biggest productivity killer. After a project has been assigned and its parameters set, project members or team leaders may be asked to take on additional responsibilities or tasks. If it is not within the realm of the agreed-upon scope of the project, then the requests are a symptom of the project scope creeping into uncharted and perhaps unrelated areas.
Situational Approach to Leadership - The Leader Tests
The leader explains the problem and comes up with an idea but checks it out with the team to determine their level of expertise, commitment, and responsiveness.
Proprietor
The owner of a business or one who holds a property.
Statement of Activities (Nonprofit) (aka: Operating Statement)
The same as an income statement for a for-profit organization. Describes how a nonprofit organization has dealt with income and expenses in a given period.
Active Voice
The subject of the sentence performs the action; follows the pattern of subject, verb, and object. (The tornado ravaged the town.)
ESD (Electrostatic Discharge)
The sudden flow of electricity between two objects. The shock you experience when touching a doorknob in the winter, for example, is the same electrostatic discharge that can damage electrical components. Surge protectors do not protect against ESD.
Web self-service
The term given to information on the website that customers can use to get their questions answered.
Norming
Third stage of team development. Occurs when the team starts learning how to work together. Members trust each other and seek out each other's input. Progress is made.
DOCX
This is the current file format for Microsoft Word files.
Minute Taker
This role is critical to ensuring an accurate summary of the meeting is documented for future reference.
Content Listening
To understand and retain information being said
Computer-Based Communication
Video conferences, websites, and e-mail
Escalation of Commitment
When a problem exists with an action being taken, but instead of solving it or changing course, the team persists in making it work, often in an attempt to turn the situation around. (Ego of the team becomes a higher priority than the success of an objective)
Dangling Modifiers
Word or phrase that modified a word not clearly stated in the sentence.
Nouns
Words given to people, animals, concepts, and things, showing who, what, and where in a sentence
Non-compete Clause
Written to restrict employees from leaving the company and joining the competition or from starting a competitive business for a specific length of time after leaving the company.
Progress Report (aka Process, Periodic, Recurring)
Written update for a project involving a team. States the purpose and nature of the project and provides some background so the reader can understand the history of the project, discusses progress and concerns, and ends with an expected completion date.
SMART
A set of business objects goals that are Specific Measurable Achievable Realistic Time related
Sample Data
A set of data collected or selected from a statistical population by a defined procedure
Tax-exempt
Exemption from taxable income. This status can provide partial or complete relief from taxes.
Basic Elements of a Budget
Expenses (discretionary and non-discretionary) and Revenue
Corporate Policy
Defines how a company's leadership interacts with its employees, vendors, clients, and customers
Period Costs
Expenses incurred in the current period (selling, advertising, travelling, and entertainment expenses.) Costs associated with the period in which they are incurred.
How to Start Lines of Communication in a Diverse Workplace
*Initiate sensitivity training *Celebrate differences *Understand your own cultural background *Do not assume *Find similarities
Baby Boomers
People born after World War II, from 1946 to 1964. Hardworking and motivated by position and prestige. Achievement oriented, dedicated, and career focused.
Institutional Power
People want to direct their teams to further the objectives of their organizations.
Strikebreakers Scabs
People who defy the union ruling and go to work during a strike
Policies
A set of principles, rules, and guidelines formulated or adopted by an organization to reach its long-term goals and typically are published in a booklet or other widely accessible form.
Grammar
A set of rules governing the composition of clauses, phrases, and words.
Hackers
People who use computers to gain unauthorized access to information.
OS (Operating System)
The main software of a computer system responsible for managing hardware, managing software, managing the file system, and providing a user interface.
Total Compensation
*Base Salary *Mandatory health and welfare benefits *Pay differentials *Bonuses and cash incentives *Stock-related rewards
PAR (Pixel Aspect Ratio), aka DAR (Dot Aspect Ratio)
Defines the ratio of width to height in an image. (i.e., 640 pixels x 480 pixels, when reduced, would be expressed as 4:3 PAR.)
Behavioral Interview
*Based on the theory that past performance in a similar situation is the best predictor of future performance. *Probes deeper than traditional interviewing approaches. *Requires specific examples of teamwork, problem solving, communication, creativity, and organization skills
Items employees may be expected yo sign or abide by
*Contract *Code of ethics *Company policies and procedures *Shareholder's agreements *Confidentiality or non-compete-clauses
Maslow's Hierarchy of Needs in an Office Environment
(1) Biological and physiological - Survival, such as a good salary or job security (2) Safety - Stable environment, such as fair workplace practices (3) Social needs - Social acceptance, such as recognition for good work (4) Esteem - Positive self-image, such as being rewarded with a nice work space (5) Self-actualization - Achievement, such as being assigned challenging work
Chronological Resume
(Most common and preferred) Lists experience in order of most recent to oldest. Shows growth in your career
Main components in a workspace
*Desk *Desk chair *Computer *Lighting *Supplies
Hard Data
(Test scores, website analytics, product sales)
Structured Interview
* Interviewers have a list of questions. *Interviewers strive to ask each candidate the same question in the same format to insure fair and accurate comparisons.
Envelope Sizes
*A #10 envelope is usually used for business letters *Window envelopes are used for bills and official notices. An address is usually printed on the notice and is displayed in the window. *Booklet envelopes have a flap along their length and are often used to send materials that cannot or should not be folded, such as brochures, booklets, photographs, or statements. *Announcement envelopes are used for invitations and greeting cards and come in a variety of colors.
Manual (paper) Records and File Security
*Advantages: Computer hackers cannot gain access to records. File cabinets can be secured and locked by a key. *Disadvantages: Paper records tend to be safe until an unauthorized person gains access to the records without permission. Paper records are susceptible to natural disasters such as fires. Typically, there is only one printed record and no backup copy.
Approaches to delivering a PowerPoint Presentation:
*Applying Presentation Tools *Setting Up Slide Shows *Presentation Timing *Recording Presentations
Document Conversion Software
*MyMorph: A free document conversion tool that can be installed on your computer. *WinZIP: A program available for Windows or Mac that allows you to create ZIP files. (Microsoft Windows OS has a free utility called Compressed Folders that creates compressed files as well. It is a free alternative to WinZIP, which requires a license) *CutePDF: A popular program used to print documents to a PDF file. Once installed, CutePDF writer shows up as an available printer and can be used to essentially "print" files by saving them as PDFs. *YouConvertIt: An online document conversion tool that does not require software to be installed on the computer. Be careful when using these types of services because you do not know who is looking at the docs. Sensitive information should not be converted online with a free tool.
Advantages of External Recruiting
*New ideas come from outside the organization *Employee development needs and costs are potentially lower *New talent and competencies are brought to the organization *Diversity of thought, experience, and culture come into the organization
ISO Security Standards (International Standards Organization)
*Openness - Communicating to employees the existence and nature of confidentiality and privacy practices *Purpose - Reinforcing the rationale and the necessity behind procedures. *Collection - Adhering to updated lawful and fair means used to collect data and to ensure that only information relevant to job performance is compiled. *Limitations - Offering assurance that personal and work performance information will not be disclosed for secondary purposes without the employee's knowledge and consent. Access should be granted only to those within the organization who have a specific need to see it (e.g., an employee is being considered for a promotion or salary increase or termination.) *Accuracy - Ensuring recorded information is accurate, complete, current, and relevant. *Accountability - Assigning a designated person within the organization to be accountable for monitoring compliance.
Advantages of Electronic File Management
*Productivity - Electronic file management provides quick searchable access to recorded information, reducing the amount of time spent by an employee looking for information. *File integrity - Electronic records cannot be removed from physical files or accidentally misplaced *Convenience - The appropriate computing and networking arrangements allow records to be accessed easily *Physical storage - The reduction in photocopying means less physical storage is needed
Advantages of Manual (Paper) File Management
*Productivity - Manual filing requires less training and is less complicated *Cost - File cabinets, folders, and other filing supplies can be less expensive than some electronic file management systems *Handling - Paper records are tangible and easy to handle, and computer knowledge is not needed *Production - Paper records are easy to copy and reproduce
Technical Guidelines for Color-Coding and Pixel Ratio
*RGB stands for red, green, and blue *CMYK stands for cyan, magenta, yellow, and black WEB DESIGN GRAPHICS TIPS *Picture quality should be set between 72 and 200 dpi *Common color codes used for RGB are hex codes that consist of numbers and letters (e.g., #FFFFFF stands for the color White) PRINT DESIGN GRAPHICS TIPS *Picture quality should be set at 300 dpi or above *Common color codes used for CMYK are Pantone colors
Email Components
*Recipient *Courtesy Copied (cc) or Blind Courtesy Copied (bcc) Recipients *Subject Line *Greeting *Message Body *Closing *Attachments (optional)
HR Fundamentals
*Recruitment and staffing *Compensation and employee benefits *Training and development *Career development *Talent management *Leadership development *Performance management *Employee relations
Purchase Request
*Requisition *MRP (Material Requirements Planning) *Catalog ordering *System-generated orders
Proofreading Checklist
*Run spell check for typos or misspelled words *Concise wording *Check spellings for misused (not misspelled) words (there vs their, etc.) *Proper punctuation *Proper capitalization *Run grammar check *Look for consistence *Margins *Bullets placed consistently *Bullets punctuated consistently
Advantages of Internal Recruitment
*Saves cost of ads, posting, and search fees *Boosts *Lowers assimilation time and effort as internal applicants already know the organizational culture *Allows existing knowledge of the employee's skill set, work ethic, and career goals to be leveraged
Requirements set forth by the US Federal Record Retention Administration
*Selection, hiring, and employment records: These records are kept for one year after the creation of the document or the hiring decision, whichever is later (job applications, resumes, job ads, interview notes, etc.; records related to promotions, demotions, transfers, performance appraisals, terminations, etc; copies of EEO-1 surveys and intake forms, if applicable. *Payroll records and time sheets or card: keep these records for three years. (Basic employee data: name, address, SSN, gender, DOB, occupation, job classification; compensation records. *Employment benefits: Keep these records for six years. ERISA's reporting and disclosure requirements apply to all pension and welfare plans. *Tax records: Keep these records for four years from the date tax is due or paid, including amounts of wages subject to withholding, agreements with employees to withhold additional tax, actual taxes withheld and dates withheld, etc. *Safety data: Keep logs of occupational injuries and illnesses for five years following the year records pertain to. Records of medical exams, material safety data sheets, and records of exposure to toxic substances must be retained for the duration of the employee's job tenure, plus thirty years. (Records of injuries and illnesses; summaries of injuries and illnesses.) *Family medical leave records: Keep these records for three years. (Basic employee data, etc; dates of leave taken by eligible employees (Leave must be designated as FMLA (Family Medical Leave Act); copies of employee notices, etc.) *Health care continuation records: There are no recordkeeping requirements under COBRA. However many experts recommend records be maintained for six years from the date of the record to remain consistent with ERISA requirements. *Additional human resources records: Polygraph test records; Affirmative Action Plan data with supporting documentation: credit reports do not have a retention requirement. The law requires the shredding of all documents containing information derived from a credit report. Do not discard for at least one year though; Drug test records are kept for one year from the test date (up to five years for records relating to drug testing for Dept. of Transportation positions.
Paper for Documents
*Simple memo - use copy paper *Annual report, marketing flyer, or similar publication - work with a printing company and use a heavier, more suitable paper weight *Paper that is heavier, or paper with a glossy finish, adds professionalism to the finished product. Paper with a watermark includes a faint design in the paper. *Company letterhead, which usually features the company's name, logo, colors, and address, often has a watermark and is suitable for formal letters.
Advantages of working in a team
*Team members share mutual goals *Team members bring different skills, experiences, and talents, which can be valuable in gaining different perspectives on problem solving or editing. *Members hold each other accountable. *Members build off others' ideas which sparks creativity and innovation. Members learn from each other. *Others can fill in when a team member is gone
Virtual Meetings
*Teleconferences - use the phone and allows participants to join the same telephone call *Videoconferences - use a video feed so participants can see each other; reduces travel time and expense *Web conferences - use the Internet; allows participants to see each other using the Internet, a web cam, and a computer monitor or a smartphone. Advantage is that participants can also share documents and view slide shows on their own computers. Web conferencing is not limited geographically, and it reduces travel time and expense
Customer Service Communication Channels
*Telephone - Allows two-way communication, allowing for immediate response and feedback. *Voice mail - Allows a person to leave a message or listen to one when it best suits their schedule. *Text messaging - Follows many of the rules of etiquette that dictate telephone and voice mail use. *Email - Has replaced paper memos and is becoming a searchable archive. *Face-to-face meetings
Advantage of the Traditional Office
*Tends to have centralized work areas to hold meetings and collaborate with coworkers or clients *Employees have more social interaction with coworkers *Employees tend to be more motivated when working in a traditional office because they are surrounded by other employees who push them to succeed
Six Causes of Self-Limiting Behavior
*The presence of someone with expertise *The presentation of a compelling argument *The lack of confidence in one's ability to contribute *An unimportant or meaningless decision *Pressure from others to conform to the team's decision *A dysfunctional decision-making climate
Talent Acquisition
*The process of identifying and acquiring skilled human labor for organizational needs and to meet any labor requirements. *The strategic approach to identifying, attracting, and on-boarding top talent to efficiently meet dynamic business needs. *The human resources activities that build and maintain a workforce
Laws and Governmental Regulations affecting procurement activities
*Uniform Commercial Code *Antitrust Legislation *The Sherman Antitrust Act *The Clayton Antitrust Act *The Robinson-Patman Act *The Federal Trace Commission Act *The Office of Federal Procurement Policy Act *The Small Business Act *The Davis-Bacon Act *The Service Contract Act *The Prompt Payment Act
Copyrights
*Works that were created on or after January 1, 1978 are protected by copyright for the life of the author plus 70 years after his or her death. *Works published after 1923 and before 1978 are protected for 95 years fro the date of publication *Works created in the U.S. before 1922 are in the public domain and are not protected by copyright law. *Works created but not published before 1978 are covered for the life of the author plus 70 years. Works created by an author more than 70 years ago but never published are no longer covered by copyright law as of Dec. 31, 2002. However, if the author died more than 70 years ago, and a previously unpublished work was published before Dec. 31, 2002, the copyright will last until Dec. 31, 2047. *Works created by someone who was paid to create the work or by someone who did not receive public credit for the work are covered by copyright for 95 years from publication or 120 years from creation, depending on the publishing date. *Copyright protection can be extended by the heirs of the estate for a limited amount of time. *Concepts not protected by copyright law include facts, ideas, systems, or methods of operation.
Annual Performance Appraisals
*Written performance documentation that assists managers in keeping track of occurrences during the year - a paper trail on an employee. *A record of how an employee is meeting desired results and recognition of the value an employee's performance provides to the organization *A marker of the close of the previous year's performance cycle and the start of a new performance cycle for the upcoming year
Variable
A quantity or measured value displayed in a chart
Webinar
A real-time presentation with audiences across the country. Uses audio and PowerPoint presentations, and you can talk to your audience and answer their questions.
Cash Payment Journal
A record of all cash payments except payroll.
Cash Receipts Journal
A record of all cash received with entries indicating the source.
Graph
A chart showing the relationship between two variables.
CPU (Central Processing Unit)
A chip that is often considered the brain of the computer. It sits on the motherboard and handles the majority of the processing for the hardware and software.
At-will Clause
A clause in an employment contract that gives employers the right to fire employees for any cause, and gives employees the right to quit, strike, or cease working at any time.
Prezi
A cloud-based alternative to Microsoft PowerPoint. It has similar functionality and is gaining popularity due to its flexible use on a variety of devices without the need to install Microsoft PowerPoint.
Social Media
A collection of Internet-based communities that allow users to interact. Can be an effective way to gather information about attitudes and feelings, or sites such as LinkedIn can be a good place to search for experts on a topic.
Chart
A collection of information on a sheet or display in the form of graph, table, or diagram. Common types: *Bar Chart *Pie Chart *Line Chart *Scatter Plot
Database
A collection of information organized to be easily accessed, searched, and updated. Structured data stored in a special computer program that can be queried to generate reports and find other usable information. (Microsoft Access)
VGA (Video Graphics Array)
A common port/cable for connecting a monitor or display. This cable usually has a blue end with 15 pins.
DVI (Digital Visual Interface)
A common port/cable for connecting a monitor or display. This cable usually has a white end with 18 pins.
Independent Clause
A complete thought that has a subject and a verb and can stand alone as a sentence.
(WAN (Wide Area Network)
A computer network that reaches beyond the LAN and uses an Internet carrier to connect to remote locations or Internet resources
LAN (Local Area Network)
A computer network typically constrained to a single office or building
Tablet
A computing device generally between 7 to 12 inches in size, with which users either touch or use a stylus to interact.
Automatic Deductions
A convenient way to pay recurring expenses. The bank automatically deducts funds from an account and forwards the money to the creditor. (e.g. mortgage payment)
FDIC (Federal Deposit Insurance Corporation)
A corporation created by the Banking Act of 1933 and operates as an independent agency. It insures deposits against bank failure, maintains public confidence, and ensures stability in the system through the promotion of sound banking practices.
Organizational Policy
A course or method of action to guide and determine present and future decisions.
Certification
A credential awarded by a certification body when an individual demonstrates through an examination process that he or she has acquired the designated knowledge, skills, and abilities to perform a specific job; independent of a specific class, course, or other educational or training program.
Written Proposal
A detailing of what a company can do for a potential client. This formal plan details direct suggestions for consideration on how the products or services will be performed to the final outcome of a project.
LCF (Large Capacity Feeder)
A device often added to equipment in high-volume printing or copying environments
UPS (Uninterruptible Power Supply)
A device often used as a battery backup, allowing you to gracefully shut down a computer system in a power outage. Some UPSs will protect against dangerous fluctuations in power such as brownouts.
Finisher
A device on newer copiers and printers with numerous potential functions such s stapling, hole punching, binding, folding, etc.
ADF (Automatic Document Feeder)
A device that allows a user to copy multiple sheets at the same time without manually changing pages after each scan.
Image record
A digital image of a record stored on microfilm or CD
Group Rate or Meetings Department
A discount rate for reservations made for groups exceeding a certain number of people. Some ground transportation, airline, and rental car companies offer these discounts.
Cross-Referencing
A document may be called for by more than one name; keep a cross-reference sheet for easy retrieval
SLA (Service Level Agreement)
A document that defines the level of service to be expected from a service provider. Often defines warranty terms, support terms, and support procedures.
SmartArt
A feature in the newer releases of Microsoft Word which allows the user to organize information such as processes, flowcharts, or other graphical information. It is often used in various types of reports to give high-level illustrations of information.
Simile
A figure of speech that is a direct comparison and connects the subjects being compared using words such as "as," "like," or "than." (Working like a dog)
TCO (Total Cost of Ownership
A figure often considered when comparing equipment lease or buy options. Calculations include the initial cost of the unit, any fees, cost of consumables, and any other costs incurred during the life of the unit.
Salutation
A form of greeting: *In person, greeting with some form of "hello" or by shaking someone's hand. *In a formal letter, "Dear Sir," or "To whom it may concern."
Medicare
A four-part hospital and medical benefit for people ages 65 and older (or younger if an individual has certain medical conditions or disabilities). *Part A is hospital coverage *Part B is medical coverage *Part C combines both A and B *Part D is prescription drug coverage
Due Process of Law
A fundamental right to a fair trial and to be made aware of the opportunities you have to be heard before action is taken to deprive you of life, liberty, or property.
The Abilene Paradox
A group makes a choice together that none of the group would have made on their own.
Network
A group of computers connected to exchange data - can be a home network, office network, or the Internet (largest network)
Organization
A group of people, who, through coordinated activities, work to achieve both individual and collective goals.
Cash Disbursement Journal
A journal used to record all expenses. Entries are based on certain expense codes and placed in the appropriate columns in the journal. Used to create annual balance sheets and other financial statements.
TSA-Approved
A label designating that luggage, travel accessories and toiletry packages meet TSA standards, which might make passage through security quicker.
Mainframe
A large computer supporting multiple clients. Older versions were very large and had numerous terminals. The term is synonymous with large centralized computer systems that provide services to clients through networks.
Employment at Will
A legal doctrine that states an employment relationship may be terminated by the employer or employee at any time and for any or no reason.
Liability
A legal obligation or debt that arises through business operations. These are found on the right side of the balance sheet under categories such as loans, mortgages, accounts payable, deferred revenues, and accrued expenses. What the company is legally liable to pay it creditors.
USB (Universal Serial Bus)
A serial interface often used to connect peripherals and storage devices to computers. USB 21.0 and 3.0 devices offer faster data transfer rates. Variations can include Mini USB, Micro USB, and Types A and B.
Index
A list of items in a particular order
Chart of Accounts
A listing of all the different accounts that go in the general ledger of a business.
Mean
A measure of central tendency. A statistical method to study an average for a given data set. It is computed by adding all the values in a data set and dividing the total by the number of observations.
Baseline
A measure of how a system is supposed to perform under normal conditions. Knowing this helps determine if future performance is a problem
DPI (Dots Per Inch)
A measure of pixel, or dot, density, the number of individual dots that can be placed in a line within a one-inch span. Commonly referred to as PPI (pixels per inch)
DPI (Dots Per Inch), aka PPI (pixels per inch)
A measure of pixel, or dot, density; in particular it is the number of individual dots that can be placed in a line within a one-inch span.
All-In-One
A multifunctional device often capable of printing, scanning, copying, and faxing
Table of Contents or Index
A navigation tool used for long documents, books, or annual reports, to show page numbers for each section or topic.
Standard Deviation
A numerical value used to indicate how widely individuals in a group vary.
Depreciation (Nonprofit)
A phased allocation of the cost of a fixed asset during the course of its useful life. It does not affect the cash flow as it is a noncash expense. However, a nonprofit, according to the financial accounting standards, must show depreciation on its statements of activities and statements of financial position. Use the straight line method.
Document
A piece of written matter that records information to be referenced later. Document types range from sales invoices to executive orders, from newspaper articles, to product specifications; can include photos and graphics. Electronic documents can include videos, recordings, and supplementary documents.
A platform for posting short 140-character or fewer messages called tweets. Hashtags help identify themes and can be used to search for topics or when you want a tweet to be part of a search. Twitter is also a great way to share photos, videos, and links to other web resources
Postscript
A printing language commonly used for printing images
Search Engine
A program that finds items matching your key search words. Search engines do some verification for you, mostly listing trusted sites first. However, a high ranking on a search engine is not a guarantee of validity.
Blog
A record of someone's thoughts posted on the Internet for others to read. Unlike websites, blog pages use a simple template. Popular blogging platforms: *Blogger - Customizable with features such as text colors and attributes (bold or italics) *Tumblr - Known for informal micro-blogging, a form of blogging that is longer than a Tweet but not as long or professional as a full-blown article or post. Most visual content is shared: pictures, videos, links, and/or infographics. *WordPress - One of the most popular blogging platforms on the Internet. Millions of users like the options it provides for simple blog creation and maintenance. The platform is free and offers services such as hosting along with the ability to have a custom domain.
Electronic Record
A record stored on an electronic storage device such as a hard drive or flash drive
Mentorship
A relationship in which someone with more experience agrees to teach or guide someone who is willing to learn. Gives mentees an advisor they can depend on as a go-to person.
Cash Flow
A revenue or expense stream of the amount of cash that flows into and out of a business. Inflows are generally due to investing, operating, and financing activities. Outflows are due to expenses and investments.
Financial Statement
A road map showing the performance of the company that are required by the Securities and Exchange Commission. Typically includes the following: *Balance sheet detailing what the company owns and what it owes. *Income statement showing company performance by detailing its profits and losses. *Statement of changes in the shareholders' equity showing how equity (company shares held by stockholders) changes from one year to the next and how it affects the balance sheet. *Statement of cash flow showing the movement of cash in a given year. *Footnotes showing the details of the balance sheet and income statements.
Etiquette
A set of behaviors that guide formal situations.
Six Sigma
A set of techniques and tools for process improvement first developed by Motorola in 1986; uses a set of quality management methods, mainly empirical and statistical methods, and creates a special infrastructure of people within the organization who are experts in these methods. quantified value targets, including reduction in process cycle time, reduction of pollution, reduction of costs, increased customer satisfaction, and increased profits.
Justify
A setting that gives evenly spaced wording on both the left and right margins in the document and provides a clean and polished look.
Accounts Payable
A short-term debt the company has to pay back to its creditors.
Legend
A small section to the side of a chart defining what certain colors or symbols represent
Thin Client
A smaller computing device that sits at a desk or workstation that has connections for a keyboard, mouse, display, and peripherals. However, the device is generally accessing a remote virtual machine or application rather than running an operating system and applications from the local computer's hard drive.
Hootsuite
A social media management system that supports social network integrations for many of the social media networks. It tracks and manages the multitude of social network channels and allows users to monitor what people are saying, allowing for immediate response.
Adobe InDesign
A software package that is ideal for someone who is semi-advanced in office design and publishing. Except for the graphics for websites, it offers much more stability in managing body copy, grid layouts, and pixel data. It should be used for book design due to its ability to seamlessly edit body copy or for magazine publishing. Uses spread as the design layout. Currently the industry standard for more complicated designs. Usually requires special training.
File Path
A specific location in electronic storage that will indicate the computer drive designated, the folders and subfolders where the file is located, and the name of the file) ex: C:\My Documents\)
Ulrich's Periodicals Directory
A standard library bibliographic database of publications ranging from magazines and newspapers to scientific journals and academic publications. First published in 1932. It can be accessed online by subscription to the Ulrichsweb website and features more than 300,000 periodicals.
Profit and Loss Statement (P & L)
A statement of financial performance, which is what a balance sheet documents. Tells the company what the gross profits and losses are spanning a month, a quarter, or a year. Shows the income and scope of the company's profitability.
Equity (aka Stockholder's Equity)
A stock or other security that represents an ownership interest. On a balance sheet, it represents the funds contributed by the owners (stockholders) and any retained earnings or losses.
Herzberg's Hygiene Theory (or Maintenance Factors) in the Workplace
A study developed to determine which factors in an employee's work environment caused satisfaction or dissatisfaction *Rules and policy *Relationship with supervisor *Work conditions *Salary and certain types of benefits *Security *Relationship with subordinates His research identified true motivational factors lead to job satisfaction: *Achievement *Recognition *Job performance *Responsibility *Advancement *Feedback
Recruiting
A subset of talent acquisition focused on identifying, screening, selecting, and hiring job candidates
Microsoft Office
A suite of office production applications. Includes Word, Excel, PowerPoint, and Outlook.
Frequency Distribution of a Data Variable
A summary of the data occurrence in a collection of non-overlapping categories. A frequency of how often something occurs.
Logo
A symbol or design developed by your company to identify its products. Usually used as an identifying mark and not as a main design element or replacement for the name of the company.
SOW (Statement of Work) (Specifications of Materials)
A system to accurately convey the needs of the customers so contracts or purchase orders can be initiated.
Scientific Management
A theory of management that analyzes and synthesizes workflows, with the main objective to improve economic efficiency, especially labor productivity.
Inventory Management System
A tool to determine the quantity of materials to be ordered and the timing of their delivery. Some common methodologies: *Order point reordering *Fixed order quantity *Periodic order quantity *Lot for lot
Transformational Leadership
A type of leadership that transforms people. It concentrates on emotions, values, ethics, standards, and long-term goals. It assesses employees' motives, satisfying their needs, and treating them like full human beings. Leaders who embody this form of leadership are many times called charismatic and visionary.
Stocks
A type of ownership in a company that represents a claim on part of the corporation's earnings and assets. (aka: Shares and Equity.)
Record
A unit of recorded information (e.g., email message, letter, memo, report, spreadsheet, contract, and other type of file that provides recorded information that has value in being retained)
RTF (Rich Text Format)
A very simple text file format that is readable on virtually every word processor It is similar to TXT files but has the ability to format data, such as changing font type of size.
Service Pack
An updated version of an operating system that includes all software patches and security updates up to a certain point. Software patches and security updates are updated as often as daily or weekly, whereas service packs are much less frequent.
Maslow's Hierarchy of Needs
Abraham Maslow's idea that humans are motivated by five main needs, and once the first need is met, the individual will work to achieve the second need. Hierarchy of Needs Pyramid: (1) Self-Actualization (top of the pyramid): Occurs when individuals reach a state of harmony and understanding because they have achieved their full potential. (2) Esteem Needs: Self-esteem, the need to be competent and recognized, perhaps through status and level of success (3) Social Needs: psychological needs (4) Safety Needs: security, order, and stability (5) Physiological Needs -( Bottom of the pyramid, first needs to be met): food, water, and sex
Setting Up a Slide Show in PowerPoint
Adjusting settings such as how the presentation will be delivered, if all the slides will be shown or only a subset, if the slide show will loop continuously, if it will be shown with narration or animation, of if timing will be used. Settings can also be adjusted for which color pen or laser pointer should be used.
Common Spelling Mistakes
Affect (to act on) / Effect (result produced by something) All right / Alright ("all right" is correct) Its (third-person singular possessive adjective) / It's (contraction of "it is") Passed (past tense of the verb "pass" / Past (refers to time or place) Then (indicates time) / Than (used as a conjunction or preposition) There (location / Their (possessive pronoun for "they") Too (also) / To (indicates movement or action Your (possessive of "you") / You're (contraction of "you are") Were (past form of "to be") / We're (contraction of "we are") Who's (contraction of "who is") / Whose (possessive form of "who")
Drive Letter
An alphabetical letter assigned to a physical drive in a computer. C: drive is usually the main internal hard drive. D: is generally an optical drive. Other letters can be assigned to other removable media or network drives. Some are randomly set by the operating system, and a system administrator sets others.
Performance Assessment
An analysis of current or future performance and position requirements; it provides a review of any discrepancies between expected and actual performance
Inventory
An annual listing of all merchandise, raw materials, projects in progress, finished goods, or other assets owned by the business.
Investment
An asset or item expected to go up in value or generate future income.
Committees
Can be temporary or permanent and are formed to organize events or coordinate actions such as raising funds or planning a trade show
Cash Short and Over
An account in the income statement that documents the availability of funds in a cash account. Most commonly it is used for a petty cash fund. If there is a deficit in this account, it is an expense on the income statement. When there is an overage in this account, it is revenue.
Report
An account of proceedings, transactions, or event; formal document, often part of an official record. Can be Informational or Analytical. *Progress Report *Analytical Report *Compliance Report *Written Proposal *Informal Report *Formal Proposal *RFP (Request for Proposal) *Planning Document *Memo *Business Letters *Notes
Stressor
An activity, event or other stimulus that causes stress, can damage an employees' mental and physical health, which can lead to lack of motivation.
Service Fee
An additional charge for which there is already a basic fee. These fees are recorded on the bank statements but not on the company cashbooks and should be adjusted when conducting bank reconciliation.
Carrier
An airline company or brand
Accession Log
Created for assigning the numbers in a numeric filing system. As numbers are assigned to records, an alphabetic index is created to help locate specific records.
WordPress
An easy-to-use front- and back-end access for web design with the following attributes: *Purchasable domains are available through a hosting website (e.g., GoDaddy.com) *It is the most customizable of the mentioned platforms, but you must have some coding knowledge. *It may be used to create a blog.
Encryption
An effective way to achieve data security. To read an encrypted file, a secret key or password is used to enable access and decrypt the information
Face-to-Face Meetings
An effective way to exchange information, plan, and collaborate.
Digital Signature
An electronic, encrypted stamp of authentication on digital information such as email messages, macros, and other electronic documents. It confirms the information on the document has not been altered. Replaces handwritten signatures and can be added, viewed, or permanently deleted.
Windows Explorer
An operating system, an application program available through Microsoft that allows you to view, manage, and search for files and folders on drives.
Coaching
An opportunity for a person with more experience to assist another person to develop his or her skills. The key to an effective coaching session is to allow recipients to discover the answers for themselves.
Domain
An organization's unique name on the Internet. The chosen name combined with a generic top-level domain (.com or .org) makes up the Internet domain name. (i.e., IAAP-HQ.org)
Agenda
An outline of the main tops to be discussed. Usually lists the name of the meeting, date, location, participants, and main points.
Creditor
Any person or entity that allows credit by letting another person or entity borrow money to be repaid at a later date.
Correspondence
Any written or digital communication between two or more parties in the form of e-mails, text messages, voicemails, notes, or postcards, used to inform someone about a decision or to solicit information.
Minimum Software Requirements
Applications may have minimum software requirements to be compatible. Most often the compatibility must be with the operating system.
Interoffice Mail
Appropriate for sending written communications between offices. Mail is sent in an envelop with the name and department of the recipient.
Cognitive Dissonance Theory
Argues that the experience of dissonance (incompatible beliefs and actions) is aversive, and people are highly motivated to avoid it. To avoid feelings of dissonance, people will avoid hearing views that oppose their own, change their beliefs to match their actions, and seek reassurance after making a difficult decision.
Henry Ford
Created the assembly line using Frederick Taylor's time and motion study method.
Marked as Final
Before sharing or distributing a document that has been revised with "track changes," the document should be Marked as Final. This feature saves the file with the last set of changes to indicate no further changes should be made. However, the changes can be overwritten and saved again.
Direct Strategy
Best for times when bad news is not particularly damaging, when there is concern the receiver might overlook the announcement if it is buried, when the person receiving the news prefers directness, or when the company needs to be firm to make a point.
Presentation Slides
Can be very helpful by serving as a colorful backdrop to your presentation an dadding and emphasizing information to illustrate your main points. Also help the audience better remember the message.
Decentralized filing
Can become scattered throughout the organization when records are maintained in individual employee work areas, and it can become a challenge to retrieve records when employees are absent from their work areas
Combined Journal
Captures a single financial transaction that affects multiple journal entries when it cannot be recorded in one journal alone. In this case, multiple line entries are needed as the transaction is being recorded in multiple places. Details individual transactions, as opposed to general journals which are a broad overview of the financial transactions.
Charitable Donations
Cash or in-kind donations
Hersey-Blanchard Situational Leadership Model
Centers on the concept of a developmental continuum on which employees move forward and backward. Leaders are those who adapt their leadership style to the maturity of the individual or group they are attempting to lead or influence.
Theory X Management (Douglas McGregor)
Centralized Authoritarian Management Style. Assumes employees are inherently lazy and will avoid work if possible. According to this theory, employees will show little ambition without an enticing incentive program. If organization goals are to be met, theory x manager heavily rely on threat and coercion to gain employees' compliance.
Cloud Storage
Cloud storage a model of data storage where the digital data are stored in logical pools, the physical storage spans multiple servers (and often locations), and the physical environment is typically owned and managed by a hosting company. It is storage using a provider accessed via the Internet. (Mozy, Microsoft OneDrive, Google Drive, Carbonite, etc). *Benefits: It is convenient because you do not have to keep track of removable media, you have the ability to access data on multiple devices, and there are a variety of security functions associated with cloud storage. *Risks: Cloud storage requires an Internet connection to save and retrieve files. In come cases, forgetting your password leaves your files unusable. Cloud storage costs more throughout the long term because you generally are paying a monthly or annual fee for the service.
Computer Network
Computer and device connections classified into the three geographical areas they cover: *LAN (Local area networks) *MAN (Metropolitan area networks) *WAN (Wide area networks)
Server
Computer that is often larger than a desktop computer and kept in a server closet, IT room, or remote data center. Servers provide programs or other functions, such as databases, to end user computers.
Password Protected
Confidential documents are protected with a password and are available only for certain employees to view. Two types of passwords can be assigned: *Password to Open: Encrypts the document so the viewer can only open the document and see the information *Password to Modify: Allows anyone to open the document, however, only the viewer with the password can modify the document.
Trade Shows ("Expositions" outside the U.S.)
Connect buyers with suppliers; these shows sometimes offer keynotes or on-floor education
Electronic File Management
Consists of electronic records and a computer-based records management system used to store records throughout the records' life cycle. Offers a computerized alternative to manual (paper) filing systems. Direct access: records are stored on a device such as a hard disk or USB drive. Indirect access: records are stored on a device that is accessed in exact order, such as magnetic tape.
Informal Communications
Conversations people have with each other (can be based on speculation, rumors, or overheard conversations.)
Verbs
Convey action (run) but also include being and helping words (seem) and possession words (have)
Certificate of completion
Denotes achievement of specific learning outcomes, tested through something such as a final exam, demonstrating the competencies learned during a program of study.
Adverb
Describes, limits, or explains verbs, adjectives, or other adverbs and shows time, manner, place, or degree
Employee Relations Programs
Designed to bolster employee productivity, motivation, and morale. The primary intent is to prevent problems and give employees a method to resolve an issue that may arise from a work situation. *Ensures effective use of human skills and abilities to accomplish the organization's mission *Provides fair and consistent treatment to all employees, builds commitment to jobs, and increases loyalty to the organization *Focuses on issues affecting employees, such as pay and benefits, work-life balance, and safe working conditions
Data Backups
Designed to help an organization meet and RPO or RTO in the event of a disaster. Helps to recover files if a file becomes corrupt, if it was deleted, or if you simply wish to retrieve a previous version.
Microsoft Publisher
Desktop publishing software used for producing a variety of professional-quality items such as newsletters, brochures, post cards, etc. Included in higher-end copies of Office, is relatively easy for those without graphic design experience to use and has layout and typography tools.
Statement of Cash Flow
Details the cash the business has taken in and paid out during a specific period. Differs from an income statement as it does not show accrued items.
Gunning Fog Index (Document Readability)
Developed by Robert Gunning, a readability formula for determining reading complexity in documents. *The idea is to divide the total number of words by the number of sentences to arrive at the average sentence length. Ideal score for readability with the fog index is 7 or 8. Anything above 12 is too hard for most people to read.
Theory Z (William Ouchi)
Developed by William Ouchi after he conducted research to help American companies compete with Japanese business. His theory combines what he perceived to be the best from Japanese and US management philosophy. Benefits include reducing employee turnover, increasing commitment, improving morale and job satisfaction, and drastically increasing productivity. To meet these objectives, organizations should employ: *Strong company philosophy and culture *Collective decision making *Job rotation, generalization, and overall understanding of company operations *Emphasis on training and continual improvement *Holistic concern for the worker and his or her family *Individual responsibility for shared accomplishments *Informal control with formalized measures
Surge Protector
Device used to protect sensitive equipment from dangerous power surges.
Peripherals
Devices connected to the computer from outside of the case. (Mouse, keyboard, speaker, memory card reader, microphone, digital camera, etc)
Input Devices
Devices from which users provide input to the computer (keyboard, mouse, touchscreen, microphone, scanner, etc)
Output Devices
Devices that provide output to the user. (Monitor, speakers, printer, etc)
Storage Devices
Devices that store short-term and long-term information. Primary storage, RAM, is volatile and requires power to hold memory. Volatile memory loses its data when the computer loses power. Secondary storage devices, such as hard drives, USP flash drives, external hard drives, CDs, and DVDs are nonvolatile, thereby retaining their data after power has been removed.
Plug and Play
Devices that work automatically because the drivers are included with the operating system (keyboards, mouse, USB flash drive, etc)
Communication Accommodation Theory
Examines the underlying motivations and consequences of what happens when two speakers shift their communication styles. During communication, people will try to accommodate one another by adjusting their style of speaking.
Worker's Compensation
Employees who experience a work-related injury or illness may receive no-fault mandated insurance benefits paid by the employer. The benefits cover medical care and rehabilitation expenses, income replacement during disability, and a death benefit to survivors of a deceased employee.
Sales
Financial transactions between two parties where the buyer gets a product, service (tangible or intangible), or asset in exchange for money from the seller.
Human Resources (HR)
Focuses on four broad knowledge areas: *People - talent acquisition, compensation, learning (training), and development. *Organization - human resources function structure, employee relations issues, and workforce management. *Workplace - diversity and inclusion, risk management, and employment laws and regulations. *Strategy - connects human resources to the systemwide issues for an organization: developing, implementing, and evaluating and HR strategy aligned with the organization's goals, values, and tactics as defined by the enterprise strategy.
Nonprofit Organization, Not-for-Profit (aka: 501 (c) 3)
Formed for the common good of the public, usually for some specific religous, charitable, or education purpose.
Work Forces Work Groups
Formed to achieve a common goal. These groups operate under the guidance of a leader who is appointed by team members.
Temporary Special Purpose (Ad Hoc) Teams
Formed to help with a particular situation and lost their importance once the task is completed.
ARMA International
Formerly the Association of Records Managers and Administrators; the leading professional organization and authority on record management governing information and has published a set of filing rules, which apply to maintaining and managing the records within electronic and manual file management systems
Restricted Funds
Funds designated by donors for a specific purpose in a non-profit organization
Unrestricted Funds
Funds non designated for a given purpose by the donor in a non-profit organization.
Experimenter Effect
Hawthorne Studies - When individuals modify or improve an aspect of their behavior in response to their awareness of being observed. (The study found that workers interpreted changes in the plant (lighting and cleanliness) as a sign that management cared. Provided some mental stimulation good for morale and productivity.)
File Extensions
Help to identify and organize files but primarily exist to tell the operating system which program to use to open it. All user files must have a file extension in order to file.
Collaborating Conflict Management Model (Thomas/Kilmann Model)
Highly assertive and highly cooperative. A person attempts to work with the other person to find a solution that fully satisfies the concerns of both. It involves digging into an issue to identify the underlying concerns, find alternative solutions, and choose one (or combinations of them) that work for all. Best to use: *When the concerns of both parties are too important to compromise, so an integrative solution is needed *When people with different perspectives on a problem need to merge their insights *When you can gain commitment by incorporating others' concerns into a consensual decision *When it is important to work through feelings that have been interfering with a relationship
Competing Conflict Management Style (Thomas/Kilmann Model)
Highly assertive and slightly cooperative. People pursue their own concerns at the other person's expense, using whatever power seems appropriate to win their position. Best to use: *When quick, decision action is required, such as in an emergency *On important issues where an unpopular course of action needs implementing, such as cost cutting *On issues vital to company welfare when you know you are right *In situations when you must protect yourself against people who take advantage of noncompetitive behavior
CBA (Collective Bargaining Agreement)
Includes procedures for filing and resolving grievances between employees and employers. This is one of the perquisites of membership in a trade union: to have your rights, benefits, and other requests collectively negotiated along with other members rather than having to fight for raises and pensions as an individual.
Diversity Training
Increases staff members' cultural awareness, knowledge, and communication. It promotes a positive workplace and increases morale, teamwork, and inclusion while helping prevent civil rights violations. Addresses problems such as discrimination and sexual harassment and also provides knowledge and develops skills that lead to business opportunities and optimized talent.
Records Retention Schedule
Indicates the length of time records are to be maintained. Additional storage such as off-site storage often is used to transfer inactive files to another location where they ultimately can be destroyed.
Microsoft Excel
Industry standard for creating spreadsheets. Offers the ability to organize and store enormous amounts of data in rows and columns; also offers robust charting, reporting, and analysis as well as other data manipulation and presentation tools.
Shareholder Meetings
Inform investors of company progress and performance
Social Network Structure
Informal connections that occur among individuals in a group.
Anecdotal Evidence
Information based on a person's thoughts or feelings (survey responses, exit interviews, focus groups)
Media Richness Theory
Information fitting within the carrying capacity of its medium is more likely to be understood, and information richness occurs when the exchange of information changes someone's mind during a certain time.
Employee Records
Information kept by an employer related to a specific employee. Rules govern what to keep, for how long, and what cannot be kept in an employee file. Organizational records maintained within human resources departments, and the number of years each record should be retained are outlined by the US Federal Record Retention Administration.
Embedding tables and charts
Inserting these objects into other programs that did not create them.
Word Wrapping
Instead of hyphenating a word, this feature divides lines so words are never split between lines.
SOX (Sarbanes-Oxley Act)
Intended to improve corporate governance and accountability and specifies a minimum retention period for records that contain financial data. The consequences for not complying include fines and imprisonment.
Companywide Meetings and Events
Involve everyone within the organization. Goals for these meetings can range from celebrating the holidays and recognizing achievements, to motivating employees to handle crises, to communicating policy change
All Communication is Transactional
It involves a two-way passage or information, emotion, and intent
Technical Skill
Knowledge about and proficiency in a specific type of work, including competency in a specialized area, ability to be analytical, and the aptitude to use the tools and techniques required.
Quid Pro Quo
Latin, "something for something." Quid pro quo harassment occurs in the workplace when an authority figure offers, or merely hints, he or she will give the employee something (raise or promotion, or not fire or reprimand the employee) in return for that employee's satisfaction of a sexual demand.
Laissex-Fair Approach to Leadership (French for "let go")
Leader has minimal contact with employees during the day, only stepping in as needed.
Democratic Leadership
Leader values input from all team members. A democratic leader facilitates the conversation and reports on the decision.
Situational Leadership Style
Leaders adapt their style to the needs of the team or company rather than expecting others to bend to their approach.
Situational Approach to Leadership
Model of leadership that centers on the concept of a developmental continuum on which employees move forward and backward. For people to be effective leaders, they must adapt their leadership styles to match that of each individual follower. Tannenbaum and Schmidt - Seven Leadership Approaches: *The leader tells *The leader sells *The leader tests *The leader consults *The leader joins *The leader delegates *The leader abdicates
Accounts Receivable
Money owed by customers or another financial entity for goods or services that have been used or delivered but are not paid for yet. A common account for goods and services sold on credit. This is an asset account.
Business Class (Economy Plus)
More expensive than economy, but comes with more benefits. It is designed for business travelers who want more comfort but cannot pay first-class rates
Style Guides
Manuals that provide information on the basic rules of writing, including: proper grammar, punctuation, correct spellings, abbreviations, and capitalization of words. They also provide definitions and guidance on how some words are to be used. Also establish rules for formatting a written piece such as the best way to handle references. Journalists and public relations specialists often use AP Stylebook for it insistence on conciseness. The Elements of Style (aka Strunk and White), The Gregg Reference Manual, The Chicago Manual of Style
Rental Cars
Many Companies to choose from, and reservations may be made online. Additional insurance typically is not needed. Will need driver's license information to make reservations. Economy is the least expensive category, but there are frequent special offers that may allow for an upgrade while staying within the budget.
Folding and Trimming
May be required for tri-fold brochures, custom paper sizes, and foldouts
Offensive Conduct
May include but is not limited to offensive jokes, slurs, epithets or name-calling, physical assaults or threats, intimidation, ridicule or mockery, insults or put-downs, offensive objects or pictures, and interference with work performance.
Harassment Circumstances
May include but is not limited to the following: *The harasser can be the victim's supervisor, a supervisor in another area, an agent of the employer, and coworker, or a nonemployee. *The victim dies not have to be the person harassed but can be anyone affected by the offensive conduct. *Unlawful harassment may occur without economic injury to or discharge of the victim.
Throughput
Measure of the actual speed data is moving on the line.
Removable Media
Media popular because of the generally low cost, ease of use, and portability. (USB flash drives, optical media, portable hard drives, etc) *Benefits: Removable media are popular because of ease of use, convenience for transferring files, and general reliability. *Risks: Removable media are more prone to loss of theft. Organizations often have security policies regarding the use of removable media. It is more prone to damage and loss of data. Most devices, such as USB flash drives, are designed only for temporarily transferring files, not for being a reliable option for long-term storage.
Scrum Meeting
Most common type of daily meeting, following a 15-minute format popularized by software companies. Participants stand in these meetings, discouraging them from going too long, and answer three questions: *What have you accomplished since the last meeting? *What obstacles or challenges are you facing? *What will you be working on until the next meeting?
Microsoft Word, Google Docs, Apple Pages
Most common word processing programs used to generate business letters.
Microsoft Word
Most popular word processing program for text documents that allows you to write, edit, and share your work easily. A processing program for producing general business documents for the office. It is used to create reports, correspondence, mailings, flyers, envelopes, brochures, forms, newsletters, etc.
Alphabetic System Filing
Most widely used filing method; records are filed alphabetically from A to Z according to name. Recommended for use when records are to be retrieved by personal, business, or governmental agency name.
Adobe Illustrator
Mostly a self-creative software package used to create graphics for websites or for simple print designs such as brochures, greeting cards, letterheads, logo designs, posters, flyers, business cards, and package designs. Requires some familiarity with the Adobe Suite software package. It is all encompassing and offers a variety of features such as: *Templates for various publications *Art boards as the design layout *Text editing in documents *Creative drawing such as freehand
Patriot Act
Mostly impacted the document-managing process of banking and financial institutions and communication providers such a libraries
Memo
Often used to communicate information internally when the message is confidential, sensitive, or needs a signature. Use a memo to recap a meeting or outline new procedures. Memos are helpful when staff members do not have access to office email. Also used to present non-sensitive information in a clear, direct manner. Margins: 1 inch from the top and 1 to 1 1/4 inches from the side. Title the document "memo" and start with the headings "To," From," Date," and "Subject." Paragraphs and bulleted information should be direct and to the point. Closing words are helpful, such as requesting feedback on the memo.
Secondary Storage
Not volatile, meaning when power is removed, it retains its data. (computer hard drive, USB flash drive, optical media, or floppy disk)
Groupthink
Occurs when the team values conformity and consensus more than other criteria such as reality testing and ethical and moral standards.
Informal Report
Often between one and three pages and can be formatted similarly to a letter or memo, written with a direct approach, and have no prefatory sections as with formal reports.
Microsoft Visio
Often considered the industry standard for professional charts and diagrams, it can be used to create simple or complicated diagrams. Allows the user to build detailed charts, diagrams, and other graphical representation. It offers a wide variety of built-in shapes, objects, and stencils with which to work.
Template for Minutes
Often includes the following: *Name of the company or organization *Date, time and place of meeting *Names of members who were present or absent during the meeting *Reports from committee members, officers, or other individuals *Motions made *Items needing action or a decision *Date and time of the next meeting *Date and time of adjournment *Name, title, and signature of the person recording the minutes.
Virtual Assistant
One who assists a variety of client in different locations on a contractual basis (even in different countries)
Document Sharing Sites
OneNote, Evernote, and Google Drive. People can share Gantt charts, lists, research, and spreadsheets to track deadlines and progress. These tools are most handy when people need to collaboratively edit documents or share information
Webinars
Online meetings or presentations now popular because of their ability to accommodate participants virtually from around the world. Can be watched in real time or at other times when made available for download.
Minimum Hardware Requirements
Operating systems, applications, and hardware all have computer hardware requirements to be compatible. Often RAM, CPU, and video capabilities are important factors.
Intellectual Property
Original ideas used in business -- inventions, literary and artistic works (including movies and songs), designs (including architectural plans and computer software), symbols, names, and images.
Trade Union
Originally formed to curb the dangerous working conditions faced by people in steel plants, mines, and other industrial fields, they currently may represent workers as diverse as grocery store baggers, government employees, and teachers.
Image quality
Output Formatting feature (all-in-one-copier) that allows for users to print exactly as the original, adjust the sharpness, enhance the overall appearance of the document, change the color presets and color balance for a professional looking document
Page Layout
Output Formatting feature (all-in-one-copier) that is used to copy multiple pages onto one page similar to slide handouts.
Booklet Creation
Output Formatting feature (all-in-one-copier) used when producing a book for distribution; it will fold and staple or hole punch the document.
Transparency Separators
Output Formatting feature (all-in-one-copier) will insert transparency pages into your document.
Donation Acknowledgement Letter
Per IRS rules, any donation exceeding $250 must be acknowledged in a written letter by the nonprofit receiving the donation so the donor can claim it when filing taxes.
Concierge
Person whose job is to help guests during their stay. They are experts on area attractions
Time and Motion Study
Pioneered by Frederick Taylor, a method for establishing employee productivity standards in which (1) a complex task is broken into small, simple steps, (2) the sequence of movements taken by the employee in performing those steps is carefully observed to detect and eliminate redundant or wasteful motion, and (3) precise time taken for each correct movement is measured.
Colon (:)
Placed after independent clauses (used between independent clauses) to emphasize what is coming next. A signal for the reader to pay attention
Storing
Placing a document in the file folder and then the file drawer
Laminating Documents
Provides a clear protective coating to prevent tearing and often is used for flyers, menus, charts, and maps. Highly recommended to protect posters or other frequently used documents. Available in gloss, matte, and luster finishes
Subject Index
Prevents records from being filed in numerous locations when a subject has already been set up for that record
Skills Approach to Leadership
Primarily descriptive and behavioral theory of leadership; focuses on problem-solving, social judgment skills, knowledge competencies through the lens of career experience, and environmental influences. One method looks at the different levels of management and what skills are the most vital: *Lower levels of management require technical and human skills *Upper management needs conceptual and human skills *Middle management requires all three skills: technical, human, and conceptual
Raw Data
Primary data, or data that has not been processed.
Privacy Rights Clearinghouse
Provides a comprehensive fact sheet and checklist on responsible information and appropriate handling practices at their easy-to-navigate site. Reinforces the fact that with few exceptions businesses and organizations create and implement principles and practices that affect employees, such as safeguarding SS numbers, medical histories, and other sensitive information in personnel records. Conversely, the employer may protect company information by monitoring an employee's email, Internet, and social media activity during a routine workday.
Primary Storage
RAM. The operating system and applications require the speed at which the RAM operates. Most actions performed on a computer run in RAM in the background. Primary storage is volatile, meaning it requires power to hold its memory.
Statement of Financial Activities
Records income and expenses for a given period in a non-profit organization
Useful Records
Records that are helpful for the day-to-day operations of a business. (e.g., memos, letters, reports, bank records)
Important Records
Records that are important for the orderly continuation of a business. (e.g. financial statements, board meeting minutes, personnel records)
Vital Records
Records that cannot be replaced nor should they be destroyed. (e.g. corporate charters, deeds, and tax returns)
Nonessential Records
Records that typically have no future value and should be destroyed. (e.g., phone messages, routine email messages, flyers, brochures, published periodicals)
Learning (Training) and Development
Refers to continuous educational opportunities within an organization to enhance existing skills, increase job-related knowledge, and build performance competencies of employees. A company's learning activities usually align with a human resources department's workforce plan in order to achieve strategic organizational goals and objectives.
Periodic Transfer
Refers to records that are moved during a specific period of time, such as the end of a fiscal year or end of a quarter.
Redundancy
Saying the same thing in two different ways (i.e., "one and the same" = "the same," "new innovation" = "innovation," "job functions = job or functions
Fair Labor Standards Act (FLSA)
Sets the federal minimum wage and requires time-and-a-half overtime pay for hourly employees who work more than 40 hours in a workweek. Also limits the hours and type of duties that teens can work.
TSA - Transport Security Administration
Sets travel restrictions and conducts security checks at airports.
Corporate Espionage
Sharing proprietary knowledge of how an organization conducts its business or develops and produces its products
Wikis
Sharing resources that are informative in nature. The unique feature is it allows users and readers to edit content. (Not necessarily a valid source of information) *Wikipedia - An online collaborative encyclopedia with almost 5 million content page entries. Not all information on these pages is accurate.
Interjections
Short words such a "Great!" that are used alone or in short phrases to show emotion or add emphasis.
Cash Flow Statement
Shows sources of income as well as describes cash expenses during a certain period of time
Demonstrative Speech
Shows the audience how to do something
Income Statement
Shows the revenue and expenses of an organization during a certain period of time such as monthly, quarterly, annually, etc. Shows profits and losses during a quarter or throughout a year. (aka: Profit and Loss Statement; Statement of Revenue and Expenses)
Google Sites
Similar to WordPress. Also offers domains, but they need to be purchased from a provider such as GoDaddy.com. It offer users many templates to choose from to insert data and information.
Bar Chart
Similar to a column chart, great for comparing data
Endnotes
Similar to footnotes but are listed at the end of the paper, not on each relevant page.
Avoiding Conflict Management Style (Thomas/Kilmann Model)
Slightly assertive and slightly cooperative. People are addressing neither their own now the other's concerns, possibly postponing dealing with the issue, diplomatically removing themselves, or simply withdrawing from a threatening situation. Best to use: *When an issue is trivial or of only passing importance *When you perceive no chance of satisfying your concerns; when you have low power *When it is important to let people cool down *When gathering more information outweighs making an immediate decision *When letting others resolve the conflict will be more effective *When the issue seems symptomatic of another more basic issue
Petty Cash
Small, accessible amounts of cash for minor business expenses. Must be accounted for with proper documentation.
Driver
Software installed to allow a hardware device to communicate with an operating system
Device Driver
Software program that allows a piece of hardware to interact with an operating system.
Desktop Publishing
Software that allows someone to arrange text and graphics for a report, newsletter, or promotional document into a pleasing layout.
Primary Source
Something written or created during the period being studied and gives a first-hand look at the events. Examples: *Original documents *Creative Documents *Relics or artifacts *Sometimes a source is considered primary but was created after the original period: autobiographies, memoirs, and oral histories which include interviews that were written, recorded, or videotaped.
Compromising Conflict Management Style (Thomas/Kilmann Model)
Somewhat assertive and somewhat cooperative. A person is seeking a quick agreement that is mutually acceptable and partially satisfies both parties. With a compromise, a person gives up more than when competing but less than when accommodating. It does not explore the issue in as much depth as collaborating. Best to use: *When goals are moderately important but not worth the effort of using more assertive modes *When two opponents with equal power are strongly committed to mutually exclusive goals, as in labor-management bargaining *When temporary settlements are needed for complex issues *When an expedient solution is needed because of time pressure
Flash Media
Storage, often removable, that has no moving parts. (USB flash drive)
Effective Listening
Strengthens organizational relationships, alerts the organization to opportunities for innovation, and allows the organization to manage growing
SWOT Analysis
Strengths, Weaknesses, Opportunities, and Threats. The analysis is accomplished by listing internal and external forces affecting the company in each category and discussing possible next steps.
Notes (Minutes)
Taken during a meeting, transcribed and distributed to the participants in hard copy through email or by posting on an intranet site for future reference. Typically uses a template; use the meeting agenda as a topical guide to stay on track. *Date, time and place of the meeting *Names of attendees and absentees *Previous minutes approval or revision *Summaries of discussions that took place about new and unfinished business *Any motions or votes that were taken *Your name as the recorder of the minutes.
Symbolic Interaction Theory
Suggests that people are motivated to act based on the meanings they assign to people, things, and events. Meaning is created in the language people use both with others and in private thought. Language allows people to develop a sense of self and to interact with others in community.
Uncertainty Reduction Theory
Suggests that when strangers meet, their primary focus is on reducing their levels of uncertainty in the situation. Their levels of uncertainty are located in both behavioral and cognitive realms. People are highly motivated to use communication to reduce their uncertainty.
Log Files
System or application files created to record specific activity. These files often are sent to an used by support personnel to help solve problems. Documentation for different systems and programs should tell you how to find log files.
Scientific Method
Testing a hypothesis through a series of experiments, recording the results and eventually reaching a conclusion that either supported or negated the hypothesis.
Fax (Fascimile)
Text or images sent to another fax machine traditionally via a phone line. Modern installations allow faxes to be sent to a fax server, which sorts the messages and distributes them to the recipients' email rather than printing hard copies
Social engineering
The act of gaining unauthorized access to resources or information through human deception. Often a component of cybersecurity breaches and other incidents, social engineering is one of the biggest threats to information security.
Plagiarism
The act of presenting someone else's work as your own and includes not just copying their words but their ideas as well. Protected by US copyright law.
Performance Management
The assessment of employees to gauge their progress toward individual, departmental, and organizational goals. It starts with a clear job description outlining a position's roles and responsibilities. It requires the following: *Monitoring and evaluating an employee's performance against the job requirements and standards for success *Documenting positive and negative incidents throughout the year, addressing issues that need adjustment or improvement *Creating an ongoing approach that ensures there are no surprises when the formal appraisal event takes place
Book-Side
The company's record of accounts, updated as money flows in or out, and is what is compared with bank records to check for bank fees, interest growth, and errors.
TSA PreCheck
The cost is currently $85, and requires an application, fingerprinting, and biographic information. Accepted at 26 airports. The TSA PreCheck security screening does not require members to take off their shoes or remove liquids or laptops from carry-on bags. Applicants receive a KTN and 5 year membership. DHS-trusted traveler program members do not need to apply for TSA PreCheck
Administrative Privileges
The elevated privileges needed by a user account to accomplish administrative tasks on an operating system such as adding or removing software and changing system settings.
EEOC (Equal Employment Opportunity Commission)
The federal agency responsible for publishing guidelines, enforcing EEO (Equal Employment Opportunity) laws, and investigating complaints of job discrimination based on race, color, religion, gender (including pregnancy), national origin, age, or disability.
RFP (Request for Proposal)
The following requirements should be included: *A description of the material or service expected from the supplier *A technical description of the material being purchased *The date the product or service is expected *The act price the organization has agreed to pay for the product or service *The shipping destination, methods, and terms (when materials are purchased)
Collective Rationalization
The force or power of having to take action, be accountable, and be the best can drive a group of intelligent, experienced, and well-meaning people to think in distorted ways.
Life Cycle of a Record
The framework put into place to manage electronic and manual (paper) records from beginning through final disposition. 5 Stages: 1. Planning - Includes identifying information needs, ensuring only relevant information is created or collected, and verifying the information being created or collected is not already available elsewhere. 2. Receipt, collection, or creation - The Record is received or created. 3. Active Use - This is the act of using the records for their intended purpose. 4. Storage, protection, and retention - Records no longer being actively used should be stored for future reference. 5. Disposition - This includes the d3estruction of paper and electronic files.
Generation Y / Millennials
The generation after Generation X, born from 1981 to 1999. Pampered, confident, ambitions, and achievement oriented. Not afraid to question authority. Sees value in holding multiple jobs across multiple organizations to socialize and network and ultimate provide for more and better opportunities.
Generation X
The generation after the baby boomers, born from 1965 to 1981. Tend to ignore leaders and work for more long-term institutional and systematic change through economic, media, and consumer actions. Latch-key children, independent, resourceful, and self-sufficient. First generation to grow up with computers.
Performance Feedback and Coaching
The implementation stage of the process that addresses *Behaviors that led to exceptional or ineffective performance *Expectations that are being met or not *Impact of an employee's performance (positively or negatively) on departmental or organizational goals and objectives
Records Manager
The individual responsible for systematically managing the records that flow in and out of the organization. They are responsible for ensuring the records in their care are organized for efficient access. They also have the responsibility to facilitate the accessibility of future electronic records, safeguard records from unauthorized access, require proper storage and handling of records, and preserve records.
EMI (Electromagnetic Interference)
The interference experienced when one device crosses the electromagnetic field of another. Setting a cell phone next to a computer monitor of placing a monitor under a fluorescent light are two common examples of EMI found in offices.
Supporting Style of Leadership (Hersey-Blanchard Model)
The leader does not just focus on goals but also hones the skills of followers through praising successes, listening to criticism, allowing input, providing feedback, and recognizing achievement. This style of leadership allows for independence and creativity among followers who know the leader is available for advice and problem solving. This helps provide motivation during stressful situations where the follower possesses the necessary knowledge but requires the leader to provide the emotional support to complete the task (High competence and low or variable commitment)
Directing Style of Leadership (Hersey-Blanchard Model)
The leader focuses on goal achievement, giving followers instructions about that to do and then supervising them closely. This is for followers at the lowest level of development, where knowledge is the primary need for task completion (Low competence and high commitment)
Situational Approach to Leadership - The Leader Abdicates
The leader gives full responsibility for identifying, analyzing, and resolving the problem, but accountability still rests with the leader.
Situational Approach to Leadership - The Leader Delegates
The leader knows there are problems in certain areas of the job but gives the team the green light to find answers. The decision may still be the leader's to make, but the team can have a high level of influence on the final outcome.
Situational Approach to Leadership - The Leader Consults
The leader no longer feels the need to have an answer ready. The leader is effectively inviting the team to problem solve together.
Situational Approach to Leadership - The Leader Joins
The leader no longer solely owns the problem or solution. By asking the team to consider the as well as the solution, the leader is nudging them into outright ownership themselves.
Economy
The least expensive airline category, sometimes nonrefundable and often carrying many restrictions
Stress Threshold
The level of stress that, when reached, will affect a person's performance. Can include moodiness, distraction, depression, over-reactive behavior, strong emotions, or a sense of being overwhelmed.
Operating System
The main software of a computer system responsible for managing hardware, software, and file systems, and providing a user interface. (Microsoft Windows, Apple Mac OS, Linux, Android, Apple iOS)
Bandwidth
The maximum speed allowed by a data line. (Internet connection)
First Class
The most expensive ticket or option comes with benefits that enhance the experience for VIP travelers
Power
The need to lead others and make an impact. Also: A person or thing that possesses or exercises authority or influence.
Bank Fees
The nominal fees charged by banks for various services such as notarizing a document, issuing a stop order on a check, etc. These are a major revenue source for banks.
KTN (Known Traveler Number)
The number assigned to people who have registered with DHS (Dept. of Homeland Security) trusted traveler programs or the TSA. This number is valid for 5 years
Confirmation number or code
The number or code connected with an electronic record for every reservation.
ASCII (American Standard Code for Information Interchange)
The numerical representation of a character. Originally based on the English alphabet, it encodes 128 specified characters into seven-bit binary integers.
Asymmetry
The opposite of a symmetrical layout, with text and graphics not matching in proportion or location in the design.
Outbound Inbound Travel
The outbound date is the day of departure. Inbound travel describes the return trip.
Frame of Reference
The overall context in which a problem or situation is place, viewed, or interpreted. The values, experiences, customs, etc., which someone sues to evaluate data, communicate ideas, and guide behavior
Stockholder / Shareholder
The owner or holder of stock in a company.
Bank-Side
The part of the reconciliation process that deals with all the charges and fees recorded on the bank side.
Sponsorships
The position of being a sponsor, as in a "company's sponsorship of an event," or it can refer to the financial support received from a sponsor.
Market Value
The price of an asset in the marketplace. Also refers to the capitalization of the firm, which is the number of outstanding shares and the price per share.
TXT (Text File)
The simplest of text file formats. Readable on most word processors, it cannot save formatting.
Copyediting
The process of correcting errors in a text and making it conform to an editorial style which includes spelling, capitalization, and punctuation.
Backup
The process of duplicating information in an effort to protect against damage or loss
Off-boarding
The process of exiting a staff person from the organization at the end of their employment life cycle.
Leadership
The process of inspiring a group to accomplish a goal. This is most effective when a leader is able to put ego aside and is tryly interested in seeing the team create and innovate while reaching the goal.
Punctuation
The process of making the meaning of a sentence clear through the use of spaces, capitalization, and symbols. Determines the meaning of the sentence.
Spooling
The process of sending a job to the printer. Memory on the computer and printer are needed, and the more that is available makes the process faster
Management
The process of using available resources in the best possible way by directing, organizing, planning, and leading. This style is most useful for keeping projects on track.
Disposition
The records retirement or destruction date found in the records retention schedule. A range of processes related to records retention, destruction, or transfer decisions that are acknowledged in the records retention and disposition schedule
Brand
The reputation a company builds that tells a customer what to expect in terms of product, service, and experience. A successful brand achieves the following: *Provides immediate recognition for your company and products *Enhances your company's credibility *Prompts an emotional response and motivates the customer to purchase *Boosts customer loyalty
Gross profit
The residual profit after the cost of the goods is subtracted from the revenues. Calculated by looking at the income statement and subtracting the cost of good sold from the revenue.
Statistical Analysis
The science of collecting, analyzing, and presenting large amounts of data to predict underlying patterns and trends. Three major steps: 1. Collecting and entering data 2. Examining and analyzing data 3. Summarizing data
Airline Shuttles
Typically transport passengers from one airport terminal to another
Pixel
The smallest physical object in an image. Many pixels combined create an image. The more pixels an image contains, generally the higher the resolution, clarity, and level of visible detail.
Line Spacing
The space between sentences and paragraphs: single (1.0), double (2.0), and triple (3.0). Higher spacing between sentences can make it easier for the audience to read.
Performance Planning
The stage where a manager reviews *Job requirements and job descriptions *An employee's documented prior-year goals and performance results *Expected performance and results for the year ahead
Semantics
The study of the relationship between words and meanings.
Group Polarization
The tendency for members of a group discussing an issue to move toward a more extreme version of the position they held before the discussion began. Responding in more polarizing way than any one individual member would.
Credit Terms
The terms and schedules when payments are due from sales made on credit
Accounting Period
The time covered by a relevant set of books, ledgers, and other financial documents and records (usually 12 months)
Compensation
The total amount of monetary and nonmonetary pay provided to an employee by an employer in return for work performed as required.
Town Cars, Limousines, and Private Cars
These are the most expensive option; they can accommodate between one and five riders comfortably
Priority Seating or Early Boarding
These boarding classifications are typically reserved for members of frequent-traveler programs, military personnel, families with young children, or people who pay extra for early boarding. If your traveler has a large carry-on that he or she does not want to check at the gate, pay for priority seating.
ZIP
These files are compressed folders, which save disk space and increase portability. Password security can be added to ZIP files
Project Management Apps
These mobile applications allow for team project management. Advantage is that they are easy to refer to on the go because they are designed to be used on phones and tablets. Also tend to be free. Disadvantage is that they may not be easy to use as web-based options, which also tend to have related apps. (Trello and Any.do.)
DHS Trusted Traveler Programs (Global Entry, NEXUS, SENTRI)
These programs expedite passage through customs and border checkpoints. Enrollment is valid for 5 years. *Global Entry is most useful for international travel. *NEXUS is specifically for US and Canadian travelers crossing each other's borders. *SENTRI is most useful if travelers are making only North American land-border crossings. Members of DHS programs also receive TSA PreCheck benefits
3-1-1- Liquid Rules
These rules require that all liquids, aerosols, creams, pastes, and gels carried onto the plane must fit into a single quart-sized clar plastic zip lock bag. Individual containers within that bag may not be larger than 3.4 ounces. (A 6 oz tube of toothpaste that is only half full is not acceptable; pack only travel-sized bottles, or put larger bottles into checked luggage. Exceptions are made for medicines and baby foods, but those items must be declared)
On-Demand Car Services (Uber, Lyft, etc)
These services are ordered through mobile apps preloaded with credit card information. Services range from town cars to private drivers sharing their personal vehicles. Uber is the most dependable and professional of the options currently available and is competitively priced to match or undercut taxi fares.
Incremental
This backs up files that have changed since the last incremental backup. This method is faster for backups, but in the case of a restore, the last full backup is needed plus each incremental backup to the point of restore.
Differential
This backs up only the files that have had changes since the last full backup. This speeds up recovery time because only the last full backup, plus the current differential backup, are needed for full recovery.
PDF (Portable Document Format)
This file format, originally created by Adobe, is a popular format because the software required to view files, Adobe Reader, is available for virtually any desktop, laptop, or mobile device regardless of operating system. Generally, recipients cannot edit a PDF without having special software such as Adobe Acrobat Professional.
Save-Energy Feature
This is a low-power state, which allows equipment to conserve electricity and partially power down when it has not been in use for a certain amount of time.
HDMI (High-Definition Multimedia Interface)
This is a newer type of cable that carries audio and video signals. It is popular in home entertainment systems and is gaining popularity with computer systems.
Situational Approach to Leadership - The Leader Tells
This is the autocratic style of leadership, used when teams are new, inexperienced, or weak.
Full Backup
This is the backup of an entire computer system, and it takes the longest time to complete
PPTX
This is the current file format for Microsoft PowerPoint files.
Forming
This is the first stage of team development in which team members get to know each other and decide what they need to do. Team leader makes sure everyone is clear about the team's goals.
Storming
This is the second stage of team development. During this period, team members are competing with each other to have their ideas heard. Learning to work together, can be a time of conflict. Team leader needs to ensure all team members get to voice their opinions. Some teams never get past this point.
Print to File
This options allows you to print a document, but rather than it coming out on paper, it saves to a file, usually in PDF form.
RAM (Random access memory)
This type of memory temporarily holds data for processing. This generally increases computer speed. Therefore, the more RAM a computer has, the faster it will perform, especially if multiple programs are open at the same time.
Outstanding Check Records
Those checks written by an individual or company but have not cleared the bank account on which the checks have been drawn.
Current Liabilities
Those payable within one year
Long-term Receivables
Those that do not come due for a long period of time and are recorded as Long-Term Assets
External Customers
Those who purchase, or the end users of, the company's products or services
Rules for Capitalization
Titles before a name are capitalized: *Yes - Chief Executive Officer Joe Smith *No - Joe Smith, who is the chief executive officer Proper names of places are capitalized: *Yes - Let's go to Kansas City *No - Let's go to town Proper names are capitalized: *Yes - Jane Smith *Yes - Grandma *No - my grandma Proper names or organizations such as colleges, businesses, associations, governmental organizations, and departments are capitalized: *Yes - Purchasing Department *Yes - ABC Company *No - the company *No - the county Geographical regions, but not areas or directions, are capitalized: *Yes - she lives in the Midwest *No - her house is on the west side
Critical Listening
To gain a clear understanding and evaluation of the meaning of the speaker's message
Fax Messages
To protect sensitive information and to ensure the fax is delivered to the proper person, include a cover sheet that includes the recipient's and sender's names, fax numbers, phone numbers, and the date and number of pages.
Tape Backup
Type of media used by IT departments for organization-level data backups
Parking Shuttles
Typically transport passengers from airline terminals to or from parking lots outside the airport
Unit-by-unit Method of Filing
Unit can be a name, number, or subject, for maintaining consistency in the alphabetic system. Files are filed alphabetically according to name with the most current date in front.
USPS
United States Postal Service - Preferred way to send letters, direct mail pieces, and some boxed items.
Age Discrimination in Employment Act (ADEA)
Unlawful to discriminate in any way against applicants or employees older than 40 because of their age.
Spam
Unsolicited email sent in bulk usually to advertise a product or service.
Sexual Harassment
Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature that occurs under any of the following conditions: *Submission to such conduct is made either explicitly or implicitly a term or condition of an individual's employment *Submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual *Such conduct has the purpose or effect of unreasonably interfering with an individual's work performance or creates an intimidating, hostile, or offensive work environment
Indirect Strategy
Uses a buffer at the beginning of the letter. Best for times when bad news will be upsetting, may cause a hostile reaction, could threaten a customer relationship, or will come as a shock.
Formal Documents
Used for communicating factual information that must be a part of the official record and follow a specific style and format. Reports *Progress Report *Analytical Report *Compliance Report *Written Proposal *Informal Report *Formal Proposal *RFP (Request for Proposal) *Planning Document *Memo *Business Letters *Notes
Microsoft PowerPoint
Used for creating slide show presentations through the use of text, graphics, and animation and easily integrate audio, video, and other media. Allows the user to print handouts to go along with presentations. Can also be used to create and display business reports.
Adobe Connect
Used for live online meetings using an Internet connection and the appropriate software. Accommodates two to several hundred people. Users can also share documents, and meetings can be recorded and edited
Footnote
Used for making a point that needs more explanation but would detract from the narrative; an asterisk or number is placed next to the word or statement that needs to be explained. The foot note at the bottom of the page then shows the corresponding mark and explanation.
Output Formatting
Used generally to product booklets (all-in-one-copier). Features: booklet creation, transparency separators, special pages, page layout, and annotations.
Bullets (Bullet Points)
Used in memos, email, and other forms of communication to display information in an organized and easy-to-read manner; often used to summarize information quickly.
Pronouns
Used in place of nouns (he, she)
Parentheses ()
Used to clarify or provide secondary information
Persuasive Speech
Used to convince someone to do something they are not doing now; usually a mix of information and opinion.
Inferential Statistics
Used to describe a sample statistic so that inferences can be made about the population.
Briefings
Used to give an overview about a proposal, issue, problem, or project. They give only the most essential information but always answer important questions
Brackets []
Used to insert your own words into quotations or enclose a set of words that are already inside parentheses.
Comma (,)
Used to join two independent clauses with a coordinating conjunction (and, but, or, yet) to divide lists
Apostrophe
Used to show something belongs to someone, indicate the possessive by adding an apostrophe and an s to the word: "The dog's paw" "Joan's sweater." If the word already ends in s, just add the apostrophe: "Charles' truck"
Question mark (?)
Used when asking a question
Recording Presentations in Power Point
Used when preparing a presentation for someone prior to the actual presentation. Also useful for others who are viewing the presentation on their personal computers. Recorded timings are used to set up the presentation to move automatically from one slide to the next. When recording a presentation, you can specify the following: *Whether to record from the first slide or the current slide *Whether to include slide timings and animations times *Whether to include narrations and laser point movements
Subject System Filing
Used when records are retrieved by subject rather than by a person's name of a business's name. Recommended for use when the range of topics and broad enough, such as advertising, correspondence, new releases, travel, inventory lists, and catering.
Period (.)
Used when you make a statement or issue a request or command
Annotated Proofing
Uses editing markups to proof hard copy, using current editing marks/symbols
Google+ Hangout
Uses high-definition video and voice or text to host a live meeting for up to 10 people. Meetings can be held in hangouts through Google for up to 15 people and work on computers and Android and Apple devices. Hangouts can be broadcast as video or audio streams.
Binding Documents
Uses plastic or wire GBC, Velobind, or thermal binding to finish documents with a professional look that reinforces a professional reputation.
Virtual Presentation
Uses technology to meet with distant coworkers or clients in real time
Currency Exchange Rates
Vary by the day. Have a small amount of the local currency before flying to have something to use for tips, etc, until they can get to an ATM in the destination country. Travelers will get the best exchange rate by using ATMS to withdraw the money they need for daily expenses once they arrive at their destination.
Intranet
Visible only to employees in company. Information can be found for human resources policies, the company newsletter, policies, procedures, and announcements.
Reward Power
Wielded by someone who can hand out plum job assignments, pay raises, and other benefits
Manual (Paper) File Management
Works well for storing paper records, particularly when more than one worker has access to the files through centralized filing
Nonsufficient Funds (NSF)
Writing a check without enough funds in the account to clear the check.
Procedures
Written guidelines to follow so people know how to file for benefits, ask for time off, etc. Fixed, step-by-step sequences of activities or courses of action that must be followed every time to perform a task correctly. The specific methods employed to express policies in action in the day-to-day operations of the organization.
