132 50 Training Activities for Administrative, Secretarial, and Support Staff
Activity 15 (continued)
• Put together a comprehensive package of the organization’s marketing and
public information literature for each participant and keep a spare package
yourself for reference. If there is an Annual Report, include a copy in each
package. Also include any trade/industry journals or recent newspaper articles
relevant to the organization.
• If the organization has a Web site, arrange for a computer with Internet access
to be in the training room and/or have printouts of the information from the Web
site and include these in the information packages.
• Familiarize yourself with the literature you will be using and produce a quiz,
using Sample 15-1 for ideas.
• Make an overhead slide of Transparency 15-1 or write the objectives of the
activity on a flipchart.
1. Display the objectives of the activity, either on a flipchart or using Transparency
15-1, and discuss their importance with the participants. Make sure that the
following points are covered:
• We are all ambassadors for the organization, and we must know what the
organization stands for and as much as possible about its products/
• We may deal with a certain individual concerning one subject, and other
departments within the organization may deal with this individual concern-
ing other subjects. We must all support each other in our dealings with
• If our organization is planning to introduce new products or services and/or
change existing ones, and this is being communicated to the customers, all
staff members need to be aware of this.
• Keeping up to date with the organization’s literature/marketing information
is the responsibility of each individual.
• In the future, you can all obtain information from [name information
points/sources as relevant to your organization].
2. Organize the participants into groups and distribute the information packages.
3. Allow 15 minutes for everyone to familiarize themselves with the information.