Before a division-wide conference, which action by the secretary is least appropriate?

• A. Collect all material that will be needed at the conference
• B. See that the conference room is in readiness for the conference
• C. Inform each unit head of the division chief's views on the matters to be discussed
• D. Make sure that each unit head has received notice of this meeting in advance

Answer: (C)

The main idea here is how a secretary should support a division-wide conference in a way that keeps discussion fair and the meeting well-organized. A secretary should prepare thoroughly for the event, handle logistics, and ensure all participants are properly informed so the conference can run smoothly and without surprises.

Collecting all material needed for the conference is appropriate because it ensures attendees can participate effectively and the meeting stays focused on the agenda. Making sure the conference room is ready is also appropriate; good logistics prevent delays and show respect for everyone’s time. Notifying each unit head in advance about the meeting respects proper notice procedures and helps everyone plan to attend.

Informing unit heads of the division chief’s views on the matters to be discussed, however, is least appropriate. Revealing the boss’s positions before the meeting can bias attendees, undermine open discussion, and compromise neutrality. The secretary should facilitate and relay information without predisposing participants to a particular stance; the division chief can present views during the conference itself, if needed, rather than in pre-meeting messaging.