The Office Procedures and Technology Chapter 1 The Office in a Changing Business World Copyright 2003 by South-Western, a division of Thomson Learning

I.The Office A.Place where business affairs are handled for 1.A company 2.A professional person 3.An organization Topic 1-1 The Office TodaySlide 2

II.Information Driven A.Information 1.Facts or data summarized or organized into meaningful form B.Examples of handling information 1.Writing a policy for sales returns 2.Accessing the Internet for stock prices 3.Answering inquiries by telephone Topic 1-1 The Office TodaySlide 3

III.Key Office Activities A.Creating/analyzing information 1.Composing memos, letters, and reports 2.Organizing and interpreting data 3.Making decisions based on information studied Topic 1-1 The Office TodaySlide 4 B.Searching for information 1.Accessing databases, an intranet, or the Internet 2.Inquiring of persons within and outside the company 3.Using reference manuals and books C.Processing information 1.Keyboarding, editing, and proofreading 2.Preparing communications, databases, and spreadsheets 3.Photocopying and reviewing communications D.Communicating information 1.Answering telephone calls and greeting callers 2.Responding to inquiries 3.Delivering presentations or giving instructions E.Managing information 1.Maintaining calendars 2.Maintaining databases and files 3.Maintaining financial records

IV.Technology in Offices A.Technology is used by all office workers B.Intranets aid in sharing and communicating information within organizations C.The Internet creates a global business community D.Many workers telecommute from alternative offices Topic 1-1 The Office TodaySlide 5 Telecommute: the practice of working and communicating from a remote location Key Term

V.Alternative Offices A.Virtual office 1.The capability to perform work activities away from a traditional office setting B.Mobile office 1.An office located at a temporary site that can move from place to place C.Home office 1.Space within a home organized for performing office tasks Topic 1-1 The Office TodaySlide 6

VI.Understanding the Organization A.Learning from your work 1.Correspondence 2.Reports B.Learning from resources available 1.Annual reports 2.Companys mission statement and goals Topic 1-2 The Office in Relation to the Total OrganizationSlide 7

VII.Types of Organizations A.Businesses seek to make a profit 1.Single proprietorship 2.Partnership 3.Corporation 4.Professional service organization B.Not-for-profit entities seek to provide services C.Governmental units seek to provide services Topic 1-2 The Office in Relation to the Total OrganizationSlide 8

Topic 1-2 The Office in Relation to the Total OrganizationSlide 9 An income statement shows a companys profit or loss for a period of time

VIII.Structure of Organizations A.Board of directors 1.Establishes policies to guide company operations B.Senior management 1. Provides direction in carrying out policies C.Middle management 1.Directs day-to-day activities D.Department employees 1.Perform tasks to meet the organizations goals Topic 1-2 The Office in Relation to the Total OrganizationSlide 10

Topic 1-2 The Office in Relation to the Total OrganizationSlide 11 An organization chart shows the structure of a company

Topic 1-2 The Office in Relation to the Total OrganizationSlide 12 Focus On … IX.Employee Empowerment A.Enables employees to make decisions without review by managers B.Allows fewer levels of middle managers C.Requires that the worker understand the company D.Facilitates working in teams E.Increases job satisfaction