1. The Office Procedures and Technology
Chapter 1
The Office in a Changing Business World

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

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

4. Key Office Activities Creating/analyzing information
Composing memos, letters, and reports
Organizing and interpreting data
Making decisions based on information studied
Topic 1-1 The Office Today

5. Key Office Activities Searching for information
Accessing databases, an intranet, or the Internet
Inquiring of persons within and outside the company
Using reference manuals and books
Topic 1-1 The Office Today

6. Key Office Activities Processing information
Keyboarding, editing, and proofreading
Preparing communications, databases, and spreadsheets
Photocopying and reviewing communications
Topic 1-1 The Office Today

7. Key Office Activities Communicating information
Answering telephone calls and greeting callers
Responding to inquiries
Delivering presentations or giving instructions
Topic 1-1 The Office Today

8. Key Office Activities Managing information Maintaining calendars
Maintaining databases and files
Maintaining financial records
Topic 1-1 The Office Today

9. QUESTIONS???

10. Technology in Offices Technology is used by all office workers
Intranets aid in sharing information
The Internet creates a global business community
Many workers telecommute from alternative offices
Telecommute: the practice of working and communicating from a remote location
Key Term
Topic 1-1 The Office Today

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

12. Understanding the Organization
Learning from your work
Correspondence
Reports
Learning from resources available
Annual reports
Company’s mission statement and goals
Mission statement: the goals, priorities, and beliefs of a company
Key Term
Topic 1-2 The Office in Relation to the Total Organization

13. Types of Organizations
Businesses seek to make a profit
Sole proprietorship
Partnership
Corporation
Professional service organization
Not-for-profit entities seek to provide services
Governmental units seek to provide services
Topic 1-2 The Office in Relation to the Total Organization

14. Types of Organizations
Source:
Louisiana’s Department of Social Services is an example of a governmental unit
Topic 1-2 The Office in Relation to the Total Organization

15. An income statement shows a company’s profit or loss for a period of time
Topic 1-2 The Office in Relation to the Total Organization

16. A balance sheet shows a company’s financial condition on a specific date
Topic 1-2 The Office in Relation to the Total Organization

17. Structure of Organizations
Board of directors
Establishes policies to guide company operations
Management Employees
Senior management
Provides direction in carrying out policies
Middle management
Directs day-to-day activities
Department Employees
Perform tasks to meet the organization’s goals
Topic 1-2 The Office in Relation to the Total Organization

18. An organization chart shows the structure of a company
Topic 1-2 The Office in Relation to the Total Organization

19. Focus On … Employee Empowerment
Enables employees to make decisions without review by managers
Allows fewer levels of middle managers
Requires that the worker understand the goals and activities of the company
Facilitates working in teams
Increases job satisfaction
Topic 1-2 The Office in Relation to the Total Organization

20. Office Professionals
Professional: someone in any field who conforms to expected ethical & quality standards and behaviors.
Work ethic & interactions with others go hand and hand with professionalism.

21. Work Ethic
Work ethic is a deep belief in the value of work in ones life & a willingness to meet the demands of work.
Workers in the US have been long credited with a strong work ethic.
Do you think this is still true for our country?
What do you think contributes to lack of work ethic?

22. Work Ethic
Cooperation: willing to participate in what needs to be done to achieve a goal
Loyalty: supporting the efforts of the company & workgroup.
Learning: there needs to be a willingness to learn & to improve your understanding or skills that relate to your job

23. Interacting with Coworkers
Professionals treat coworkers, managers, & customers, with courtesy and respect.
Confidentiality: private or secret information that needs to be kept to yourself.
Sharing information: there are appropriate ways to share information for and/or within a company. Gossip and rumors are not acceptable in any professional setting.
Accepting Responsibility for Mistakes: Accept responsibility for an error as soon as you realize it was made & take steps to correct the error immediately

24. Customer Focus
Customer: someone who buys or uses an organizations products or services.
Customer focus: paying attention to fulfilling the needs & wants of customers.
External customers are people or organizations outside your company that buy or use your products or services.
Internal customers are people inside your organization who use product & services you provide.

25. Customer Service Strategies
Show respect for customers
Show empathy
Ask for customer input
Build effective relationships with customers
Accept responsibility for errors or mistakes
Give customers complete information
Follow up…
Keep positive attitude

26. Working Effectively in Teams
Working in teams, employees bring varying experiences, observations, insights, & knowledge of tasks.
Consider these guidelines for working in teams:
Set clear goals
Define the tasks or duties
Identify how success will be measured

27. Guidelines for working in teams cont.
Identify obstacles &possible solutions
Communicate clearly & often
Discuss how differences will be resolved
Build on the strengths of individual members
Recognize the accomplishments of team members
Develop your colleagues’ trust