1. The Office Procedures and Technology Chapter 1 The Office in a Changing Business World Copyright© 2007 Thomson/South-Western

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

3. Slide 3 Information Driven 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. Slide 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. Slide 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. Slide 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. Slide 7 Key Office Activities Topic 1-1 The Office Today Communicating information  Answering telephone calls and greeting callers  Responding to inquiries  Delivering presentations or giving instructions

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

9. Slide 9 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 Topic 1-1 The Office Today Telecommute: the practice of working and communicating from a remote location Key Term

10. Slide 10 Alternative Offices Virtual 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 Topic 1-1 The Office Today Home office  Space within a home organized for performing office tasks

11. Slide 11 Understanding the Organization Learning from your work  Correspondence  Reports Learning from resources available  Annual reports  Company’s mission statement and goals Topic 1-2 The Office in Relation to the Total Organization Mission statement: the goals, priorities, and beliefs of a company Key Term

12. Slide 12 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

13. Slide 13 Types of Organizations Topic 1-2 The Office in Relation to the Total Organization Source: http://www.dss.state.la.us Louisiana’s Department of Social Services is an example of a governmental unit

14. Slide 14 Topic 1-2 The Office in Relation to the Total Organization An income statement shows a company’s profit or loss for a period of time

15. Slide 15 Topic 1-2 The Office in Relation to the Total Organization A balance sheet shows a company’s financial condition on a specific date

16. Slide 16 Structure of Organizations Board of directors  Establishes policies to guide company operations 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

17. Slide 17 Topic 1-2 The Office in Relation to the Total Organization An organization chart shows the structure of a company

18. Slide 18 Topic 1-2 The Office in Relation to the Total Organization 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