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The Office Procedures and Technology

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Presentation on theme: "The Office Procedures and Technology"— Presentation transcript:

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


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

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