Administrative Office Procedures

• Administrative office procedures and management are important for efficient office operations.

The Office in a Changing Business World

• Learning objectives include describing types of offices, how technology influences office practices, understanding the organization, and the role of information in business.
• The office is a place where administrative work is performed to support goals.

Concept, Functions, and Importance

• The word "office" originates from the latin word "Oficium".
• An office supports and realizes the organization's goals.

Workplace Ergonomics and Office Layout

• Ergonomics fits the workplace to the worker for safety and efficiency.
• Elements of office ergonomics include lighting and the amount of light.

Lighting

• Proper lighting level increases comfort and accuracy and reduces eye strain.
• Reflected light is the best type of light source.
• Light reflected off surfaces should be in these percentages: window blinds 40-50%, business machines 50% max, floor 20-40%, walls 50% max, ceiling 70-80%, furniture 25-45%.

Color

• Colors can have a psychological effect; expansive colors may cause anxiety.
• Neutral colors like toupe or beige are often used to avoid causing problems.

Floor plans

• Layout should consider ergonomics, not just aesthetics and human resources.
• Minimum cubicle size: 8' x 8', 10' x 10' is marginal, larger spaces are better.

Acoustics

• Good acoustics reduce distracting background noises and aid communication.

Furniture

• Ergonomic office furniture improves morale, reduces work time loss, and increases efficiency.

Office Layout

• Cubicles near conference rooms or thoroughfares are difficult to concentrate in.
• Chair and desk arrangements need to create a worker-friendly environment.
• Ergonomics includes space optimization, human factor integration, and workplace alignment.

Office Productivity

• Office productivity software includes tools for document creation, email, media editing, and content management.

Technology in Modern Offices

• Mobile and multi-device readiness, data center management, and team connection are important.

Alternative Offices

• Telecommuting involves working remotely using the internet.

Virtual Office

• A virtual office has a conceptual form rather than a physical presence, but allows professional work

Mobile Office

• Offices set up at construction sites can be considered mobile office.

Home Office or Work from Home

• Enables work from home communication via email, internet, fax, and telephone.

The Office in Relation to the Total Organization

• Office tasks relate to the work of many parts of an organization.

Types, Goals, and Structure

• Completing office tasks requires judgment.
• Understanding the organization is important in making sound decisions.

Types of Organizations

• Sole Proprietorship is a business owned by one individual.

Partnership

• Partnership is a business operation between two or more individuals who share and manage profits and losses.

Corporation

• A corporation is set up under state laws where owners have shares called stock certificates.

Governmental Units

• Governmental units are at local, state, and national levels, each with specific responsibilities.
• Organization goals vary; businesses seek profit, while non-profits and government focus on service.

Structure of Organizations

• Employees must know who is responsible for activities and the authority of each person.

Board of Directors

• Many large corporations have boards of directors that are elected by the owners.
• The board establishes policies that guide senior management

Senior Management

• Senior management provides direction in carrying out the policies from the board.

Middle Management

• Middle managers direct day to day activities in the oraganization.

Department Employees

• Workers organized in companies and teams that relate to company functions.

Information: A Vital Business Resource

• Most of the work performed in offices involves the processing of information.

Information Processing Activities

• Information starts as raw data and becomes information when organized.

Operations Examples

• Input: entering data into information system
• Processing: Handling data to create meaningful Information
• Output: Retrieving information from the system

Technologies

• Information technology includes IT equipment and software to create, store, and retrieve information.
• The telephone is the most common piece of equipment that is found in almost all offices.

Information Systems

• Information technology has become one part of part of managing information.

Electronic Resources

• With advancements in information technology come new sources of information including online resources.

Electronic Databases

• An electronic database provides information on many topics useful to businesses.

Personal Digital Assistants (PDA)

• PDAs can be used to store a variety of data.

Intranets

• Intranets are internal networks based on Internet technologies which allows workers to share data quickly.

The Internet

• Businesses can connect with other people using the internet.

Web Browsers

• Web Browsers provide navigation and search tools to help find topics and locations on the World Wide Web.

Search Tools

• Search tools are often referred to search engines, that can help you locate sites.

E-mail

• E-mail, with the electronic transfer of massages using computers and software.

Mailing List

• Mailing List is a directory of Internet user addresses.

E-Commerce

• E-Commerce involves buying and selling online.

How Technology Has Changed in the 21st-Century Workplace

• Technology allows telecommuting work from virtual offices and communicate globally.

Globalization and Technology

• Technology enables companies of all sizes to do business with customers all over the world.

The Office Professionals

• Office professionals carry out tasks dealing with finance and human resources in technical or medical areas.

Duties and Responsibilities

• As an office professional, you will face numerous challenges if you are to be successful.
• Values are deeply held beliefs affected by parents, school culture and friends.

Core Responsibilities of Professionals

• Store, retrieve and integrate information for dissemination to staff and clients.
• Serve as information and communication managers; Plan and schedule meetings.
• Organize and maintain paper and electronic files; Manage projects.
• Disseminate information through telephone, email, and Websites.

Office Competencies Needed for Employment

• There are four major groups of office competencies.

Word Processing

• Cration of documentation through letters or reports that are printed or shared online by using software.

Data Processing

• The collection, organization, analyzing and summarizing of data using spreadsheets or statistical software.

Information Management and Transmission

• Refers to organizing, maintaining, and accessing data.

General Managing and Communication

• Broad areas that handle work time and tasks communicating with customers.

Administrative Professional Workplace Requirements

• Needed skills for the office professional positions include communication.

Skills needed in all office professional positions

• Interpersonal relations as an office professional you wil interact within/outside company.

Time management

• Management of paper records, and elecontic files so that tasks are finished in time.

Critical Thinking

• Try to see the situation from all sides before making a decision, thinking critically about any facing issues.

Decision Making

• Professionals must understand and and perform proper decision-making steps.

Creative Thinking

• Professionals must have the ability or the power to produce.

Teamwork

• Workers should understand and accept the differences among team members.

Success Qualities

• Professionals must have honesty, and integrity in the environment workplace.
• Qualities should also include; adherence to a strict ethical code; truthfulness; and sincerity

Dependability

• Defined as being trustworthy means that yor are productive and constistent in doing your job.

Confidentiality

• This means the ability to receive and keep private information that is secret.
• One must understand the importance of not leaking information within or outside the organization.