Office Assistant Unit 1

Office Conditions

• Office assistants work in various settings, from small entrepreneurial offices to large corporations with multiple branches.
• The location and nature of the business can impact the assistant's work environment.
• The overall office setup and traffic patterns can affect the assistant's efficiency.

Workstation Optimization

• The physical arrangement of the workstation is critical for productivity and comfort.
• Consider traffic patterns, accessibility of files, and ergonomics when organizing the workstation.
• A desk sketch can help visualize alternative arrangements before implementing changes.
• Prioritize effectiveness for both the assistant and other employees when making layout suggestions.

Workstation Components

• Chair: Prioritize comfort, good posture, back support, and adjustability. Ergonomically designed chairs are beneficial.
• Lighting: Ensure sufficient lighting to minimize eye strain and headaches. Proper positioning is crucial to reduce glare on the monitor.
• Desk: The desk should have adequate space for supplies and equipment. Essential items like telephones, memo pads, and staplers should be within easy reach.
• Supplies: Maintain a weekly supply of frequently used items in organized containers. Keep ink pads upside down to prevent drying.
• Computer: The computer should be on a separate surface with enough legroom for comfortable use. Power cords should be kept out of the way.
• Accessories: Consider dust covers, a computer fan, an antiglare monitor cover, acoustical hoods, and surge protectors for computer equipment.

Office Supplies Management

• Larger companies or assistants with wider responsibilities may order supplies for departments or the entire business.
• Keep an inventory of supplies and record their usage.
• Order specific items like fax paper, toner, ink cartridges, diskettes, and copier paper based on office equipment.
• Organize supplies neatly with labels and store frequently used items at eye level for easy access.
• Store potentially messy items on the bottom shelf.
• Keep original packaging labels for reordering and reference.

Work Planning and Routine

• Start the workday by airing the office and adjusting the temperature, if necessary.
• Organize the desk for efficiency and replenish supplies.
• Prepare note-taking materials for phone messages and potential tasks.
• Review daily appointments and recurring activities using calendars or computer schedules.
• Prepare materials for the employer, including reminder lists for appointments.
• Prioritize daily activities for optimal productivity.
• Use the phone whenever possible to avoid personal note delivery.

Telephone Etiquette

• When answering the phone, state the company name and your own name.
• If there are departments, identify your department and name.
• If the call is referred to you, only give your name.
• Avoid transferring calls if you can handle the matter yourself.
• Provide complete information when transferring calls to prevent re-questioning.
• Apologize and offer a callback if you need time to locate information.
• Put the line on hold if the caller wants to wait.

Handling the Boss's Calls

• Announce the name of the caller when answering the employer's phone.
• Allow the caller to connect directly with the employer.
• Do not ask the caller's assistant to put their employer on the line unless the boss is high-ranking.
• Treat all businesspeople equally when connecting calls.
• When placing a call for the boss, expect the assistant to put their employer on the line.

Voicemail Etiquette

• Leave clear, concise messages with a phone number and a suitable time for a callback.
• Assume the recipient may not check voicemail immediately and a call back will not be immediate.
• Use voice mail to inform about pending communications as recipients might check it more often than email or fax.
• Avoid leaving confidential, inflammatory, or embarrassing messages on voicemail.
• Keep greetings short and update messages frequently to reflect your schedule.
• Be friendly yet professional in voicemail messages.
• Check your voicemail frequently throughout the day and return calls promptly.
• Encourage detailed messages to potentially provide answers via voicemail without conversation.
• Treat voice mail messages confidentially, like personal conversations.

Frequently Used Numbers

• Maintain an alphabetical list of important personal phone numbers for quick reference.
• Include numbers for the boss's family, friends, and professionals like their physician, dentist, and accountant.
• Program frequently used numbers into the office phone for easier access.