Office Professional Skills PDF

CHAPTERII. ========== 1. LegibleHandwriting 2. Skills incommunication(OralandWritten) 3. FigureKnow-How 4. SkillsinHumanRelations 5. MethodicalUse ofNotes 1. SkillsintheUseofComputer 2. SkillintheOperationofthedifferentautomatedofficemachines 3. SkillsinTyping/Keyboarding 4. Skills...

CHAPTERII. ========== 1. LegibleHandwriting 2. Skills incommunication(OralandWritten) 3. FigureKnow-How 4. SkillsinHumanRelations 5. MethodicalUse ofNotes 1. SkillsintheUseofComputer 2. SkillintheOperationofthedifferentautomatedofficemachines 3. SkillsinTyping/Keyboarding 4. SkillsinShorthand orSpeed writing 5. Skillsintheperformanceofthevariousofficeprocedureslike filing,telephone Techniques, visitors handling CompetenciesNeededbyOfficeProfessionals --------------------------------------- 1. **CommunicationSkills.**Goodcommunicationrequiresgoodspeaking, listening,reading andwriting skills. Whenyouspeak, it isimportantthat youusetheright wordsto express your ideas.Inorderto listencarefully, you must bealert andattentive. Taking noteshelp you remember what was said during the conversation.Good reading abilities will help you understand instructions about the task you are assigned.Finally, office workers communicatethroughwrittenmessages,suchasletters,memorandums,andthelike. 2. **Problem Solving Skills.**As an office worker, you will occasionally face problems that you must handle byyourself.Employers expect officeworkersto possessgoodproblem solving skills. 3. **Flexibility.**Office workers must demonstrate flexibility that is, being able to adapt to change.Changes in the office may require you to learn new procedures or learn how to operate new equipment. 4. **Interpersonalskills**.Inorderto besuccessfulandhappyin yourwork, you must beable to get along with coworkers, supervisors and customers**.** To get along with others, you must treat them with respect and courtesy. 5. **Computerskills.**Everyofficeworkers needs moreunderstandingofcomputersand how they are used in processing information. 6. **Mathematical Skills.**Arithmetic skills are used daily by most office workers -- in completing invoices, figuring discounts, adding columns and figures, and even centering tables.Even though you may have the calculator to help you perform such tasks, you need to understand the operation you are performing in order to know when to add, subtract, multiply and divide. - It is the function within the organization with responsibility for the overall operations of an enterprise. a. Judgment anddecisionindetermining plansand in usingdatato controlperformance and progress against plans. b. Theguidance,integration,motivation andsupervision of thepersonnel comprisingthe enterprise, and carrying out its operations. FunctionsoftheOffice Manager ---------------------------- 1. **Recruitment of staff**.Office Manager is entrusted with the task of recruitment of staff.While making a final selection, he would be required to do quality rating in order to determine the suitability of the job to the man. Once a person is finally selected for the job, a service agreement is to be prepared. 2. **Training of staff**.The training programs are to be devised not only for the new recruits, but also the old hands are to be kept in touch with the latest appliances, techniques and process of office management.For this, suitable refresher courses might have to be devised, or refresher courses devised by management institutions or universities can be used. 3. **Devisingmethodsofworkmeasurement**.Thisisa fundamentalfunction.Suitable methods of compensation should be devised bythe Office Manager to secure efficiency and cooperation of the staff. 4. **Coordinating.**Coordinatingthetasksofvariousworkersintheoffice isessentialfor its existence. 5. **Discipline.** The Office Managershould see toit thatpeople come on time, observerules of telephone calls, dress and behavior. 1. **Controlling stationery and supplies.**He is required to enforce proper control over stationery and supplies into the office.In large offices, there should be a separate storekeeper and normal procedure of keeping stores must be followed.Sources of supplies must be determined properly.In the case of an item where no procedure is laid down, he should laydown a suitable procedure for its purpose. OtherFunctions -------------- 1. **ManagerialFunctions** a. Toassistintheformulationandimplementationofthepoliciesoftop management. b. Todesignandimplementnewsystemsand procedures. c. Toreviewthesystemsand procedure d. Toensurethatadequatestaffareprovidedtomeet the workload,theredeploymentof surplus staff, etc. e. Toconductinterviewsforandarrangeappraisalinterviewsregularly. f. Topurchaseequipmentwhennecessary. g. Toprepare, estimateandensurethatbudgetsareadheredto. 2. SupervisoryFunctions -------------------- h. Toensurepunctualityofthestaff. i. Toensurethattheofficeisclean, well-organizedandtidy. j. Torecommendthepurchaseofequipmentwhenrequired. k. Toreportarrearsofwork,workproblems,staffing difficulties,unsatisfactory equipment, etc. l. Toexercise continuouscontroloverquantityandqualityofwork. m. Toensurethatworkisdoneto meet predeterminedtimescheduleandstandards,so that no delays occur because of sickness, annual holidays, etc. QualificationsofAdministrativeOffice Manager -------------------------------------------- 1. Thoroughunderstandingof,andexperiencein business 2. Tack andgoodjudgment 3. Resourcefulness 4. Methodicalness 5. Leadership. Theoutstandingpersonalattributesoftheofficeexecutive isthat intangibleability which we may call leadership.**Qualities** of a leader should be: 1. Abilitytoinspireconfidence 2. Abilitytodevelopteamwork 3. Abilitytodelegate workproperly 4. Abilitytotrainmenonthejob 5. Abilitytocallforthbesteffortsofthemen. 6. Selfconfidence 7. Abilitytoshowkindnesswithoutbeingconsidered easy. 8. Management expects the office manager to build and direct a smoothly functioning organization that will perform the office services at a minimum cost. 9. Abilitytoshowhisdynamicleadership 10. Anticipate,visualizeandplantosolvetomorrow'soffice problem. 11. To continue to improve and develop those personality traits which includes the following:task, fairness, maturity, a sense of humor, and a pleasant and courteous disposition. ChangingRoleofOffice Managers ----------------------------- PERSONALANDPROFESSIONALCHARACTERISTICSOFANOFFICE PROFESSIONAL ============================================================= Personality Traits BeingCooperative ----------------------------------- HavingaGoodAttitude ------------------- Loyalty ------- BeingDependable --------------- UsingGoodJudgment ----------------- ContinuedLearning ----------------- MaintainingPoise ---------------- HavingInitiative ---------------- InteractingwithCoworkers ------------------------ Confidentiality --------------- AcceptingResponsibilityforMistakes ---------------------------------- AbilitytoCommunicate Effectively -------------------------------- AbilitytoDevelopVarietyofInterest --------------------------------- Abilityto beFlexibleand Adaptable --------------------------------- AbilitytoDisciplineandControlOneself ------------------------------------ DesirableAttitudesandTraits --------------------------- 1. **Punctuality.**Comingtoofficeontime. Promptinreportingtooffice. 2. **Tactfulness.**Doing or saying the right thing at the right time, and in the right place.Saying something not to harm other people. 3. **Dependability.A**secretarycanberelieduponinanyactivity. 4. **EmotionalStability**.Self-controlnomatterwhathappensintheoffice.Remaincalmin solving each problem. 5. **Cooperation.**Helpingotherofficeworkerwho isoverloadwithworkwhenyou havetimeto assist. 6. **Humility.**Being able to accept justified criticism and look at it objectively.The ability to praiseandcomplimentsgracefullyandwithagenuine―thankyou‖astheresponse. 7. **Sensitivity.**You are sensitive to the likes and dislikes of your co-workers, if he or she wants to be interrupted andwhen he would rather be alone. 8. **Flexible and Adaptable.**The ability to accept changes willingly.Changes in work surroundings, procedures, equipment, and company structure may come quickly. 9. **Diplomatic and Observant of Etiquette.** You must usecourtesy titles and last names. Keep personalcalls and personal visitorsto a minimum, do not whistle, orchewing, orsmoking. You should be carefulto interrupt others conversation nor to finish their sentence for them. 10. **Pleasantness.**Agenuinesmileevenifyoudonotfeellikesmilingisimportantinbusiness. ProfessionalBehavior -------------------- 1. Using Good Work Habits.Plan to arrive at the office on time and ready to begin work. Do not waste time by excessive visiting with other people in the office. 2. AssumingResponsibility.Eachofficeworkerishiredto performacertaintasks.Youcan increase yourvalueas aworkerbyassuming your responsibilitiescheerfullyandcarrying them out efficiently. ProfessionalEtiquette --------------------- ProfessionalAppearance ---------------------- BASICDUTIESANDRESPONSIBILITIESOFTHEOFFICEPROFESSIONAL ===================================================== AdministrativeDuties -------------------- Communication ------------- RecordsManagement ----------------- WordProcessing -------------- Reprographics ------------- Computing,Accounting, andData Processing ----------------------------------------