Chapter 1 The Office Environment The Office Environment

Chapter 1 The Office Environment

The Office Environment 1 -1 The Office Today 1 -2 The Office in Relation to the Total Organization 1 -3 Your Role in an Office

1 -1 The Office Today Objectives 1 -1 a Describe the purpose of an office and office activities. 1 -1 b Explain how technology influences office practices. 1 -1 c Describe alternative offices.

Key Terms • • • office information vendor World Wide Web intranet telecommuting Internet virtual office hoteling freelancer

Purpose of an Office • An office is a place in which the affairs of an individual, a business, or an organization are carried out. • Offices Are Information Driven – Information is data or facts that have been organized in a meaningful form. – A vendor is a seller of goods or services. • Office Functions Are Varied

Key Office Activities 1. 2. 3. 4. 5. Creating/Analyzing Information Searching for Information Processing Information Communicating Information Managing Information

Technology in Modern Offices • World Wide Web refers to resources on the Internet that support hyperlinks, text, graphics, and multimedia. • Intranet is a private computer network that looks and operates similar to web pages.

Alternative Offices • Telecommuting is the practice of working and communicating with others from a home office or other remote location. • Internet is a public, world-wide computer network that spans the globe. • Virtual Office – Virtual office is a setting that allows you to perform work activities as you would in a traditional office. • Mobile Office – Hoteling is using workspace that is assigned as needed.

Alternative Offices (continued) • Home Office – A freelancer is an independent contractor who works for others for a project fee or hourly fee.

1 -2 The Office in Relation to the Total Organization Objectives 1 -2 a Describe common types of businesses and other organizations. 1 -2 b Identify goals for different types of organizations. 1 -2 c Describe a common structure for personnel in an organization.

Key Terms • • • profit sole proprietorship partnership corporation income statement empowerment

Types of Organizations • Businesses – A profit is monetary gain, advantage. – Sole Proprietorship • A sole proprietorship is a business owned by one individual. – Partnership • A partnership is a business that is not incorporated and has two or more owners. – Corporation • A corporation is a business set up under the laws of a particular state. – Limited Liability Company

Types of Organizations (continued) • Not-for-Profit Entities • Government Units

Goals of Organizations • Businesses – An income statement is a document that shows profit or loss for a business for a certain period of time. • Not-for-Profit and Governments

Structure of Organizations • Board of Directors • Management Employees • Department Employees • Empowerment is being able to make decisions or changes without seeking approval.

1 -3 Your Role in an Office Objectives 1 -3 a Discuss the behaviors and attitudes of an office professional. 1 -3 b Recognize the importance of having a customer focus. 1 -3 c Describe strategies for working effectively in teams.

Key Terms • • professional work ethic cooperative confidential customer focus empathy goodwill

Office Professionals • A professional is someone who conforms to expected ethical and quality standards and behaviors. • Work Ethic – Work ethic is a value system that places importance on work or other purposeful activity. • Cooperation – A cooperative worker is willing to participate in what needs to be done to achieve a goal. – Loyalty – Continued Learning

Office Professionals (continued) • Interacting with Coworkers – Confidentiality • Confidential is something private or secret. – Sharing Information – Accepting Responsibility for Mistakes

Customer Focus • A customer is someone who buys or uses an organization’s products or services. • Customer focus is paying attention to fulfilling the needs and wants of customers. • External and Internal Customers • Customer Service Strategies – Empathy is understanding or concern for someone’s feelings or position. – Goodwill is a friendly or kindly attitude.

Working Effectively in Teams • Working as a team, employees bring varying experiences, observations, insights, and knowledge to tasks. • A team, thinking critically, can be far more successful than an individual working alone. • For a team to be successful, its members must be reliable in carrying out their responsibilities, and they must be committed to the team and its goals.