The Office Procedures and Technology Chapter 1 The

The Office Procedures and Technology Chapter 1 The Office in a Changing Business World Copyright 2003 by South-Western, a division of Thomson Learning

I. The Office A. Place where business affairs are handled for 1. A company 2. A professional person 3. An organization Topic 1 -1 The Office Today Slide 2

II. Information Driven A. Information 1. Facts or data summarized or organized into meaningful form B. Examples of handling information 1. Writing a policy for sales returns 2. Accessing the Internet for stock prices 3. Answering inquiries by telephone Topic 1 -1 The Office Today Slide 3

III. Key Office Activities A. Creating/analyzing information 1. Composing letters, and reports B. Searching for memos, information 2. Organizing and interpreting data 3. Making decisions based onand information studied 2. Inquiring of persons within outside the 1. Keyboarding, editing, and proofreading D. Communicating information company 2. Preparing communications, databases, 1. Answering telephone calls and greeting and callers E. Managing information 3. Using reference manuals and books spreadsheets 2. Responding to inquiries 1. Maintaining calendars 3. Photocopying and reviewing communications 3. Delivering presentations or giving 2. Maintaining databases and files instructions 3. Maintaining financial records 1. Accessinginformation databases, an intranet, or the Internet C. Processing Topic 1 -1 The Office Today Slide 4

IV. Technology in Offices A. Technology is used by all office workers B. Intranets aid in sharing and communicating information within organizations C. The Internet creates a global business community D. Many workers telecommute from alternative offices Key Term Telecommute: the practice of working and communicating from a remote location Topic 1 -1 The Office Today Slide 5

V. Alternative Offices A. Virtual office 1. The capability to perform work activities away from a traditional office setting B. Mobile office 1. An office located at a temporary site that can move from place to place C. Home office 1. Space within a home organized for performing office tasks Topic 1 -1 The Office Today Slide 6

VI. Understanding the Organization A. Learning from your work 1. Correspondence 2. Reports B. Learning from resources available 1. Annual reports 2. Company’s mission statement and goals Topic 1 -2 The Office in Relation to the Total Organization Slide 7

VII. Types of Organizations A. Businesses seek to make a profit 1. Single proprietorship 2. Partnership 3. Corporation 4. Professional service organization B. Not-for-profit entities seek to provide services C. Governmental units seek to provide services Topic 1 -2 The Office in Relation to the Total Organization Slide 8

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 Slide 9

VIII. Structure of Organizations A. Board of directors 1. Establishes policies to guide company operations B. Senior management 1. Provides direction in carrying out policies C. Middle management 1. Directs day-to-day activities D. Department employees 1. Perform tasks to meet the organization’s goals Topic 1 -2 The Office in Relation to the Total Organization Slide 10

An organization chart shows the structure of a company Topic 1 -2 The Office in Relation to the Total Organization Slide 11

Focus On … IX. Employee Empowerment A. Enables employees to make decisions without review by managers B. Allows fewer levels of middle managers C. Requires that the worker understand the company D. Facilitates working in teams E. Increases job satisfaction Topic 1 -2 The Office in Relation to the Total Organization Slide 12