The OfficeProcedures and Technology

Chapter 1

The Office in a Changing Business World

Copyright© 2007 Thomson/South-Western

Slide 2

The Office

Place where business affairs are handled for A company A professional person An organization

Topic 1-1 The Office Today

Slide 3

Information Driven

Information Facts or data summarized or organized into

meaningful form Examples of handling information

Writing a policy for sales returns Accessing the Internet for stock

prices Answering inquiries by telephone

Topic 1-1 The Office Today

Slide 4

Key Office Activities

Creating/analyzing information Composing memos, letters, and reports Organizing and interpreting data Making decisions based on information studied

Topic 1-1 The Office Today

Slide 5

Key Office Activities

Searching for information Accessing databases, an intranet, or the

Internet Inquiring of persons within and outside the

company Using reference manuals and books

Topic 1-1 The Office Today

Slide 6

Key Office Activities

Processing information Keyboarding, editing, and proofreading Preparing communications, databases, and

spreadsheets Photocopying and

reviewing communications

Topic 1-1 The Office Today

Slide 7

Key Office Activities

Topic 1-1 The Office Today

Communicating information Answering telephone calls and greeting callers Responding to inquiries Delivering presentations or giving instructions

Slide 8

Key Office Activities

Topic 1-1 The Office Today

Managing information Maintaining calendars Maintaining databases and files Maintaining financial records

Slide 9

Technology in Offices

Technology is used by all office workers Intranets aid in sharing information The Internet creates a global business

community Many workers telecommute from alternative

offices

Topic 1-1 The Office Today

Telecommute: the practice of working and communicating from a remote location

Key Term

Slide 10

Alternative Offices

Virtual office The capability to perform work activities away from a

traditional office setting Mobile office

An office located at atemporary site that canmove from place to place

Topic 1-1 The Office Today

Home office Space within a home organized for performing

office tasks

Slide 11

Understanding the Organization

Learning from your work Correspondence Reports

Learning from resources available Annual reports Company’s mission

statement and goals

Topic 1-2 The Office in Relation to the Total Organization

Mission statement: the goals, priorities, and beliefs of a company

Key Term

Slide 12

Types of Organizations

Businesses seek to make a profit Sole proprietorship Partnership Corporation Professional service organization

Not-for-profit entities seek to provide services Governmental units seek to provide services

Topic 1-2 The Office in Relation to the Total Organization

Slide 13

Types of Organizations

Topic 1-2 The Office in Relation to the Total Organization

Source: http://www.dss.state.la.us

Louisiana’s Departmentof Social Services is an example of a governmental unit

Louisiana’s Departmentof Social Services is an example of a governmental unit

Slide 14Topic 1-2 The Office in Relation to the Total Organization

An income statement shows a company’s profit or loss for a period of time

An income statement shows a company’s profit or loss for a period of time

Slide 15Topic 1-2 The Office in Relation to the Total Organization

A balance sheet shows a company’s financial condition on a specific date

A balance sheet shows a company’s financial condition on a specific date

Slide 16

Structure of Organizations

Board of directors Establishes policies to guide company operations

Senior management Provides direction in carrying out policies

Middle management Directs day-to-day activities

Department employees Perform tasks to meet the organization’s goals

Topic 1-2 The Office in Relation to the Total Organization

Slide 17Topic 1-2 The Office in Relation to the Total Organization

An organization chart shows the structure of a company

An organization chart shows the structure of a company

Slide 18Topic 1-2 The Office in Relation to the Total Organization

Focus On …

Employee Empowerment Enables employees to make decisions

without review by managers Allows fewer levels of middle managers Requires that the worker understand the

goals and activities of the company Facilitates working in teams Increases job satisfaction