The Office in the Business World

1. The Office in the Business World Chapter 1: The Office is a Changing Business World Chapter 2: Office Competencies

2. Objectives • Describe the relationship of the office to the overall organization. • Describe typical goals and structures of businesses. • Identify the types of office competencies worker’s need. • Explain employer expectations and factors critical for developing office competencies. Mr. D. Schmidt

3. The Office: in a changing business world Chapter 1 Mr. D. Schmidt

4. Chapter 1 vocabulary • Categories • Focus • Vendor • Specialization • State-of-the-art • Aspirations • Mission • Intranet • Emerging • Upgrading • “Hot” • Monitoring • Reengineered • Traditional • Nonconventional • Nonterritorial • Transformation Mr. D. Schmidt

5. Chapter 1 objectives • Describe various types of offices • Describe types of workers who use office skills. • Explain how technology is influencing office practices. • Describe alternative office forms. Mr. D. Schmidt

6. The office today • The office can be very different depending the type of business. Depending on the categories of business the office can look very different. • Offices have different types of responsibilities. The focus of the office depends on their responsibilities. • Think what is the difference from a school office and a real estate office. Mr. D. Schmidt

7. Key Office Activities • Creating/Analyzing Information • Composing, memorandums, e-mails, letters, and reports. • Organizing, summarizing, and interpreting data. • Making decisions based on information studied. • Searching for information. • Accessing databases, and the Internet. • Inquiring persons within the company. • Using reference manuals/books. Mr. D. Schmidt

8. Key Office Activities-continued • Processing Information. • Editing and proofreading • Keyboarding • Opening and receiving incoming communications. • Photocopying • Prepare outgoing communications. • Preparing checks, orders and invoices. • Preparing spreadsheets. • Communication Information. • Answering telephones. • Creating callers (customer database) • Responding to persons within the organization. • Providing instructions to colleagues. • Making oral presentations before small and large groups • Managing Information • Handling calendars • Managing databases and files. • Managing financial records. Mr. D. Schmidt

9. Office Provide Support Services • Even though many employees in today’s organization handle many office tasks, there are individuals, as well as departments that devote full time to administrative support services, sometimes referred to as office support services. • Word processing center • Bookkeeping • Can you think of think of others? • Some employees get specified training in aspirations in working in a particular areas of an office such as: • Bookkeepers • Buyers • Data Processing • Secretaries Mr. D. Schmidt

10. Company’s Mission • Many companies have specific goals that they want to achieve, this called their mission so that all employers and employees will understand for example: • Miami Beach Senior High School Mission Statement is: • “The mission of Miami Beach Senior High School is to provide a safe and stimulating learning environment and a rigorous curriculum, while instilling integrity, respect and self-esteem enabling all students to achieve personal success.” • I want each person to find the Mission Statement from the following companies: • Burger King • Publix • Price, Waterhouse, Cooper • Home Depot Mr. D. Schmidt

11. Technology in Modern offices • Technology innovations are common in today’s office. Technology is used to improve productivity. • How much has the office has changed since the Internet (1998)? • The Intranet is a communication system using company’s Internet website. • See how Miami-Dade County Public Schools use the Intranet: Mr. D. Schmidt

12. Technology in Modern offices- continued • Many companies find it is extremely important to keep up with the emerging technologies to keep the competitive edge in their industry. • What emerging technologies that have happen with the office in the past 5 years? • Smartphones • Tablets • and many more. Mr. D. Schmidt

13. Technology is changing at a rapid Rate • Due to the fast rate of changing technology, everyone must be able to handle the changes necessary to make your computer, tablets, or smartphones and other IT equipment. • Microsoft Word for example • Word 3.2 • Word 1998- this is the first application with Microsoft Explorer included. • Word 2000 • Word 2003 • Word 2007 • Word 2010 • Word 2013 • Think about the different Operating System (OS) Microsoft went through. • Microsoft MS-DOS • Windows 95 • Windows 98 • Windows 2000 • Windows XP • System 7, and now System 8. Mr. D. Schmidt

14. Technology is changing at a rapid Rate- Continued • Technology is increasing daily. When was the last time when you open a computer that ask you to update or upgrade some software? • It happens me and this computer lab in a weekly basis. • Do you realize what technology you learned as a freshman will be obsolete by the time you graduate high school? Can you keep up with the changes? What are some ways to stay updated as a application user? • Periodicals such as PC World, WEB, Computer Digest, and others let computer users what applications, and technology is “hot” and helps monitoring the updates and upgrades for your computer. • Implications of technological innovations. • Reengineering is a process when a company comes up with a new product, other companies reengineer that product to make it better and cost less to produce. • For example Apple’s I-Pad to the new Samsung’s tablet. Mr. D. Schmidt

15. Implications of technical innovations • Since the technology available is changing, the way work is accomplished is the and reengineered. • Workers may expect responsibility abilities change as a word due to technology. • The pressure for hyperactivity and quality performance mean all the workers must maintain an attitude of willingness to participate in change. • Office workers must be skilled learners-on their own and informal training and educational settings. Mr. D. Schmidt

16. ALTERNATIVE OFFICES • Where is the office? • The typical office from earlier days-permitted and allow the company and organization take place-is referred to as a traditional office. • In such an office employees travel daily to a central location spent the working day at the same desk or in the same workplace, and generally reported directly to a supervisor or manager. • With technology we have today, such as laptops, tablets, and cell phones, salespeople and office people can work anywhere with her computer device tie in with company's website can upload their reports, documents, and any other type reports for the company. • The office today, is basically use as a meeting place for the business. Mr. D. Schmidt

17. Virtual office • A mobile office is a virtual office, as in the case of a traveling company representatives who maintained their cars and all the equipment they need to handle their own office task. • In other instances mobile offices are very difficult like traditional offices, but they are temporary. • While their office is in construction office workers may use temporary offices to do their work. • Another type of mobile office is a non-territorial workplace is an office were desks and chairs are not assigned to employees. Mr. D. Schmidt

18. Predictions for further change • The current era is considered one of rapid change. • Technology that made a huge difference in the modern office. • A transformation on how business to operations are changing with technology. • Employees are combining skills to stay with the technology changes. • Due to increase productivity workers combine many skills to complete tasks quickly and efficiently. Mr. D. Schmidt

19. The office in relation to the total organization Topic 1-2 Mr. D. Schmidt

20. Topic 1-2 objectives • Explain how employees develop understanding of organizations in which they work. • Describe common types of organizations. • Identify goals for different types of organizations. • Explain a common structure for personnel. • Describe the role of office employees within an organization. Mr. D. Schmidt

21. Understanding the organization • Office activities are basically related to information. • To creating, processing, communicating, and maintaining information. • A deliberate effort on your part is needed. Tasks become more interesting employees become more viable when they give attention to understanding their organizations. Organizational Chart Mr. D. Schmidt