The OfficeProcedures and Technology

Chapter 1

The Office in a Changing Business World

Copyright 2003 by South-Western, a division of Thomson Learning

I.The OfficeA.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 DrivenA.Information

1.Facts or data summarized or organized into meaningful form

B.Examples of handling information1.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 ActivitiesA.Creating/analyzing information

1.Composing memos, letters, and reports

2.Organizing and interpreting data

3.Making decisions based on information studied

Topic 1-1 The Office Today Slide 4

B.Searching for information1.Accessing databases, an intranet, or the Internet

2.Inquiring of persons within and outside the company

3.Using reference manuals and books

C.Processing information1.Keyboarding, editing, and proofreading

2.Preparing communications, databases, and spreadsheets

3.Photocopying and reviewing communications

D.Communicating information1.Answering telephone calls and greeting callers

2.Responding to inquiries

3.Delivering presentations or giving instructions

E.Managing information1.Maintaining calendars

2.Maintaining databases and files

3.Maintaining financial records

IV.Technology in OfficesA.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

Topic 1-1 The Office Today Slide 5

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

Key Term

V.Alternative OfficesA.Virtual office

1.The capability to perform work activities away from a traditional office setting

B.Mobile office1.An office located at a temporary site that can

move from place to place

C.Home office1.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 work1.Correspondence

2.Reports

B.Learning from resources available1.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 OrganizationsA.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

Topic 1-2 The Office in Relation to the Total Organization Slide 9

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

VIII.Structure of OrganizationsA.Board of directors

1.Establishes policies to guide company operations

B.Senior management1. Provides direction in carrying out policies

C.Middle management1.Directs day-to-day activities

D.Department employees1.Perform tasks to meet the organization’s goals

Topic 1-2 The Office in Relation to the Total Organization Slide 10

Topic 1-2 The Office in Relation to the Total Organization Slide 11

An organization chart shows the structure of a company

An organization chart shows the structure of a company

Topic 1-2 The Office in Relation to the Total Organization Slide 12

Focus On …

IX.Employee EmpowermentA.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