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OFFICE PROCEDURES AND BUSINESS ETHICS

OFFICE PROCEDURES AND BUSINESS ETHICS

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OFFICE PROCEDURES AND BUSINESS ETHICS

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  1. OFFICE PROCEDURES AND BUSINESS ETHICS OS 141

  2. PROJECT IN INTERNET AND WEB PAGE DEVELOPMENT Joanna Marlie Del Rosario Katherine Gatuz BOA IV-1

  3. Table of Contents • OFFICE • THE FUNDAMENTAL SKILLS AND KNOWLEDGE NEEDED OF AN OFFICE WORKER • HUMAN RELATIONS • 5’s in Office • HANDLING OF INCOMING AND OUTGOING TELEPHONE CALLS • RECORDS MANAGEMENT • JOB HUNTING

  4. OFFICE

  5. The word OFFICE, from the Latin word, officium, derived from opus which refers to “work” or “service” andfacere meaning to do or to make

  6. As described by Funk and Wagnalls Standard Dictionary of the English language office refers to any of the following: 1. A particular duty, charge or trust; an employment undertaken by commission or authority; a post or position held by an official or functionary; specifically a position of trust or authority under a government; the office of the premier.

  7. 2. That which is performed, assigned, or intended to be done by a particular thing, or that which anything is fitted to perform, function , and service. 3. A place, building, or series of rooms in which some particular branch of the public service is conducted: the Patent Office; also, the persons conducting such business; specifically, the head of the department and his immediate assistants: The Executive Office serves the president.

  8. 4. A room or building in which a person transacts business or carries on his stated occupation: distinguished from shop, store, studio, etc.: lawyer’s office.

  9. (1) giving out understandable instructions to the members of its staff for their implementation and guidance; (2) coordinating men, materials and machines and gear then toward the attainment of company objectives; Importance of Office Work

  10. (3) doing statistical research as dictated by the demands of the business; and (4) providing fundamental information for continuous succession of management decisions which enable the company to stay competitively in business and reap profits commensurate with the company’s investment in terms of money, time and efforts.

  11. OFFICE MANAGEMENT The efficient functioning of office operations is the task and responsibility of office management. Office management invariably termed also as office administration covers a wide gamut of activities involved in the organization of an office and in their effective management and supervision of its personnel, machines and operations. Properly administered, the office facilities not moreover the attainment of its objectives.

  12. OBJECTIVES 1. Improvement. Improved work methods insure better performance with a minimum waste of time, effort, money and materials.

  13. 2.Facilitation. This objective could be achieved through the use of office machines and equipments as well as physical facilities and satisfactory working conditions.

  14. 3. Control. Control which deals with the regulating and restraining of activities brings about the correlation and coordination of courses of action in accordance with plans.

  15. Trends inOffice Management 1. The rapid transfer of skill human beings to semi-automatic machinery.

  16. 2. Increasing production in business and industry has brought about an avalanche of paper work.

  17. 3. Recent years has shown a marked emphasis on personnel development. In its broadest meaning, it covers both executives and the rank-and-file employees.

  18. 4. Corollary to the above, progressive-minded executives are giving much time attention to the effective and efficient utilization of the human resources at their disposal.

  19. 5. The use of computers, electronics data processing and fax machines is now becoming common in many big offices in highly industrialized countries.

  20. 6. Many employees on their initiative are going to colleges and universities to sharpen their intellect in preparation for future advancement.

  21. THE OFFICE MANAGER The office manager is the coordinator of the work system. His role is to coordinate on the front and by giving assignments, to monitor work processes and to evaluate outcomes.

  22. TheRole of the Office Manager The over-all job of an office manager is to create within the enterprise environment which will facilitate the accomplishment of company objectives. The manager plans the operations of his subordinates, select and trains them, organizes tasks relationships, directs their work, and measures actual result.

  23. Requisites of a Good Office Manager Briefly stated, one major qualification that an office manager should possess is his ability to understand the varied requirements of the organizational elements, including their need for communication, clerical equipment and supplies, data and able to appreciate the relationship between the various elements and the need for coordination.

  24. Must be Personnel-Minded. As a cardinal principle in the management of an office, a manager must be personnel-minded. As a corollary, it may be said that a successful office manager should function in a manner which creates acceptance within the company for himself and for the members of the staff.

  25. His personnel programs must be tailored to fit the objectives of the company. An effective intercommunication must be established thereby preventing any gap between the employees and the manager.

  26. THE FUNDAMENTAL SKILLS AND KNOWLEDGE NEEDED OF AN OFFICE WORKER

  27. THE BASIC SKILLS The following are the job skills that are basic to al office jobs. You must perfect these abilities so that you can perform your job effectively. 1. Ability to Communicate Your effectiveness as a communicator depends upon your ability to read, write, speak, and listen well.

  28. You must also learn how to listen carefully so that you can grasp instructions the first time, without having to ask that they be repeated. Active listening is an art. It requires that you concentrate on what is being said so that you absorb and retain the message.

  29. 2. The Methodical Use of Notes Jotting down instructions, ideas, and other information will aid recall later on. A reputation for being both right and efficient is bound to increase your chance for advancement.

  30. 3. Spelling Proficiency You need to know how to spell words correctly so that your message will not be misinterpreted.

  31. 4. Figure Know-How Figures furnish the important data from which many letters, reports, and statements are prepared. Figures must be accurate if sound decisions are to be based on them. Your figures can’t be “almost aright.”

  32. 5. Legible Handwriting The days of flowery penmanship are past, but you still must have good legible handwriting for clerical work. Notations have to be made and read, some figures have to be posted by hand, and forms have to be filled out in longhand.

  33. SPECIFIC JOB SKILLS Office employees are assigned to specialized jobs, according to their individual talents and skills. The kind of job you will be assigned will depend upon your interests, the specific skills you acquire in school, and how well you have mastered those skills.

  34. 1. Typing SPECIFIC JOB SKILLS

  35. 2. Shorthand

  36. 3. Office Machine Operation 4. Filing 5. Recordkeeping and Accounting

  37. HUMAN RELATIONS

  38. Among the most significant pointers on human relations which the PR student should bear in mind are the following: 1. Follow the Golden Rule at all times, and you will never go astray, human relations-wise. 2. Respect the human personality and accord every person a corresponding sense of importance. 3. Always remember that no one is perfect. 4. Bear in mind at all times that nothing is ever stagnant in this world; all things change.

  39. 5. Be careful in the use of words. 6. Be sincere in all your dealings. 7. Humility is a trait everyone admires. 8.The “you” approach is oftentimes effective in the attainment of one’s objectives. 9. Learn to control your temper under all circumstances. 10. Whenever you can, read books on human relations.

  40. 1.The Golden Rule The businessman who engages in business and treats his customers as he would want to be treated generally develops a lucrative trade with an increasingly-growing clientele. The professional who serves his fellowmen in the manner he would want to be served by them soon carves a niche in their hearts.

  41. 2. Respect the Human Personality In every human being has a soul and a feeling of importance. Regardless of education or social status, every person deserves the respect of his fellowmen. By properly according other people the respect and by making them feel important, you would earn respect and cooperation in return, and you may succeed in getting them to do what you want them to do.

  42. 3. No One Is Perfect None among us is perfect. Everyone, it is said is superior in some respects, but inferior in other respects. This is important for us to remember at all times that dealing with other people.

  43. 4. All Things Change By giving due allowance for the possible changes that may take place around us, we pave the way towards better human relations amongst ourselves. You may meet someone today who is a non-entity, socially speaking. Treat him well and cordially nevertheless; years from now, he may be a prominent person, and his attitude towards you at that time may mean a world of difference in your relations with him then.

  44. 5. The Use of Words At the root of most human relations problems is the improper use of words. Particularly in a country where the nationals communicate with one another in a borrowed language, the chances for misunderstanding because of the wrong use of words are abundant.

  45. 6. Sincerity The sincere person is welcome everywhere. Sincerity in attitude, in words, and in deed, is a virtue prized anywhere. It is also the secret behind the success of many a prominent man.

  46. 7. Humility PR success usually requires topnotch leadership, and the outstanding leader is often times one who is humble, modest, and unassuming.

  47. 8. The “You” Approach The use of the “you” approach is premised on the theory that every individual is interested in himself. Every person is concerned with his own welfare. Therefore, in dealing with others, it is recommended that matters be presented from their point of view, so as to elicit maximum cooperation.

  48. 9. Control of One’s Temper This is one of those things which are easier said than done. “Learn to control your temper” is easy to say, but to implement it is usually a problem, particularly in the case of persons who are by nature sensitive and easily offended.

  49. 10. Human Relations Books These books have been found very helpful by million of men and women all over the world. They contain priceless advice for the sincere and ambitious PR practitioner. The college student may not be required to read books like these, but his voluntary perusal of them would certainly increase his knowledge of how to get along better with others.

  50. 5’s in Office