BME41: Administrative and Office but work fewer than five days per

Management week.
● Flextime - short for flexible time, is a
Chapter 1: The Workplace-Constantly work arrangement that allows
changing employees to choose the start and end
time for their workday. Working hours
ECONOMIC GLOBALIZATION are staggered from 8 am to 5 pm
➢ For businesses: workday.
➔ Seeking partners and ● Job Sharing - two or more part-time
customers globally employees perform a job that one full-
➔ Outsourcing time employee might hold.
➔ Cost-saving measures
➢ For employees: Cross training - training personnel to complete
➔ More job change differing tasks within a department or unit; or
➔ More and different reassigning duties, w/c results from internal
responsibilities reorganization and reconstructuring of how the
business operates from day-to-day.
CHANGING TECHNOLOGY
➢ Increased productivity Organizational culture - It is the personality of
➢ More managerial job responsibilities the organization.

WORKPLACE DIVERSITY VMGO - vision, mission, and goals of the

➢ Increased cultural diversity
➢ More older workers
JOB OUTLOOK
- A term used to describe the forecast of
the anticipated change in a particular
occupation.
organization.
Sole proprietorships - owned and controlled by
an individual.
Partnerships - an association of two or more
people as co-owners of a business.

PHYSICAL WORKSPACE Limited Liability Company (LLC) - a business

- Virtual office form that combines the tax advantages of a
- Mobile office partnership with the limited liability of a
- Home office corporation.

Outsourcing - the business practice of hiring a - An advantage of an LLC is that

party outside a company to perform services or
create goods traditionally performed in-house
by the company's employees and staff.
- is a practice usually undertaken by
companies as a cost-cutting measure.
CHANGING WORKWEEK
● Compressed workweek - employees
work the usual number of hrs (35-40)
members have limited personal
liability from business activities.
Professionals such as medical doctors,
accountants, and lawyers may operate
as an LLC.
Corporations - legal entities formed by
following a formal process of incorporation set
forth by state statutes.
S-corporation - a type of corporation that must
have 75 or fewer stockholders. The purpose of
an S-corporation is to avoid double taxation of ● Stress management
corporate income. ● Problem-solving
● Customer focus
Nonprofit corporations - promote a civic,
charitable, or artistic purpose. Generally Success Qualities:
exempt from federal and state taxations on ● Openness to change
their income. ● Initiative and motivation
● Integrity and honesty
Governmental entities - organizations funded ● Dependability
and managed by a local, state, or national ● Confidentiality
government in order to carry out its functions. ● Commitment to observing and
learning
Organizational structure - refers to the way
that lines of authority, responsibility, and Chapter 2: Your Professional Image
communication are arranged in order to - The impressions you make on others
accomplish the work of the business. - Your attitude toward your work and
coworkers (interpersonal relations)
Stockholders - investors in a business. - Your work ethic
- Professional dress
Director - officer of a company who is in - Familiarity with business etiquette
charge w/ the mgt of its affairs and conduct.
The Board of directors generally has 12 to 15 Note: Your ability to get a job, keep a job, and
members. advance in your career will hinge on your
professional image.
Chief Executive Officer (CEO) - develops the
implements strategic plans, makes major Ethical standards of a government employee -
corporate decisions, and often oversees Republic Act 6713
company operations.
First Impressions
Confidentiality - secrecy, privacy, or ● Be on time or early
discretion. ● Be comfortable and confident w/ your
skills and abilities
Skills needed in all administrative professional ● Dress professionally
positions include the following: ● Smile
● Communication (listening, reading, ● Be conscious of body language
verbal presentation, and writing) - the ● Be positive
process by w/c information is ● Be courteous
exchanged through a common system
of symbols, signs, or behavior. Positive Attitude
● Interpersonal relations ● Your attitude comes through in
● Time management everything you do
● Critical thinking ● You can control it
● Decision making ● A positive attitude can help you
● Creative thinking - Get jobs
● Teamwork - Be offered important
● Technology responsibilities
● Leadership - vital management - Gain promotions
function
Work Ethic
● A set of values based on the merits of
hard work and diligence
● A belief in the benefit of work and its
ability to build a person’s character
People with a strong work ethic…
● Arrive at work on time (should be
ahead of time)
● Stay until their shift is over
● Meet all deadlines (much better to
submit ahead of time)
● Show integrity and trustworthiness
● Follow rules and procedures
● Make productive use of work time
(quality results over quantity)
Work Characteristics
● Your workspace
● Your desk
● Your daily work
- Pay attention to the detail
- Strive for accuracy
- Acknowledge mistakes
Note: There is always a certain degree of
perfectness.
Professional Organizations
● Offer certification programs and
seminars
● Provide helpful information
- Websites
- Newsletters and articles
● Examples
- International Association of
Administrative Professionals
- ARMA International
Business Networking
● An accepted part of everyday business
● People network…
- By telephone
- At professional conferences
- In company settings
- Online (LinkedIn, BranchOut)
- Just about anywhere
Your Professional Look
● Dressing the part
- Professional business attire
- Business casual attire
- Other dress considerations
● Appearance
● Jewelry
General Courtesy and Manners
● Treat others as you would like to be
treated
● Thank people for their help
● Apologize for mistakes
● Greet people appropriately
- A polite “hello” shows good
manners.
- “How are you?” shows
interest.
Dining and Restaurant Etiquette
● Business discussions take place after
the meal is over
● Hosting a business meal
● Attending a business meal
● Using good table manners
International Customs and Etiquette
● Dining etiquette varies by culture
● Professional dress is usually
conservative
● Research both
● Other international issues
- Gifts
- Holidays
- Business hours
- Greetings
- Time
- Body language
Making Introductions
● Name the most important person first
● Say each person’s name clearly
● Use titles when appropriate
● Add interesting information
Being Introduced
● Stand and greet the other person
● State your name and position
 ● Smile and establish eye contact
● Shake hands firmly
● Repeat the person’s name
● Have a conversation
● Tell the person you enjoyed meeting
Introducing Yourself
● Stand
● Smile and establish eye contact
● Greet the other person
● State your name and position
● Shake hands firmly
● Repeat the person’s name
Greeting Visitors
● Greet the person graciously
● Learn and use the person’s name
● Determine the purpose of unscheduled
visits
● Be pleasant to difficult visitors
● Handle interruptions well
● Manage angry or upset visitors
appropriately
Telephone Skills and Etiquette
● In an office, calls may be overheard
● Be mindful of
- The volume and tone of your
voice
- The language you use
- The content of your phone
calls
● Avoid or limit personal calls while
working
Chapter 3: Workplace Teams
Team Benefit Organization
● Varied skills and experiences
● Higher productivity
● Less absenteeism
● Better products and services
● Increased profits
● More satisfied employees
● Value in organizational change
Team Benefit Employees
● Insights, ideas, help, information, and
more from team members
● Cross-training
● Better problem-solving skills
● Opportunity to see the big picture
● Enjoyment and satisfaction
Types of Workplace Teams
● Project teams and task forces
● Committees
● Cross-functional teams
● supervisor/coworker teams
● External teams
● Virtual teams
Working with Diversity
● Seek to understand others
● Show respect for the way they
understand it
Communicating Verbally Across Cultures
● Be simple and direct to the point
● Match the other’s communication
style
● Avoid sensitive topics
● Be careful about humor
● Slow down a little and speak clearly
● Don’t correct people’s English unless
asked
Leading a Team
● Helps you develop leadership and
management skills
● Helps you progress in your job
● Shows you as a candidate for higher
positions
● Establish expectations and procedures
● Define the team’s purpose
● Set an example of service
● Keep the team on schedule
● Plan and organize meetings
● Report progress to supervisors
● Make work assignments
● Encourage openness and collaboration
● Be trustworthy
● Get to know members’ skills and
strengths
 ● Be a good listener Informal Communication
● Often called grapevine (mga chismis
Serving on a Team ni marites)
● Be on time for meetings ● Natural and normal at work
● Be prepared ● Stopping rumors or untrue
● Have a folder for the team project communication
● Do the work the team assigns you to - Keep formal communication
the best of your ability lines open
● Contribute to meetings and the team’s - Keep team members informed
work
Interpersonal Teamwork Skills
Effective Team Characteristics ● Listening
● A focus on team goals ● Collaborating
● Good leadership ● Resolving Conflict
● Members w/ the needed skills, - Try to identify the cause
experience, and education - Listen to all viewpoints
● Members who take responsibility for - Identify points of agreement
the team’s success or failure - Work forward a winning
● Ability to work w/ diverse people solution for all
● Capacity to reach an agreement
● Practical, well-defined goals Poor Listening Habits
● Members who respect and trust each ● Doing all the talking
other ● Interrupting
● Avoiding eye contact
Note: Good relationship makes influence ● Showing boredom
possible, and friendship is the most positive ● Allowing telephone interruption
relationship that you can develop on the job ● Being easily distracted
with your coworkers.
Some general suggestions for working
Teamwork Techniques together collaboratively
● Be respectful - giving respect even if ● Define the purpose of the
that person doesn’t deserve it collaborative project at the first time
● Be nonjudgemental meeting
● Take the other’s perspective ● Choose a chairperson or group leader
● Be flexible ● Determine each group member's skills
● Listen and expertise
● Assign tasks to each group member
Formal Communication ● Establish guidelines for completing
● Through official channels the task
● May be ● Set a time for completion
- Downward (management to ● Determine product evaluation
employees) standards
- Upward (employees to ● Set evaluation standards for group
management) members
- Horizontal (coworker to Chapter 4: Self-Management
coworker, manager to
manager, within a team) Self-discipline - the best preparation for
tomorrow is doing your best today…
 - Isn’t taught. Something that you Balance scorecard - is a management system
discover yourself. aimed at translating an organization's strategic
goals into a set of organizational performance
Set goals for yourself objectives that, in turn, are measured,
● Set short-term and long-term goals monitored and changed if necessary to ensure
● Set realistic, positive goals that an organization's strategic goals are met.
● Be ready for delays, obstacles, and
setbacks Stay Motivated
● Be flexible and ready to adapt ● Measure your progress
● Reward yourself
Vague, Negative Goal Specific, Positive Goal
● Resist interference
● Take advantage of opportunities
I will not waste time this I will finish this
afternoon spreadsheet by 3 p.m. Maintain Health and Energy
● Eat well (Hindi lang about
Smart - is a mnemonic acronym, giving satisfaction, should be nutritious)
criteria to guide in the setting of goals and ● Adopt an exercise program
objectives for better results. The term was first ● Get enough sleep
proposed by George T. Doran in the
November 1981 issue of Management Review. Pain relievers - bad medicine for your livers
(sinama ko lang hahaha)
S - specific
M - measurable Healthful Eating
A - attainable/achievable ● Eat less
R - relevant ● Avoid oversized portions
T - time-based/timely ● Make half your plate fruits and
vegetables
● Drink fat-free or low-fat (1%) milk
● Choose foods w/ lower sodium
S - specific (do you want to change? What will ● Drink water instead of sugary drinks
you do to make that change happen? The more
specific you are about your goals, the better Benefits of Physical Activity
and more able you’ll be to accomplish them. ● Reduced risk of certain serious
M - measurable/meaningful diseases
A - action-oriented/achievable ● Healthier bones, muscles, and joints
R - realistic/relevant ● Better balance
T - time bound ● Less arthritis pain
E - evaluate ● Reduced anxiety and depression
R - reviewed/readjust symptoms
● Fewer hospitalizations, physician
Align and Adjust Your Goals visits, and medications
● Align your goals with
- Your supervisor’s Relationships, Work, and Home
- Your coworkers’ ● Take time to think about yourself
- The organization’s ● Consider negative emotions and
● Remember your supporting role triggers
● Adjust your priorities as needed ● Be sensitive to employer and
coworker needs
 ● Get to know people w/ whom you
have relationships Is Mañana habit (mamaya na habit) and
● Balance work and home procrastination the same?
- Procrastination is choosing not to do
Manage Stress what you ought to do because you
● Common causes avoid it or want something more
- Role ambiguity pleasurable to do. While Mañana
- Job insecurity habit makes you delay the most
(e.g. missing the bus, taking an exam, having a important because it is a habit. It
job interview) means that when you have very
● Most common types challenging tasks, your default is to
- Short-term stress avoid doing them until you have no
- Long-term stress choice but to do them.
(e.g. not getting along w/ coworkers, losing
your job, having finc’l problems) Manage your work
● Handle paper as few times as possible
Preventing and Coping w/ Stress ● Organize e-mail
● Use visualization ● Streamline tasks
● Relax ● Manage large projects
● Use positive self-talk
● Walk away Handle time wasters
● Talk to friends or family members ● Chatter
● Solve the problem ● Interruptions
● Disorganization
Manage Your Workspace
● An organized work area Chapter 5: Ethical Theories and Behaviors
- Saves you time
- Makes accomplishing work Ethics - standards that help us determine right
easier from wrong or what we ought to do.
- Shows your professionalism
Business Ethics - the application of ethical
Note: The key to keeping things in order is to standards in the workplace.
put them away right after you use them.
Note: Being kind is more important than being
Plan and Organize Assignments right.
● Use a planner
● Set priorities Note: Wrong does not need to be justified.
● Make a to-do-list each afternoon
- Most important matters-A Characteristics of Ethical Organizations
- Less important items-B ● Environmental responsibility
- Remaining items-C ● Global awareness
● Avoid procrastination - Avoid countries and
companies w/ poor ethical
Procrastination - the act of delaying or records
postponing something. - Use their influence as
customers to effect change
Note: Don’t put off until tomorrow what you ● Organizational commitment to ethical
can do today behavior
 ● Honesty Road Map - a plan or strategy intended to
● Commitment to diversity and achieve a particular goal
nondiscrimination
Making ethical decisions
Federal law prohibits discrimination based ● What are the facts?
on… ● What are the ethical issues?
● Race or color ● Who are the stakeholders?
● Gender ● Whom will the decision affect?
● Religious beliefs ● What are the different perspectives?
● National origin ● What are the practical constraints?
● Disability ● What actions should I take?
● Age ● Are they practical?
● Genetic information
If you’re still not sure…
Sexual harassment ● How would it look in the newspaper?
● Quid pro quo - It describes a situation ● Is it legal?
when two parties engage in a mutual ● Could I proudly tell my family?
agreement to exchange goods or ● Will I be proud of it in the future?
services reciprocally. ● Does it fit with who I am?
● Hostile environment - exists when
one's behavior within a workplace Characteristics of Ethical Administrative
creates an environment that is difficult Professionals
or uncomfortable for another person to ● Committed to ethical behavior
work in, due to illegal discrimination. ● Refuse to engage in negative
workplace politics
Sensual demands are directly tied to keeping ● Trustworthy w/ confidential
your job or a job benefit. information
● Honest
Use of embarrassment, humiliation, or fear to ● Loyal
create a negative workplace climate.

Characteristics of Ethical Organizations

● Commitment to the community
● Commitment to employees
- Realistic job expectations
- Good pay and compensation
- Fair and useful evaluations
- Training in new skills
- Employee input
- Cooperation and collaboration

An ethical road map

● Integrity
● Responsibility
● Compassion
● Forgiveness