Chapter 1
The Office
Environment
Learning
objectives
By the end of the session, students will be able to
define some of the term listed in this chapter
explain various functions of an office
understand technology use in a modern office
1.1.1 Office are information driven
Information consists of data or facts
that have been organized into a
meaningful form.
A sales clerks enters the details of a
customer's order at a computer
1.1.2 Key office activities
1. Creating information
Composing memorandums, letters and reports
Organizing, summarizing and interpreting data
Creating presentations
Making decisions and recommendations based
on information studies
1.1.2 Key office activities
2. Searching for information
Accessing databases, the internet and company
intranets
Inquiring (asking/questioning) of persons within
the company
Inquiring of persons outside the company
Using reference manuals and books
1.1.2 Key office activities
3. Processing information
Editing and proofreading
Keyboarding
Opening and reviewing incoming communications
Entering data in databases
Preparing outgoing communications
Preparing checks, orders and invoices
Preparing spreadsheets
1.1.2 Key office activities
4. Communicating information
Answering telephones
Greeting callers
Responding to persons within and outside the
organization
Providing instruction to colleagues
Preparing and delivering presentations
1.1.2 Key office activities
5. Managing information
Maintaining calendars
Maintaining databases and files
Maintaining financial records
1.1.3 Technology in modern office
Many companies use up-to-date technology in their
offices to help employees be productive.
Workers should expect their duties, as well
as the way they work, to change from
time to time.
World Wide Web
Resources on the Internet
that support hyperlinks,
text, graphics, and
multimedia
Intranet
Networks that connect people
within a company to each other
and to the company network/a
private computer network that
looks and operates similar to web
pages.
Internet
A public, world-wide computer
network that spans the globe.
Alternative offices
Maybe located at headquarters, in a carrying bag, or at home
and a temporarily assigned workplace.
Traditional office
Permanent and located where the company does business
Employees travel daily to a central location
Spent the working day at the same desk or workspace
Generally report directly to a supervisor or manager
Alternative offices
Persons who work at the other than the traditional office are considered to
be Telecommuting.
Telecommuting the practice of working and communicating with others
from a home office or other remote location.
They do not travel to the office or meet with clients daily.
Receive information via variety of telecommunications method.
Share information using the internet or intranet (using computer,
telephone, & fax machine).
Workers can perform their tasks at a variety of locations and maintain
communication with others.
Types of alternative offices
Virtual office
A setting that allows you to perform work activities as you
would in a traditional office.
No physical location or space for this type of office.
Virtual office basically needs the wireless technology,
and should be connected directly to the satellite.
With this technology, people can work wherever they
are.
Has the capabilities to perform work
activities away from the traditional
office setting.
Types of alternative offices
Virtual office cont..
Some office workers use virtual offices, some
offices employ virtual assistants.
A virtual assistant
A worker who performs tasks normally handled by an on-site secretary
or administrative assistant.
A virtual assistant can work from a home office.
He or she can set the work schedule and work only as many hours per
week as desired.
Virtual assistant do not require on-site
office space and are usually paid only
for the hours they work.
Types of alternative offices
Mobile office
Very much like traditional offices but they are temporary
Eg: offices setup at construction sites and manned
(operate) by office staff are one type of mobile office.
Types of mobile office:
Nonterritorial workspace that is based on an
assignment basis. This type of office are not assign to
anyone permanently
Hoteling - Using workspace that is
assigned as needed
Types of alternative offices
Home Office
Is a space within a person’s home that is used to perform office tasks.
In many home offices, electronic capabilities make it possible to communicate
easily with others (email, Internet, intranet, fax and telephone).
Some people who works at home are able to participate, for example in
teleconferencing with persons at headquarters as well at other location in any
part of the world.
Some people who work at home are
self-employed (often called freelancers).
