JOB PREPAREDNESS

SEMINAR

1ST Practicum Meeting

April 9, 2011
OFFICE MANAGEMENT
 Office Etiquette
Office Etiquette or Office Manners is about
conducting yourself respectfully and courteously in
the office or workplace

First impressions are important! You are the

ambassador/s of the business
• Always act with honesty and dignity

• Chewing gum and popping bubble gum in the presence

of co-workers is neither cool nor dignified

• Never do it whilst attending customers

• Wear appropriate office attire, for example correct

footwear, not thongs (flip flops) - they are strictly
casual or beachwear
• No exposed midriff to display tattoos and body piercing.

• Be neat, clean and as conservative as the business requires you

to be

• We are put off by smelly people. So, be sure to shower

regularly and use a suitable deodorant

• Do not cough or sneeze in anyone's direction. Use a tissue, if

possible, to contain the germs and then say "Excuse me"
• The essence of good manners and etiquette is to be
respectful and courteous at all times and with
everybody

• Therefore, treat your co-workers, cleaners,

maintenance people and others with respect and
courtesy

• Good office etiquette is easily achieved by using

common courtesy as a matter of course
• Keep your interruptions of others to a minimum
and always apologize if your intrusion is an
interruption of a discussion, someone’s
concentration or other activity

• Show respect for each others workspace. Knock

before entering

• Show appreciation for the slightest courtesies

extended to you
• Be helpful and co-operative with each other

• Brush up on your computer skills so that you can

help others

• Aim to improve your other workplace skills and

attributes too
• Speak clearly without shouting. Loud people are a
vexation

• Say, “Please; Thank you; You’re welcome”, as part

of your everyday courtesy

• Be discreet and compassionate in your criticism of a

co-worker
• Don’t gossip about any co-worker’s private life

• Do not try to sell things to your colleagues

• Don’t hover around while waiting for a co-worker to get

off the phone. Leave a note for them to call you or
return later

• It’s not a good idea to take your iPod to your office. It

hinders communication
• Avoid sexist comments about a co-worker’s dress or
appearance

• Take responsibility for your mistakes, apologize and go

about correcting the mistakes

• Apologize if you are clearly in the wrong. If in doubt,

apologize anyway. It’s no big deal

• Never blame someone else if it is your mistake

• If your boss criticizes your
work, inquire about what
precisely is wrong with it.
Consider the comments,
discuss them amiably if you
disagree with the comments
but defer to the bosses
opinion if he/she is
adamant

• The boss always gets the

benefit of the doubt. Don’t
argue with the boss
• Make new employees feel welcome and comfortable
around you. Don't be a busy-body

• Office etiquette means being thoughtful when

interacting with your peers

• Keep your work area tidy. Try not to be messy

• Show consideration for
other people’s feelings

• If there is conflict, do not

get personal in your remarks

• It is extremely rude to arrive

late for a meeting

• It is ruder still to not attend

at all. Having a good excuse
does not exonerate you
• Do not dominate the meeting. All communication
must take place through the chairperson

• Do not interrupt another speaker

• Pay attention to the proceedings quietly. Don’t shuffle

your papers

• Do not leave the meeting until it is closed by the

chairperson
• Never be petty or small minded in your behavior

• Always be particularly respectful to those older than

yourself even if they are junior to you in position
 • Practice good
• Your elders are manners and
generally more office etiquette
mature in at every
judgment and opportunity;
life’s experiences even in the toilet
and this deserves
your respect even • ‘Mute’ your cell
in the workplace phone in the
office. No fancy
ring tones
Remember:
It is always best to ask for your tasks than to
wait for them to be given to you.

This is On-the-Job Training. Our main objective

here is the experience while learning.
 Communication Skills
• Be courteous all the time in the
office. Greet your officemates.

• Be an active listener

• Be an effective speaker

• Show effective non-verbal

expression
 Be an active listener
• (a) Focus your attention. Resist daydreaming and ignore outside noise that may
distract you. Don’t think about the speaker’s appearance or annoying habits rather
concentrate on his message.

• (b) Identify the message. Ask yourself what the speaker wants you to know or do.

• (c) Summon up your background knowledge. Think about what you already know
about the topic. This background knowledge helps you understand new
information you receive from the speaker.

• (d) Grasp the main ideas. Listen for the key points of the message. To do this,
listen for cues from the speaker like “My point…” or “What bothered me…”
Remember that a speaker usually repeats or restates important ideas and say them
more loudly or dramatically, or pause before and after stating them.
 Be an active listener
• (e) Visualize the message. Try to form pictures in your mind of the
speaker’s message. This will make you remember the ideas more easily
if you associate them with a series of mental pictures.

• (f) Check your understanding. Ask questions when you do not

understand a key point. When possible, summarize the main ideas in
your own words.

• (g) Take notes. Jot down the main points to help you understand and
remember them.
 Be an effective speaker
• (a) Select your topic. Identify what you want to talk about and
what do you want the listener to know or do.

• (b) Analyze your listener or audience. Determine what the

listener already knows about the topic. Think about the
listener’s past experience and about previous conversations the
two of you may have had. This will make you adapt your choice
of words and your explanation of details to match the listener’s
knowledge of your topic.

• (c) Plan the message. Decide what main points you need to
make. Find a clear order in which to present them.
 Be an effective speaker
• (d) Send the message. Speak at a comfortable rate.
Maintain eye contact so that listener knows you are
concerned that he is getting the message. Emphasize the key
points: repeat or restate them, make a pause or use signal
expressions such as “First” or “In addition.” Check your
listener’s understanding by observing your listener’s face and
gestures and accept his questions.

• (e) Encourage the listener’s response. Invite the listener to

ask questions or to comment on the message.
 Show effective non-verbal expression
• Ideally, your non-verbal behavior at work should express
confidence, interest, and eagerness.
• To show these good behaviors, be sure to make eye contact,
to assume a pleasant facial expression and to sit up straight
and lean forward slightly.
• Be sure that all your expressed non-verbal signals or
behavior are positive but appropriate.
Answering a phone call…

• Ask your supervisor for the

introductory message…

• Inquire for intercom numbers

• Common phone call procedures

• Don’t call your classmates in other

offices
Answering a phone call…

• Say “Hold on” or “Please wait”

if you are hanging a phone.
• For fax, don’t panic. The caller
will ask you the fax tone.
• BE RESPONSIVE AT ALL
TIMES. A major account might
be calling you. Who knows?
Making a
communication letter

• Use letterhead
• Remember the full block,
semi-block and modified
types of business letter
• Components of a letter
Recording the minutes of a meeting

• You are the secretary.

• Record everything that is related by the members of
the meeting.
• Bullet form may do.
• Take note of suggestions and final conclusion of
the meeting.
• Do the consolidation.
 Entertaining a client
• Don’t ignore a client when your supervisor is not yet around.

• Be conscious of the client’s presence.

• Offer a seat, coffee or any drinks.

• Call your boss and tell that a client is waiting.

• If your boss is not coming, then immediately tell the client

to be back.
That’s all folks!!!

THANK YOU!!! 