The Office

Procedures and Technology

Chapter 2
Office Competencies
Chapter 2 Vocabulary
 Topic 2-1  General managing
 Projection
 Priorities
 Online
 Interactive
 Global marketplace
 Initiative
 Innovation
 Objectively
 Word Processing
 HTML
 Desktop Publishing
 Proficiency
 Speech Recognition
Software
 Data Processing
 Information Management

Slide 2
Employment Overview
 U.S. Department of
Labor employment
projections
 Total employment for all
jobs expected to
increase 14.8 percent by
2012
 Administrative support
positions expected to
increase 6.8 percent by
2012
Topic 2-1 Office Competencies Needed for Employment Slide 3
Information Sources

 The Occupational Outlook Handbook

 Monthly Labor Review

The
TheHandbook
Handbook
isisavailable
available
online
onlineatatthe
the
U.S.
U.S.Dept.
Dept.of of
Labor Web site
Labor Web site

Source: http://www.bls.gov/oco/

Topic 2-1 Office Competencies Needed for Employment Slide 4

Office Competencies

 Needed by many types of workers

 Doctors, nurses, medical technicians
 Accountants, brokers, insurance underwriters
 Lawyers, architects, engineers
 Teachers, authors, computer
programmers
 Managers, executives,
office support personnel

Topic 2-1 Office Competencies Needed for Employment Slide 5

Key Areas

 Word processing
 Data processing
 Information management and transmission
 General managing and communicating

Topic 2-1 Office Competencies Needed for Employment Slide 6

Word Processing

 Producing written documents using

software and computers
 Important for creating electronic messages
(e-mail)
 Closely related to
desktop publishing

Topic 2-1 Office Competencies Needed for Employment Slide 7

Data Processing

 Organizing, analyzing, and summarizing

data
 Workers use spreadsheet and database
software
 Ability to interpret data
is important

Topic 2-1 Office Competencies Needed for Employment Slide 8

Information Management

 Organizing, maintaining, and processing data

 Requires knowledge of records management
principles and procedures
 Involves communicating with others inside
and outside the organization

Topic 2-1 Office Competencies Needed for Employment Slide 9

Managing and Communicating

 Handling work time and tasks efficiently

 Creating schedules and meeting deadlines
 Communicating with coworkers and
customers
 Creating reports and
presenting information

Topic 2-1 Office Competencies Needed for Employment Slide 10

Topic 2-2

DEVELOPING OFFICE
COMPETENCIES
Slide 11
Chapter 2 Vocabulary

 Topic 2-2  Commerce

 Fortune 500  World Wide Web
companies  Diversity
 Reliable  E-zine
 Cooperative
 Total quality
management
 Continuous
improvement
 Code of Ethics

Slide 12
Company Goals

 Relate to making profits and other

achievements
 Affect all workers

Goals
Goalsmay
may
be
beposted
postedon
on
aacompany’s
company’s
Web
Website
site

Topic 2-2 Developing Office Competencies Slide 13

Issues Affecting Success

 Total quality management

 Continuous improvement
 Customer satisfaction
 Ethical standards
 Responsible teamwork
 Global marketplace
 Diversity

Topic 2-2 Developing Office Competencies Slide 14

Total Quality Management

 Establishing and
maintaining high
standards in how work is
done
 Involves all company
personnel

You can’t soar like an

eagle when you are
working with turkeys!

Topic 2-2 Developing Office Competencies Slide 15

Continuous Improvement

 Being alert to ways of

working more productively
 Involves all company
personnel
 Overlaps the principles of
TQM

Topic 2-2 Developing Office Competencies Slide 16

Customer Satisfaction

 A key focus in many organizations

 Essential for long-term success
 Often measured
with customer
surveys

Topic 2-2 Developing Office Competencies Slide 17

Ethical Standards

 Require honesty and fairness in business

dealings
 Often stated in a code of ethics or conduct

AAportion
portionof
ofaa
company’s
company’s
code
codeofof
conduct
conduct

Topic 2-2 Developing Office Competencies Slide 18

Responsible Teamwork

 Involves combining the efforts of two or

more people to achieve a goal
 Communication is especially important for
remote teams

Topic 2-2 Developing Office Competencies Slide 19

Global Marketplace

 More U.S. companies are selling goods

and services abroad
 Many companies are expanding through
e-commerce

Key Term
E-commerce: business conducted
electronically, often via the World
Wide Web

Topic 2-2 Developing Office Competencies Slide 20

Diversity

 Reflected in a workforce with people from a

wide range of ethnic and cultural
backgrounds

Employees
Employeeswith
with
diverse
diversebackgrounds
backgrounds
help
helpaacompany
company
achieve
achieveits
itsgoals
goals

Topic 2-2 Developing Office Competencies Slide 21

Employer Expectations

 Employers expect certain basic qualities in

all employees
 Reliability
 Productivity
 Cooperativeness
 Independence in learning

Topic 2-2 Developing Office Competencies Slide 22

Competencies for the Office

 Composing and formatting letters and reports

 Creating spreadsheets and charts
 Creating and maintaining databases
 Creating and giving presentations
 Keeping workstation organized
 Keyboarding and proofreading accurately
 Learning software programs

Topic 2-2 Developing Office Competencies Slide 23

 Focus On …
Teamwork
 Set clear goals for the team
 Identify responsibilities for each member
 Determine how success will be measured
 Identify obstacles
 Communicate with all team members
 Build on the strength of individuals
 Recognize accomplishments of the team

Topic 2-2 Developing Office Competencies Slide 24

Competencies for the Office

 Listening and following instructions

 Maintaining records and files
Set
Setgoals
goalsfor
for
 Meeting deadlines developing
developingnew
new
competencies
 Prioritizing tasks competencies
 Speaking appropriately by telephone
 Using references such as the Internet,
databases, and reference books
 Working in teams effectively

Topic 2-2 Developing Office Competencies Slide 25

Reinforcing Math Skills
1. Total : 148,500
2. Salaries: 89,6%
Supplies: 2,7% X×100
Repairs and Maintenance: 3,4% =%
Depreciation: 2% Total
Telephone: 2,3%
4. This year, salaries decrease 38000$ than last year and supplies reduced
from 4000 to 3800( which means 2000). Moreover, RnM also drops down a
half of total expense last year(from 5000 to 2500). Otherwise, depreciation
increase double than last year (3000 to 6000). And finally, telephone go up
slightly about 400 than last year.
5. Salaries: 85,6% X×100
=%
Supplies: 3,4% Total
Repairs and Maintenance: 2,2%
Depreciation: 5,3%
Telephone: 3,5%