OFFICE PROCEDURES
AND
BUSINESS ETHICS
OS 141
PROJECT
IN INTERNET AND WEB
PAGE DEVELOPMENT
Joanna Marlie Del Rosario
Katherine Gatuz
BOA IV-1
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
OFFICE
The word OFFICE, from the
Latin word, officium, derived
from opus which refers to
“work” or “service” and facere
meaning to do or to make
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.
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.
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.
Importance of Office Work
(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;
(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.
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.
OBJECTIVES
1.
Improvement.
Improved
work
methods insure better performance
with a minimum waste of time, effort,
money and materials.
2. Facilitation.
This objective could be
achieved through the use of office
machines and equipments as well as
physical facilities and satisfactory
working conditions.
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.
Trends in Office Management
1. The rapid transfer of skill
human beings to semi-automatic
machinery.
2. Increasing production in
business and industry has
brought
about
an
avalanche of paper work.
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.
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.
5. The use of computers, electronics
data processing and fax machines is
now becoming common in many
big offices in highly industrialized
countries.
6. Many employees on their
initiative are going to colleges and
universities to sharpen their
intellect in preparation for future
advancement.
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.
The Role 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.
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.
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.
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.
THE FUNDAMENTAL SKILLS
AND KNOWLEDGE NEEDED OF
AN OFFICE WORKER
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.
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.
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.
3. Spelling Proficiency
You need to know how to spell
words correctly so that your message
will not be misinterpreted.
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.”
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.
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.
SPECIFIC JOB SKILLS
1. Typing
2. Shorthand
3. Office Machine Operation
4. Filing
5. Recordkeeping
and Accounting
HUMAN
RELATIONS
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.
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.
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.
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.
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.
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.
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.
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.
7. Humility
PR success usually requires
topnotch leadership, and the
outstanding leader is often times
one who is humble, modest, and
unassuming.
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.
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.
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.
5’s in Office
The 5S's are:
Phase 1 - Seiri
Sorting: Going through all the tools,
materials, etc., in the plant and work
area and keeping only essential items.
Everything else is stored or discarded.
Phase 2 - Seiton
Straighten or Set in Order: Focuses on
efficiency. When we translate this to
"Straighten or Set in Order", it sounds like
more sorting or sweeping, but the intent is to
arrange the tools, equipment and parts in a
manner that promotes work flow.
Phase 3 - Seisō
Sweeping or Shining or Cleanliness:
Systematic Cleaning or the need to keep
the workplace clean as well as neat. At the
end of each shift, the work area is cleaned
up and everything is restored to its place.
This makes it easy to know what goes
where and have confidence that
everything is where it should be.
Phase 4 - Seiketsu Standardizing: Standardized
work practices or operating in a consistent and
standardized fashion. Everyone knows exactly what
his or her responsibilities are to keep above 3S's.
Phase 5 - Shitsuke Sustaining the discipline: Refers
to maintaining and reviewing standards. Once the
previous 4S's have been established, they become
the new way to operate. Maintain the focus on this
new way of operating, and do not allow a gradual
decline back to the old ways of operating. However,
when an issue arises such as a suggested
improvement, a new way of working, a new tool or
a new output requirement, then a review of the first
4S's is appropriate.
Phase 5 - Shitsuke
Sustaining the discipline: Refers to
maintaining and reviewing standards. Once
the previous 4S's have been established, they
become the new way to operate. Maintain the
focus on this new way of operating, and do
not allow a gradual decline back to the old
ways of operating.
HANDLING OF
INCOMING AND
OUTGOING
TELEPHONE CALLS
HOW TO ACHIEVE A GOOD VOICE
VOICE QUALITY
The quality of your voice is dependent
upon its rate, pitch, timbre or resonance,
and volume. Other essentials, in good
voice production are proper enunciation,
articulation, and pronunciation.
1. RATE OF SPEED
This refers to the fastness of
slowness of speed in talking.
Your objective should be a normal
rate of speech – not too slow and
not too fast.
2. PITCH OR TONE
This refers to the highness or lowness of
your voice.
The pitch of your voice is determined
largely by how you breathe. Thus your
voice may be described as being high or low
according to its pitch.
Pitch tends to rise when a person is under
stress or emotional strain, which causes the
rate of breathing to increase.
3. TIMBRE OR RESONANCE
Resonance is produced by
vibration. You need to use
your mouth, throat, and chest
in voice production.
4. VOLUME
The degree of loudness and softness of your
voice.
If you speak so softly, the listeners may strain
their ear to hear you.
If you speak so loudly, you may assault or
irritate your listeners.
Neither extreme is desirable, nor is a deadly
sameness of volume.
5. ENUNCIATION AND PRONUNCIATION
Enunciation is the process of articulation or
the combining of sounds into syllable. “A” is
clearly sounded as “A” “T” is clearly sounded
as “T” and so on.
The combining of syllable into words is called
pronunciation.
The deliver each separate sound clearly
requires the proper use of your tongue, teeth,
lips, and jaw.
Your enunciation may be faultless and
your articulation clear, but you will
make a poor impression on your hearers
if you pronounce words incorrectly.
Learn to understand and follow the
diacritical marks in your dictionary.
Listen
and
learn
the
correct
pronunciation.
6. DICTION
refers to the right choice of
words.
TELEPHONE TECHNIQUES
SEVEN STEPS IN HANDLING INCOMING
CALLS
1. Answer telephone calls promptly on the first or
second ring.
2. Always have the writing tool, like pad and
ballpen, ready when answering a business
telephone.
3. Identify yourself courteously.
4. Screen the caller tactfully.
5. Offer to help the caller.
6. Terminate the call courteously.
7. Do not forget to accomplish the message slip and
forward it to the person concerned for
appropriate action.
WAYS OF IDENTIFYING YOURSELF
WHEN ANSWERING THE TELEPHONE
1. Name of the company and greet the caller.
“NCBA, Good afternoon”
2. Name of the company and offer to help.
“NCBA, may I help you?”
“Office of Atty. Miralles, Good Afternoon!”
“Clinic of Dr. Hipolito, may I help you?”
3. If the call has been referred to you by the
telephone operator, say:
“Sales Department, Miss de Vera speaking.”
“Accounting Department, may I help you?”
HOW TO SCREEN THE CALLER
INFORMATION THAT THE SECRETARY
SHOULD FIND OUT ABOUT THE CALLER
1. Complete name of the caller
2. Position of the caller
3. Company represented by the caller
4. Telephone number of the caller (for returning the
call)
5. Person the caller wants (get the complete name)
6. Purpose of the call (message of the caller)
IMPORTANT THINGS TO REMEMBER
WHEN SCREENING CALLERS
1.A secretary new on a job should first find out
what people the boss doesn’t want to talk. The
secretary should remember the persons the
boss will or will not talk with.
2. It would be helpful and would create goodwill if
the secretary could learn to recognize voices.
3. If the secretary doesn’t recognize the voice, the
caller should be asked tactfully who he is and
what he wants. The “who’s calling” approach
is a poor way to start a conversation. It is
better to ask: “May I ask who is calling?” or
“May I tell Mrs. de Vera who is calling?”
4. The caller’s affiliation and what he wants to talk
about are necessary information for the secretary
to know whether to connect the call, handle the
business without involving the employer, or
transfer the call.
5. Get the caller’s name as early as in the conversation
as you can courteously do so. Knowing the
caller’s name enables you to use it during the
remainder of the conversation.
SOME PROBABLE HELP THAT YOU CAN
OFFER TO THE CALLER
Take the message.
Advise the caller to call back.
Get the telephone number and offer to return
the call. Always keep promises about making
return calls. A forgotten return call may mean
a lost of customer.
Refer to caller to someone who can help.
HOW TO TERMINATE THE CALL
COURTEOUSLY
When it is apparent that the caller has almost
finished the conversation, the secretary should
follow the following procedures when
termination a call.
Summarize any information that has been
give. One might say, for example:
“The meeting, then, will be at 8 o’clock in the
morning on May 11 at the Conference Hall”
By summarizing, the secretary makes sure
that the information given has been taken
down accurately.
Ask the caller if there is anything
more he would say.
Thank the caller for calling say:
“Thanks for calling, Mr. Ramos!”
The courteous secretary waits for
the caller to hang up first before
replacing the receiver.
HOW TO HANDLE OUTGOING
BUSINESS CALLS
JOB
TIPS
IN
HANDLING
OUTGOING TELEPHONE CALLS
1. Learn how to use the telephone
directory
a. SUBSCRIBERS LIST (white pages)
Contains the name, address, and
telephone numbers of each subscriber,
arranged alphabetically by the name of
the subscriber.
b. COMMERCIAL AND INDUSTRIAL
SUBSCRIBER (yellow pages)
List the name, address and phone
numbers of every business subscriber
grouped under product and service
headings. It also contains an index that
can help you determine the heading
under a specific type of product or
service. The yellow pages are full of
information.
2. Learn to recognize different kinds of
tones:
a. Dial tone: A continuous “hmm” indicates
you may start to dial.
b. Ringing tone: A “burr” indicates the
number is being rung.
c. Busy tone: A short “beep” repeated
regularly indicates the number being
called is engaged.
3. Keep a list of frequently called numbers
such as:
a. Airlines
b. Building supervisor
c. Express office
d. Messenger office
e. Post office
f. Railroads
g. residence of employees and offices
h. Telegraph offices
i. Repair services
j. Stockholders
k. Banks
l. Financiers
4. Keep a list of emergency numbers:
a. Fire
d. Poison Control Center
b. Police
e. Metrocom
c. Hospital
f. Civil Defense Operation
Center
5. Keep a list of personal numbers for your
executive such as:
a. Bank
f. Garage/car repair shop
b. Dentist
g. Service (dry cleaner, etc.)
c. Doctor
h. Stores to trade with
d. Family (residence & bus.) i. Travel agency
e. Friends (frequently called)
6. Keep a list of your company’s
telephone numbers including various
departments, branches, and sister
companies.
7. Plan what you’re going to say and
how you will say them to avoid
making call backs.
8. When you make a call, wait for six
or seven rings before hanging up.
JOBS TIPS TO INCREASE YOUR
EFFICIENCY ON THE TELEPHONE
1. If it is necessary for you to be away from your
telephone, arrange to have someone else to
answer it.
2. Avoid personal calls during office hours.
3. Use the telephone instrument properly. It is
courteous to speak directly into the
mouthpiece, holding it about half an inch from
the lips. It is never necessary to shout.
4. When you must interrupt a conversation to
answer telephone or speak to another person,
excuse yourself and state the reason.
5. If it is necessary to leave the telephone, during a
conversation explain the reason for leaving,
stat e the approximate time you will be gone,
and give the caller a preference as to whether
he wished to wait or have you call back later.
6. When someone is waiting on the telephone,
“look in” every minute or so. When the call is
finally completed, say “thank you” for waiting.
7. The courtesy of face-to-face conversation where
the smile plays such an important part can be
expressed over the telephone only through the
cheerful tone and a careful choice of words.
9. Do not continue a conversation with someone in
the office after you have lifted the telephone.
10. Do not place the transmitter against your chest
while speaking to someone in the office. The
caller can still hear you. Sometimes covering
the transmitter with your hand is also
inadequate to shut aside comments.
11. If a telephone call to your employer seems to be
of a personal nature and you are in his office,
leave the room quietly while he converse.
12. Never monitor telephone conversation unless
you are authorized to do so.
13.When making a number of calls on a line
serving several people, try to space your call so
that others may have a chance to use the
telephone.
14. Remove all foreign objects from the mouth
when talking. Think of the mouthpiece as a
mold in which correct from must be given to
every sound.
15. Remember the ABC of telephone manners
A – always
B–e
C – Courteous
TYPES OF LONG DISTANCE CALLS
1. STATION-TO-STATION CALL
Call station-to-station if you wish to talk with
anyone who answers. Rates are lower than
person-to-person. Changing begins when the
called telephone answers.
2. PERSON-TO-PERSON CALL
Call person-to-person when you wish to talk to
a particular person or tension phone. Tell the
operator you wish to make a “person-toperson call.” Rates are higher than station-tostation. Charging starts when a conversation
begins with the person you want to talk to.
3. CONFERENCE CALL
You can talk with several persons in different
places at the same time. This is used by
business firm with several branches around the
nation or around the world.
4. COLLECT CALL
You can call “collect” if the person of firm you
are calling agrees to pay the charge. You
should inform the operator it is a “collect” call
upon filing.
Timing starts when the
conversation begins.
NUMBER TO REMEMBER
INTERNATIONAL CALLS. . . . . . . . . . . . . . . . . DIAL 108
DOMESTIC LONG DISTANCE CALLS . . . . . . DIAL 109
DIRECTORY ASSISTANCE SERVICE . . . . . . . DIAL 114
(DDD) DDIRECT DISTANCE DIALING
ASSISTANCE SERVICE. . . . . . . . . . . . . . . . DIAL 112
REPAIR SERVICE . . . . . . . . . . . . . . . . . . . . . . . . . DIAL 173
RECORDS
MANAGEMENT
WHAT ARE RECORDS?
Records are the memory of any business
organization.
A record maybe any material thing which serves to
perpetuate or preserve knowledge of acts, events,
facts, or ideas.
WHAT IS AN IMPORTANT
CHARACTERISTIC OF RECORDS?
An
important
characteristic
of
“RECORDS” is that they usually consists
of material that can be classified and
arranged in a methodical manner for
preservation and ready reference.
WHY MUST RECORDS BE
MANAGED
1. To regulate the great volume and variety of
documents and papers currently received and
created in transacting business.
2. To accommodate and control natural increase in
volume and variety due to growth of
population, new function, and related
activities.
3. To provide methods to ensure prompt attention,
rapid movements, guide finding, safe storage,
and proper disposal of documents and papers.
4. To control and reduce cost of paperwork.
WHAT IS FILING?
Filing is the process of classifying and
arranging of records in a systematic
way so they will not only be safely
stored but also quickly retrieved or
located when needed.
IMPORTANCE OF MANAGING
FILES
1. In filing, the emphasis is more upon the
“finding” rather than the “storing” aspect.
2. Since the written information is being
retained or filed for future possible use,
the so-called “finding” aspect is essential
in paperwork management.
3. The safekeeping of records is important,
but being able to find them promptly,
when needed, is more important.
4. Remember needed paper when lost or
misplaced can delay the work of a dozen
employees or even the entire office.
5. Management is not only interested in the
files as such, but more in the information
which can be obtained from them.
6. Establishing and managing an effective
system and arranging the records that an
office must maintain, and placing them at
their proper locations, will help promote
operational efficiency in the office.
OBJECTIVES IN FILING
1. Efficiency
2. Economy
3. Simplicity
PURPOSES OF FILING
1. To make records available when they are needed
whether for reference or evidence.
2. To keep all related materials together so that the
history of the dealings of one office with other
offices or individuals will be available in one
place.
3. To provide a permanent and safe place for
records of business information and transactions
during the time the records are not in use.
HOW ARE RECORDS BEING
FILED?
1. By the name of individual or organization
2. By the subject matter they contain
3. By the location or geographical area a
record may cover
4. By the number assigned to a record
5. By the date
WHAT ARE THE DIFFERENT KINDS
OF FILING SYSTEM:
1.
2.
ALPHABETIC NAME FILE (by name of
individual or organization)
Records that are referred to by name of an
individual organization be arranged by name in
strict alphabetic sequence or successive
continuity.
ALPHABETIC SUBJECT TITLE (by subject)
Records which are referred to by the subject
matter they contain should be arranged
alphabetically by subject title or caption.
All records on a particular subject should be
kept together in as much as each related fits
somewhere to complete a story.
3. ALPHABETIC LOCATION FILE (by geographic
location)
Records which are referred to by geographic location
should be alphabetically arranged by location name
which may be by country, region, province,
city/municipality, barrio, or barangay.
4. NUMERICAL FILE (by the number assigned to
record)
Record which are identified by numbers assigned to
them and are referred to by their respective number
should be arranged in numerical sequence.
A numerical file is often used for records pertaining to
bank checks, invoices, insurance policies, presidential
decrees, tax declaration and the like.
5. CHRONOLOGICAL FILE (by the date of records)
Records to which primary reference is made by date of
the record should be filed chronologically (in the order
of time) by year, month, or day as reference indicates.
The chronological filing system simply arranges
material according to its time sequence, that is, month
or weeks are its main division with days for its
subdivisions.
Some correspondence, bills, and pending accounts
payable can be handled on a chronological plan.
The advantage of this plan are:
1. It is very simple.
2. Filing is easy.
3. It is convenient reminder of unfinished work.
TYPES OF OFFICE RECORDS TO BE FILED
1. ADMINISTRATIVE FILES – a file material related to
overall policy mission of organization, direction of
the office, including management improvement
programs, formal rules and regulations, guides,
maintenance of service, supplies and other
administrative matter which have no direct bearing
on the operation of the office.
2. PERSONAL FILES – any paper containing the service
appointment and the other records related to the
individual employees.
3. LEGAL FILES – consist of administrative case of
personnel land cases, civil cases, investigation
records and the like.
4. SUPPLY FILES – consist of records of supplies,
equipment, purchases, contracts, etc.
5. FISCAL FILES – materials on budget preparation,
submission of allotments, and control of funds.
TOOLS IN FILES OPERATION
1. Folders and fasteners
2. Charge-out cards
3. Requisition slip
4. Tickler file or follow-up file
5. Sorting table and rocks
6. Stapler
7. Filing cabinets and shelves
8. Tapes
SELECTING THE APPROPRIATE
FILING SYSTEM
CHARACTERISTICS OF A GOOD
FILING SYSTEM
A filing system can only be good on if it is
tailor-made to fit the condition or
situations prevailing in a particular
organization.
Filing system is good if it can meet the
three points success formula of efficiency,
economy, and simplicity.
Filing system is good if it can meet
the three points
Filing system is good if it fills the
needs of the operating personnel and
serves them satisfactorily.
REQUISITIES OF A GOOD
FILING SYSTEM ARE:
1. It serves the needs of the office
2. It has the simplest identification of file
contents
3. It use minimum indexes and codes.
4. It has maximum safeguard against filing
errors
5. It is not dependent on the memory of the
clerk.
GUIDES IN SELEECTING
APPROPRIATE FILING
SYSTEM
A certain amount of creativeness is
necessary in adapting a filing system to
the situation at hand. There are many
different types of filing procedures
ranging from manual to mechanical to
electrical. The following guidelines are
suggested in choosing a filing system:
1. Know the types of records and files
created and maintained by the office.
2. Know how the records are requested
from the files.
3. Know why, how, and where the
materials to be filed originates.
4. Know the procedure steps from post
of origin to files.
STEPS IN FILING
HOW TO PREPARE THE MATERIAL
TO BE FILED
Incoming correspondence onced received
should be time and date stamped and given to
proper person for action.
1. INSPECTING
Inspecting the material to make sure it has
been released for filing.
Look for a special mark as release signal like
the word FILE plus the initials of the person
releasing it.
2. INDEXING
the name by which correspondence or record
is most likely to be requested from files.
Determine the most likely the heading under
the paper to be filed.
The possibilities are:
name of on the letterhead
name addressed
name in the signature
name or subject included in the paper
file or reference number
There are rules for alphabetic indexing that
should be followed.
3. CROSS-REFERENCING
Cross-referencing is used when it is
difficult to know which of two or more
name is important
Cross-referencing is accomplished by
filing the original under one name and
cross reference sheet under the other
For cross-referencing, you may use
cross-reference sheets, or plain sheets of
paper, or a paper with distinctive color.
You may consider cross-referencing
under the following situations:
a. When some word other than the first in a
company of situation name clearly identifies
the organization. For example, University of
San Carlos would be filed as written but
should be cross-referenced to San Carlos
University.
b. When it is difficult to decide which part of an
individual’s name is the surname. In the
case of Manolo Herbert you might index the
name as normally written and use a crossreference under a transposition of the name.
c. When an organization is better known by initials
than by its complete name, material should be filed
under the complete name and then cross-reference
to the explanation, like:
NATIONAL COLLEGE (of) BUSINESS AND ARTS
Cross Reference
NCBA
See: National College of Business and Arts
d. When a record is likely to be called for most often by
subject, should be filed under the subject caption
but cross-referenced to individual or company
name.
e. When a difficult name is indexed, you may use a
cross-reference.
f. When a married woman is indexed, you may use the
maiden name as the original file but crossreferenced it under the married or legal name.
4. CODING
Underline or encircle the caption to be
used on storing.
This is marking the file to indicate how
they have been indexed
Coding highlights the indexing caption
and thus speeds up filing
For alphabetic coding, the indexing
caption may be check marked, encircled,
or underlined on the record being coded.
For numeric coding follow these three steps:
1. Selecting the name under which a paper is to be
filed
2. Referring to the card index to determine the
number to be assigned.
3. Marking the number in the upper margin of the
paper
For subject coding follow these steps:
1. Write the subject in the margin of each record.
2. Re-sort in each category for more exact
sequence.
3. Assemble all the materials in proper sequence.
4. FILING or STORING
This is the final step in manual filing which is
placing the papers in appropriate containers,
usually file folders.
The papers are placed in the proper folders in
the filing cabinets.
Follow these procedures:
1. Punch holes into the paper to be filed
2. To insert material, lift the folder out of the file
drawer in order to make sure you have the
correct folder.
3. Insert the paper evenly.
4. See to it that the material you are inserting is in
correct sequence in the folder.
5.
Avoid overcrowding the folder.
Overcrowding extends records beyond
the top edge of the folder, causing torn
edges; it also pulls the back of the folder
down and hides the caption.
6. Use the creases across the bottom of the
front flap of the folder to accommodate
increasing bulk.
By expanding the
folder, you can stock papers as much as
three-quarters of an inch high without
bulging. When the maximum capacity is
reached, it is time to use a second folder.
SOME USEFUL REMINDERS WHEN FILING
REMOVING ATTACHMENTS
1. Paper clips, rubber band, and other such attachments
should be removed from papers before they are filed.
ARRANGING DRAWER SPACE
1. Provide enough space in each file drawer of active
records to permit easy access and pulling out of
folders.
2. Guides and folders should not be pulled out the files by
their tabs. The tabs are not handles and will soon be
worn out if so used for pulling out folder.
3. Adjust the “follow block” when file drawer begin to sag.
Proper positioning of the drawer compressor helps to
keep folder upright in a drawer.
FILING CLIPPINGS
1. Indicate the names of the publication and the date of the
issue from which they were taken.
2. Small clipping should be mounted on plain paper.
3. Clipping larger than the ordinary size of bond paper
may be folded as needed to fit the folder.
FILING BULKY MATERIAL
1. Bulky material should be filed separately in appropriate
storage lockers or suitable shelves, either numeric
alphabetic.
2. Items may need to be cross-referenced to related
correspondence files.
3. They should be neatly arrange, clearly marked, and kept
clean and dusted.
RETRIEVING OR FINDING
MATERIAL
FROM FILES
1. If papers have been properly
prepared in filings and if they
have been carefully placed in the
correct file folders and in the right
drawers, finding them when they
are needed would be a simple
and easy matter.
2. However, all records removed from
the files be recorded, especially if
the files are used by many
different people.
3. Chargeout procedure should be
carefully followed.
CHARGEOUT PROCEDURES
1. A chargeout system tells you where a record can be located
after it has been taken from the files.
2. There are two types of chargeout records:
A. One to account for complete folders removed from a
file
B. Another to account for papers taken from a folders
The function is the same to ensure that the records that
were removed will be returned.
3. Chargeout record must contain the following information:
A. name of the borrower
B. a description of the material borrowed
C. date borrowed
4. A folder chargeout may be either be an outfolder or an out-guide.
5. The OUT-FOLDER is a folder with a tab marked
OUT and ruled spaces on the front for
recording chargeout information. It replaces a
removed folder. Incoming items are filed in it
until the regular folder is returned.
6. The OUT-GUIDE has a pocket into which a
copy of the requisition slip made out by the
borrower may be inserted. When out guides
are used, incoming items are accumulated in a
For File Folder until the regular folder is
returned.
REQUISITION SLIP
1. To control requests for files, use a special form called the
REQUISITION SLIP.
2. Prepare the slip in triplicate to save time and control safe
return of files.
3. These slips become the chargeout record.
4. The original is put into the pocket of the OUT GUIDE.
5. Copy 2 goes into a follow-up file box where it is filed by
date.
6. Copy 3 goes clipped to the items that were taken from
the files to identify them to remind the user of the due
date.
HOW TO SEARCH FOR MISSING FILES
The following clues help to uncover many misfiled papers.
1. ON SOMEONE’S DESK?
Look first through your own desk when tracking a
misplaced record. Then the executive’s desk. Still not
there? Look in the “FOR FILING” folder.
2. THE FOLDER BEFORE OR THE ONE BEHIND THE
RIGHT FOLDER?
Look into the folder immediately ahead of or
immediately behind the folder in which the paper
belongs. This type of filing error usually occur.
3. BETWEEN OR UNDER FOLDER?
Look between the folders on either side of the folder in
which the missing paper should be. Not there? Then
look under the folders. Single papers and even folders
have been known to slip gradually under the other
folders when the guides are not attached by a rod.
4. TRANSPOSITION OF NAMES
Some names such as Danilo Manuel, are easily
transposed.
A letter to Danilo Manuel
Enterprises may turn up in the Danilo folder.
5. SIMILAR NAMES?
Look under similarly spelled names. The
Joana paper may be in Jones, Johns, Joens, or
even folder.
6. CROSS-REFERENCES?
Look under the cross-references. Original may
sometimes filed with cross reference folder.
7. PAPER CLIPS
Paper clips have a way of picking up
neighboring papers. This is one of the reasons
you are advised from the start not to use paper
clips.
8. ASK YOUR BOSS
If all the solutions were made and still you
can’t find the record, ask your boss. He might
have taken it and brought home without
informing you.
TRANSFER AND RETENTION
Transferring files is the process of
removing old and inactive items from
files. However, transferred materials are
not automatically destroyed. You may do
the transferring of files during free times
when the boss is away.
TWO GENERAL TRANSFER METHODS
1. PERPETUAL TRANSFER
moves records to the inactive area as they
become inactive.
2. PERIODIC TRANSFER
files are moved at stated intervals, once or twice
a year.
REMEMBER: See to it that you get the approval
of your boss before you transfer any record.
SOME “DO’S AND DON’TS OF FILING”
DO
1. Do staple papers neatly together in upper left hand
corners. If you must fasten you can use a fastener
folder.
2. Do file papers in an orderly fashion in folder.
3. Do use individually tabbed folders with typed labels
for ready reference.
4. Do type all labels on folders. They are so easily
read.
5. Do lift the folder out to insert papers in proper
place. You will be accurate and your file will be
neat. Be a good housekeeper.
6. Do file them in date order, keeping the latest date on
top.
7. Do split the papers up according to date, customer,
or subject so that no folder contains more than the
capacity it is designed for (generally ½” to 1”)
8. Do file material in one folder, placing a crossreference sheet in folder for any other subject or
customer include in the material. This will save
many minutes in locating materials when the boss
is in a hurry.
9. Do keep all files in proper alphabetical sequence.
10. Do file in back of guide. After all “guide” is what
the name implies a guide indication the proper
place to locate a folder.
11. Do pre-arrange or sort your papers in exact order
according to your file index. Then start to file.
12. Do keep your filing “rough sorted” from A to Z
if you can’t take care of it immediately. You
will be able to locate papers so must faster.
13. Do charge out papers removed and place the
“OUT” card in the file. Think of the arguments
this will save.
14. Do type labels in capital letters so they may be
easily read and keep one on every drawer.
Even you might forget which is which if you
are busy.
15. Do close each drawer as you finish with it.
Open file drawer may cause a serious accident.
DON’T
1. Don’t use pins, paper clips or rubber bands on file
papers.
2. Don’t file papers loose in a drawer.
3. Don’t write captions on folders by hand. Perhaps you
can read your writing but can the other person read
your handwriting? You can write caption if your hand
writing is very readable.
4. Don’t jam papers down into folders. You can’t be sure
they are in the correct place and anyway, think how
messy they will look.
5. Don’t allow papers to be all mixed as to dates within a
folder.
6. Don’t allow your folders to become cluttered and
overcrowded.
7. Don’t allow your folders to become so full that
they buldge, or the back sags down out of
sight.
8. Don’t allow your files to become confusing
when letters contain two or more subjects or
customers.
9. Don’t flounder around spending precious
moments looking for a folder which had been
filed under another name.
10. Don’t pull a folder out of place alphabetically
just because it may be large.
11.Don’t file in front of guides.
12. Don’t start to file with papers in haphazard
arrangement.
13. Don’t let your new filing pile up. Update your
files.
14. Don’t leave your new filing in a disorganized
file.
15. Don’t lend papers and then depend upon your
memory to tell you who took them. Keep a
record of borrowed file folder.
16. Don’t allow the labels on your file drawers to
be handwritten dirty or torn off.
17. Don’t pull out more than one file drawer at a
time.
FOUR CATEGORIES OF RETENTION
SCHEDULES
RECORDS KEPT PERMANNETLY: Two broad
classes of business record are generally retained
permanently: those that provide evidence of
corporate and individual rights and those with
historical implications.
Such records are
generally irreplaceable and are considered
essential to the existence of the business.
Photocopy duplicated of them should be stored
in several locations as a precaution against
destruction. Old documents may require special
restorative or preservative methods to protect
them against deterioration.
Some records that should be kept permanently
are:
1. Capital stock and bond ledgers and registers
2. Partnership papers
3. Stockholder and director minutes
4. Deeds and other title papers and mortgages
5. General ledgers, journals, and cashbooks
6. Records of cost and inventory value of plant
equipment and fixtures
7. Tax backup records
8. Audit reports
9. Records relating to bills and accounts
payable
10. Paid drafts, checks, and cash receipts
11. Correspondence about stop-payment
orders and duplicate checks.
12. Payrolls paychecks, and other evidences
or payments of services
13. Employee applications.
RECORDS KEPT SIX OR SEVEN YEARS.
Records in this category facilitates routine
business operations and are replaceable only at
considerable cost and delay. They should be
transferred when inactive to secure storage.
They include the following:
1. List of security holders present at meetings.
2. Records of interest coupons, paid and
unpaid.
3. Contracts, leases, and agreements (seven
years after expiration)
4. Accounts receivable ledgers
5. Schedules of fire and other insurance
and papers substantiating claims
6. Deposit book and record stubs
7. Inventories of materials with adjustment
records
8. Sales records
9. Collection records
10. Record of uncollectable accounts
RECORDS KEPT FOR THREE OR FOUR
YEARS.
Many business papers are
temporarily useful and replaceable at slight
cost. They may be safely destroyed after three
or four years. The following illustrate this
category:
1. Proxies of holder of voting securities
2. Employee fidelity bond records
3. Insurance records changes and cancellations
of policies
4. Records about employee salary adjustments
and assignments
JOB
HUNTING
The right job for a capable secretarial
graduate is always available.
Looking for the right job for you
requires: (P’s)
1. planning
2. preparation
3. persistence
4. packaging the
application and bio-data
5. presentation during the
interview
6. performance
When you plan to look for the
right job, your objective should be:
To match your capabilities with the needs
of a specific job.
WHEN HUNTING GOR THE RIGHT
JOB CONSIDER THE FOLLOWNG
FACTORS:
1. That job should make your years preparation
seem worthwhile.
2. That you are qualified for that job.
3. That you will be proud and happy to accept
that job.
4. That job will give you an awareness of being
needed.
5. That job will give an opportunity for
professional growth.
6. That job will give you a feeling of financial
satisfaction.
STEPS IN JOB HUNTING
1. Understand your potentials
and your goals
2.
Know the different job
sources
3. Know the company and the
requirements
4. Prepare yourself bio-data
and application letter
5. Prepare yourself for the
interview
STANDARD REQUIREMENTS FOR
EMPLOYMENT
1. NBI Clearance
2. Police Clearance
3. T.A.N – Tax Account Number
4. S.S.S No. – Social Security System Number
5. Fiscal’s Clearance ( optional )
6. Transcript of records/Diploma ( Xerox Copy but be
ready with
Original copy)
7. I.D PHOTO size 2” x 2” or depending upon the size
requirement
8. Clearance from previous employer
9. X-RAY Result or medical exam result
10. Letter of recommendation from personal reference
11. Character Reference
12.Others which may be required by the company
SOURCES OF JOB PROSPECTS
1. Friends, Acquaintances, and Relatives
2. College Placement Office or School’s
Employment Assistance Office
3. Employment Agencies
4. Newspaper Advertisements
5. Civil Service Announcements
6. Direct application ( signboard and
billboard )
HOW TO COMMUNICATE WITH A
PROSPECTIVE EMPLOYER AS AN
APPLICANT
1. Make a personal appearance
2. Place a telephone call
3. Answer a newspaper ad
4. Write a letter of application asking for an
appointment and enclosing a data sheet
DIFFERENT TITLES USED
FOR DATA SHEET
Personal Data Sheet
Bio-Data Sheet
Resume
Curriculum Vitae
HOW TO PREPARE THE
PERSONAL DATA SHEET
CONTENT AND LAYOUT OF DATA SHEET
A good data sheet helps you make a good
impression about yourself.
A poorly prepared, messy-looking data sheet
can severely reduce your chances of getting a
position even though you appear desirable in
every way.
Data sheet should be kept simple and contained
in one page if possible.
Your data sheet must be typed, preferably on a
good-quality bond paper.
Duplicated copies are acceptable if they are well
done.
Data Sheet must be neat, clean, and presentable.
Careless erasures and misspelled words are
inexcusable.
Keep a copy of your data sheet on file should
original be lost.
Margins should be proportionately equal.
Information should be well-arranged and
presentable to the reader.
ORGANIZATION OF DATA SHEET
Organize the elements of your data sheet
in an orderly and meaningful way
Attractively arranged data sheet have
occasionally caught the interest of
companies.
When you organize your data sheet
always highlight your strong points in an
honest, straight-forward fashion.
You may highlight your extra-curricular
activities or your work experience related
to the job you are applying at present.
Always remember that in organizing your
data sheet you must sell your value to a
company. To do so, you must appeal to
the company’s interest in what you have
to offer.
List
your
work
experience
chronologically, beginning with the last
job held and ending with the earliest.
Give dates, along with company address
and a brief description o the work you
did.
You may also indicate any promotion or
recognition you received as a result of
success in a job.
Your progress and demonstrated ability
mean more to an interview as well as to
the company.
EDUCATION
Present your educational background with the mist recent
training listed first.
Indicate the name and address of each school attended,
consecutive years of attendance, dates of graduation, and
degrees or diplomas received.
Include typewriting, shorthand, and transcription rates.
Statement of honors or recognition received or class
standing is also appropriate.
Indicate all special training in computer or other related
skills and seminars attended.
SPECIAL INTEREST
Indicate your special interest and
extra curricular activities.
If you participated in sports or
musical activities or belong to social
organizations, include them in your
data sheet because they speak well
for you as a person who gets along
with others.
SPECIAL SKILLS
Specify the skills you have like:
Typing – indicate your NWAM
Stenography – indicate your highest
rate in taking dictation
Office machine operation – indicate
exactly what office machines you can
operate competently.
REFERENCES
Give at least three reliable references.
Every employers prefer that you did list
reference on your data sheet.
Choose references related to your work
experiences.
Your professors or college instruction in
your field of secretarial training are a good
choice.
However, not all our references
should be instructors.
Never use relative’s names in
your references list.
Include all least one reference
who can attest to your moral
values.
Always
give
the
complete
information about your reference
which include the name, position,
company name address, telephone
number,
and
other
related
information.
THE APPLICATION LETTER
An effective application letter
should tell the prospective employer
why an application would want to
join is organization and it should not
duplicate the information stated in
the resume.
PURPOSE OF AN APPLICATION LETTER
The primary purpose of an application
letter is to obtain an interview.
To accomplish the above objective, the
letter and the data sheet must function as a
sales letter. You will sell your qualification to
the prospective buyer – the employer.
You application letter and data sheet must
achieve the AIDA principle of sales:
A –
Attract attention of the prospective
employer.
I –
arouse his interest about your skills
and abilities.
D –
Develop his desire to see you
personally because you are
the person he is seeking to fill the job vacancy
A –
Move him into action to call you for an
interview.
APPEARANCE OF AN APPLICATION LETTER
Make sure that when the employer
opens your letter of application it
would be create a favorable first
impression.
Use plain-good quality paper
The letter should reflect your
neatness, your sense of design and
composition, and your typing ability.
Proofread your letter carefully and
type accurately with no smudges and
erasures is preferable.
OUTLINE OF AN EFFECTIVE
APPLICATION LETTER:
First paragraph
– Should be businesslike in
manner:
Example: Mrs. Cruz informed me that you are
in need of a clerk-typist. I am interested to apply
for that position.
Second paragraph
–
State
what
the
qualifications are as described to you.
Example:
I was also informed that you
need someone who can type at least 40 words
per minute; has a little knowledge in
bookkeeping and one who has a pleasing
personality.
Third paragraph
- Sell yourself. Assure the
prospective employer that you possess all the
qualifications they are looking for. Give the
highlights of your qualifications particularly
those related to the job you are applying for.
Fourth paragraph – State all the related
accomplishments you have. Enclose a BIODATA for further information about the
qualifications.
Fifth paragraph
Request
for
an
appointment and specify where and how they
can get in touch with you.
HOW TO FILL IN AN
APPLICATION FORM
An application form is to be filled in either
before the interview or after it.
In filing in an application form, the
employer is trying to find out:
your intelligence
ability to follow directions
completeness and legibility of your
penmanship
LEGIBILITY
1. Your handwriting must be readable.
2. Any figures that you write should be
clear.
3. It will be a point against you if the
interviewer will have difficulty
reading your handwriting.
ACCURACY AND CAREFULNESS
1. Recheck all information you have written.
2. Do not leave any blanks.
3. If the information asked for does not apply to
you, draw a line through that space or mark it
“NOT APPLICABLE” or “DOES NOT APPLY”.
4. Be careful with spelling. Misspelled words
create a poor impression and also indicate
carelessness or lack of basic skill in spelling
proficiency.
5. Follow directions correctly.
If the
directions say to print, for example, do so;
if they call for the last name first, don’t put
your first name first.
6. Avoid erasures; this will show your
carelessness.
7. Avoid asking for another extra form just
because you made a mistake in filing in
form. You will only be creating a bad first
impression of being careless.
JOB INTERVIEW
The purpose of the job
interview is for the company to
find out who among the
applicants is qualified for the job.
SPECIAL INTERVIEW TIMETABLE
THREE DAYS BEFORE:
Go over your resume aloud and have
somebody play interviewer and grill you
on your experience and skills.
Dress for success. Prepare at least two
dresses. Doing this now gives you plenty
of time to take care of problems like stains,
broken zippers, lost buttons, or loose
hems.
TWO DAYS BEFORE:
Get gorgeous. Take care of
any lengthy beauty rituals a manicure, pedicure, or
facial for instance.
THE DAY BEFORE:
Confirm your appointment
Ask for direction
Put together an “Interview Kit” (bio-date,
a pocketbook, eraser, coins, notebook and
pen, Xerox copy of transcript of record,
etc.)
Take care of last-minute tasks in advance.
Be good to yourself
THE DAY BEFORE DON’T:
Cut your bangs
Perm your hair
Overtire yourself
THE BIG DAY:
Make sure you eat
Accept that you will be somewhat edgy but
don’t take too much caffeine.
YOU’VE ARRIVE – let the receptionist know
who you are and who is expecting you.
Find a seat, but don’t settle into that lovely chair;
try to read.
When you hear your name, take a deep breath,
get up, and smile
THE HOURS AFTERWARD:
THE INTERVIEW’S OVER – get up, shake
hands with your interviewer and turn to go out
the door, relieved but also worried.
Have something to look forward to. According
to your budget and your time schedule, you
could go to lunch to dinner with a friend, go to a
movie, etc. Take time to relax.
Avoid the instant-replay syndrome.
The
interview is over, so don’t torture yourself.
Always hope for the best.
THE NEXT DAY:
WARNING: Keep things in perspective. If
you get the job, well and good. If not, do
not indulge yourself in self-pity.
Remember that just because you do not
get one job does not mean that another or
even better opportunity might not to be
coming. The right job for you will come as
you willingly look for it.
GETTING READY FOR THE INTERVIEW
1. Find out the exact place and time of the
interview.
2. If the place is not familiar, a day before the
scheduled interview, visit the place.
3. Plan to arrive 10 to 15 minutes ahead of
schedule. Find out the interviewer’s full name
and know how to pronounce it.
4. Prepare your interview kit which contains all the
requirements for employment.
5. Be prepared to take skill tests, such as typing
speed and accuracy tests, typing production, as
well as dictation and transcription test.
6. Be very particular with your grooming
and personal appearance.
7. Cosmetics should be used conservatively.
8. Wear clothes in good taste and should be
appropriate for office wear. Remember
you are looking for a position and not
going to a party.
9. Accessories should also be in good taste
and in harmony with your basic
wardrobe.
10. Scents and perfumes should be
used sparingly and pleasing to the
nose.
11. Shoes and bags should be in
matching color and in formal style.
12. Above all, don’t become unduly
worried. Relax, prepare, and be selfconfident and well-poised at all
times.
DURING THE INTERVIEW
1. It is normal to be a bit nervous and
apprehensive in an interview. Try to dry a
damp brow or a clammy hand just before
meeting your interviewer.
2. Take a deep breath or two before you enter the
interviewer’s room. It will help you calm down.
3. Avoid doing things with your hand that might
make a tremor or your stat of anxiety becomes
obvious.
4. Smile and greet the interviewer by name as you
enter his or her office.
5. If the interviewer offers a hand shake, use
a firm grip.
6. Wait until you are offered a chair before
you sit down.
7. Avoid mannerisms which will irritate the
interviewer.
8. Be alert, smart, courteous and have a lot
of common sense.
9. Be sincere in your manner of taking.
10. Be natural in your behavior.
THE DIALOGUE
1. Your ability to answer quickly and
intelligently is of great importance in your
employability.
2. If you are asked in English, answer in
English. If you are asked in Pilipino,
answer in Pilipino.
3. If your answers are confused and
contradictory, you cannot create a good
impression.
4. Always have a pleasant tone of voice in
answering questions.
5. Project a cheerful disposition by a smile and
happy facial expression.
6. Conduct yourself as if you are determined to get
the job you are discussing.
7. Always apply for a specific job. If there is no
opening, the way you present your credentials
may lead the interviewer to suggest another
related type of activity, perhaps even better than
the position that you were seeking.
8. If the company has a training program, express
your interest in joining it.
9. If given the chance, you may ask specific
questions about the company, but avoid
irrelevant questions.
10. If you get the impression that the interview is
not going well and that you have already been
rejected, don’t let your disappointment show, if
you remain calm, confident, and determined,
you have probably made a good impression, and
there is a chance that the interviewer may
reconsider your employability.
THE END OF THE INTERVIEW
1. Most interviewers last between 20 to 30 minutes.
2. Be alert to sign form the interviewer that the
session is almost at an end.
3. If you want the job, sump up your interest, tell
the interviewer you are interested, and stop.
4. If you are offered the position and are absolutely
sure it is the one you want, accept with a definite
Yes.
5. If you do not want to accept without further
thought, ask for time to decide. Be courteous
and tactful in asking for time to think it over,
and try to set a definite date when you can
provide an answer.
6. Thank the interviewer for the time
consideration.
7. In leaving the office, show as much
confidence as you did in arriving. You
may say: “If you have further questions,
or if there is anything you want me to do,
I hope you will get in touch with me.”
Then say “Thank you” and leave quietly.
Close the door gently.
ABOUT THE SALARY
1. Some interviewers do not choose to tell
you what the position pays, unless you are
already being considered for employment.
2. In case you will be asked how much you
want, the correct procedures is that you
are willing to accept a beginning salary
according to the company policy,
especially if you are a fresh graduate.
NEGATIVE FACTORS TO BE AVOIDED
DURING JOB INTERVIEW
1. Poor personal appearance.
2. Errors and erasures in filling up the
application blank
3. Overaggressive personality
4. Inability to express oneself clearly
5. Lack of courtesy
6. Tactlessness
7. No sense of humor
8. Tardiness in arriving
9. Lack of confidence and poise
10. Unwilling to stat at the bottom
11. Wants job only for short time
12. Overemphasis on money
13. Revealing personal problems
14. No evidence of interest or lack enthusiasm
15. Indefinite response to questions
16. Insincerity
17. Being untruthful
18. Blaming and condemning previous employers
19. Boastfulness
20. No interest in company just want to have the
job experience
DO’S DURING THE INTERVIEW
1. Check your dress and grooming
2. Be on time.
3. Take with you your Bio-Data and complete
Interview Kit.
4. Learn the interviewer’s name.
5. Wait for the interviewer to ask you to sit down.
6. Sit erect. Place your things on your lap and not
on top of the interviewer’s table.
7. Let the interviewer make the first move to ask
question.
8. Speak positively, clearly, and with confidence.
9. Be natural and sincere in answering questions.
10. Be prepare to answer the questions about
yourself and accomplishments.
11. Have some idea when asked about the salary.
12. Leave promptly when the interviewer has
ended and that the interviewer.
13. Close the door gently.
14. Than all those who helped you in the company
(the secretary, the guard, the receptionist, etc.)
15. Pray and hope for the best.
DONT’S DURING THE INTERVIEW
1. Don’t use distracting gestures and movements.
2. Don’t be late for the interview.
3. Don’t interrupt.
4. Don’t argue.
5. Don’t ask too many questions especially about
salary.
6. Don’t say negative things about your previous
employer.
7. Don’t tell jokes.
8. Don’t brag.
9. Don’t smoke or chewgum.
10. Don’t bring so many bulky things
with you.
11. Don’t leave anything on the
interviewer’s desk.
12. Don’t tell a lie.
HOW TO FOLLOP-UP AN EMPLOYMENT
APPLICATION
Things to remember:
1. Remember the date when you apply, when you
took the exam and the interview, and also the
name of the person who conducted the
interview.
2. Do not be too persistent. If the company
representative tells you they will be the one to
call up, just wait, don’t call.
3. If you fell you did not make it, try again in other
companies. You will soon be able to find the
right company who needs your services.
TWO GREATEST DECISIONS YOU WILL
MAKE IN YOUR LIFE WHICH NEEDS
CAREFUL PLANNING AND
INTELLIGENT DECISION
1. Choice of life-partner
2. Choice of work
REMINDER WHEN JOB HUNTING
1. When applying for a job, do the best that you can.
2. Prepare yourself to the fullest. Expect for good and
positive things to happen in your job hunting. You will
learn a lot, so enjoy it.
3. If your attempt to apply for a job is unsuccessful, think
positively. Don’t be discouraged. Tell yourself that a
better job with a higher pay is waiting for you in
another company so TRY and TRY again until you are
able to find and be hired to the right job.
4. Good Luck and HAPPY JOB HUNTING!
Thank You!
Presenters:
Katherine Mae C. Gatuz
Marlie Del Rosario
BOA IV-1