THE OFFICE IN THE
BUSINESS WORLD


Chapter 1: The Office is a Changing Business
World
Chapter 2: Office Competencies
OBJECTIVES
Describe the relationship of the office to the
overall organization.
Describe typical goals and structures of
businesses.
Identify the types of office competencies
worker’s need.
Explain employer expectations and factors
critical for developing office competencies.
AOIT Miami Beach Senior High
School
Mr. D. Schmidt
2
THE OFFICE: IN A
CHANGING BUSINESS
WORLD
AOIT Miami Beach Senior High
School
Mr. D. Schmidt
Chapter 1
3
CHAPTER 1 VOCABULARY
Categories
Focus
Vendor
Specialization
State-of-the-art
Aspirations
Mission
Intranet
Emerging
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School
Upgrading
“Hot”
Monitoring
Reengineered
Traditional
Nonconventional
Nonterritorial
Transformation
Mr. D. Schmidt
4
CHAPTER 1 OBJECTIVES
 Describe various
types of offices
 Describe types of
workers who use
office skills.
 Explain how
technology is
influencing office
practices.
 Describe alternative
office forms.
AOIT Miami Beach Senior High
School
Mr. D. Schmidt
5
THE OFFICE TODAY
The office can be
very different
depending the type
of business.
Depending on the
categories of
business the office
can look very
different.
AOIT Miami Beach Senior High
School
Offices have
different types of
responsibilities. The
focus of the office
depends on their
responsibilities.
Think what is the
difference from a
school office and a
real estate office.
Mr. D. Schmidt
6
KEY OFFICE ACTIVITIES
Searching for
information.
Creating/Analyzing
Information
 Composing,
memorandums, e-mails,
letters, and reports.
 Organizing, summarizing,
and interpreting data.
 Making decisions based
on information studied.
AOIT Miami Beach Senior High
School
 Accessing databases,
and the Internet.
 Inquiring persons
within the company.
 Using reference
manuals/books.
Mr. D. Schmidt
7
KEY OFFICE ACTIVITIES- C O N T I N U E D
 Processing Information.
 Editing and proofreading
 Keyboarding
 Opening and receiving
incoming communications.
 Photocopying
 Prepare outgoing
communications.
 Preparing checks, orders and
invoices.
 Preparing spreadsheets.
 Communication
Information.
 Answering telephones.
 Creating callers (customer
database)
 Responding to persons within
the organization.
 Providing instructions to
colleagues.
 Making oral presentations
before small and large groups
 Managing Information
 Handling calendars
 Managing databases and files.
 Managing financial records.
AOIT Miami Beach Senior High
School
Mr. D. Schmidt
8
OFFICE PROVIDE SUPPORT SERVICES
 Even though many employees in today’s organization handle
many of fice tasks, there are individuals, as well as
departments that devote full time to administrative support
services, sometimes referred to as of fice support services.
 Word processing center
 Bookkeeping
 Can you think of think of others?
 Some employees get specified training in aspirations in
working in a particular areas of an of fice such as:




Bookkeepers
Buyers
Data Processing
Secretaries
AOIT Miami Beach Senior High
School
Mr. D. Schmidt
9
COMPANY’S MISSION
 Many companies have specific goals that they want to
achieve, this called their mission so that all employers and
employees will understand for example:
 Miami Beach Senior High School Mission Statement is:
 “The mission of Miami Beach Senior High School is to provide a safe and
stimulating learning environment and a rigorous curriculum, while
instilling integrity, respect and self-esteem enabling all students to
achieve personal success.”
 I want each person to find the Mission Statement from the
following companies:




Burger King
Publix
Price, Waterhouse, Cooper
Home Depot
AOIT Miami Beach Senior High
School
Mr. D. Schmidt
10
TECHNOLOGY IN MODERN OFFICES
 Technology innovations are common in today’s of fice.
Technology is used to improve productivity.
 How much has the of fice has changed since the Internet
(1998)?
 The Intranet is a communication system using company’s Internet
website.
 See how Miami-Dade County Public Schools use the Intranet:
AOIT Miami Beach Senior High
School
Mr. D. Schmidt
11
TECHNOLOGY IN MODERN OFFICES-
CONTINUED
 Many companies find
it is extremely
important to keep up
with the emerging
technologies to keep
the competitive edge
in their industry.
 What emerging
technologies that have
happen with the office in
the past 5 years?
 Smartphones
 Tablets
 and many more.
AOIT Miami Beach Senior High
School
Mr. D. Schmidt
12
TECHNOLOGY IS CHANGING AT A RAPID
RATE
 Due to the fast rate of changing technology, ever yone must be able to
handle the changes necessar y to make your computer, tablets, or
smar tphones and other IT equipment.
 Microsoft Word for example







Word
Word
Word
Word
Word
Word
Word
3.2
1998- this is the first application with Microsoft Explorer included.
2000
2003
2007
2010
2013
 Think about the dif ferent Operating System (OS) Microsof t went
through.






Microsoft MS-DOS
Windows 95
Windows 98
Windows 2000
Windows XP
System 7, and now System 8.
AOIT Miami Beach Senior High
School
Mr. D. Schmidt
13
TECHNOLOGY IS CHANGING AT A RAPID
RATECONTINUED
 Technology is increasing daily. When was the last time when
you open a computer that ask you to update or upgrade some
software?
 It happens me and this computer lab in a weekly basis.
 Do you realize what technology you learned as a freshman will be
obsolete by the time you graduate high school? Can you keep up with
the changes? What are some ways to stay updated as a application
user?
 Periodicals such as PC World, WEB, Computer Digest, and others let
computer users what applications, and technology is “ hot” and helps
monitoring the updates and upgrades for your computer.
 Implications of technological innovations.
 Reengineering is a process when a company comes up with a new product,
other companies reengineer that product to make it better and cost less to
produce.
 For example Apple’s I-Pad to the new Samsung’s tablet.
AOIT Miami Beach Senior High
School
Mr. D. Schmidt
14
IMPLICATIONS OF TECHNICAL
INNOVATIONS
 Since the technology available is
changing, the way work is accomplished
is the and reengineered.
 Workers may expect responsibility
abilities change as a word due to
technology.
 The pressure for hyperactivity and
quality performance mean all the
workers must maintain an attitude of
willingness to participate in change.
 Of fice workers must be skilled learners on their own and informal training and
educational settings.
AOIT Miami Beach Senior High
School
Mr. D. Schmidt
15
ALTERNATIVE OFFICES
 Where is the of fice?
 The typical of fice from earlier days -permitted
and allow the company and organization take
place-is referred to as a t raditional of fice.
 In such an of fice employees travel daily to a
central location spent the working day at the
same desk or in the same workplace, and
generally repor ted directly to a super visor or
manager.
 With technology we have today, such as
laptops, tablets, and cell phones, salespeople
and of fice people can work anywhere with her
computer device tie in with company's
website can upload their repor ts, documents,
and any other type repor ts for the company.
 The of fice today, is basically use as a
meeting place for the business.
AOIT Miami Beach Senior High
School
Mr. D. Schmidt
16
VIRTUAL OFFICE
 A mobile of fice is a virtual of fice, as in
the case of a traveling company
representatives who maintained their
cars and all the equipment they need
to handle their own of fice task.
 In other instances mobile of fices are
very dif ficult like traditional of fices,
but they are temporary.
 While their of fice is in construction
of fice workers may use temporary
of fices to do their work.
 Another type of mobile of fice is a non territorial workplace is an of fice were
desks and chairs are not assigned to
employees.
AOIT Miami Beach Senior High
School
Mr. D. Schmidt
17
PREDICTIONS FOR FURTHER CHANGE
 The current era is considered
one of rapid change.
 Technology that made a huge
dif ference in the modern of fice.
 A transformation on how
business to operations are
changing with technology.
 Employees are combining skills
to stay with the technology
changes.
 Due to increase productivity
workers combine many skills to
complete tasks quickly and
ef ficiently.
AOIT Miami Beach Senior High
School
Mr. D. Schmidt
18
THE OFFICE IN RELATION
TO THE TOTAL
ORGANIZATION
AOIT Miami Beach Senior High
School
Mr. D. Schmidt
Topic 1-2
19
TOPIC 1-2 OBJECTIVES
 Explain how employees develop
understanding of organizations in which they
work.
 Describe common types of organizations.
 Identify goals for dif ferent types of
organizations.
 Explain a common structure for personnel.
 Describe the role of of fice employees within
an organization.
AOIT Miami Beach Senior High
School
Mr. D. Schmidt
20
UNDERSTANDING THE ORGANIZATION
 Of fice activities are basically
related to information.
 To creating, processing,
communicating, and maintaining
information.
 A deliberate ef fort on your part is
needed. Tasks become more
interesting employees become
more viable when they give
attention to understanding their
organizations.
AOIT Miami Beach Senior High
School
Chief Executive
Officer
Vice president
of operations
Bookkeeping
department
Mr. D. Schmidt
Facility
department
Vice president
of human
resources
Training
department
Pay
administration
21