The Office Environment
by Kambing Golek
1. Office Competencies
1.1. 1.Word Processing - The efficiency of using computer in preparing many types of documents. The essential skills are: Keyboarding with speed and accuracy Knowledge and skill in use of software programs Skill in formatting and proofread documents A large vocabulary Proficiency with grammar, punctuation and spelling Ability to learn special vocabularies Ability to follow instructions Skill in preparing copy from audio recordings, if employed as a transcriptionist Skill in dictating text and commands if using speech recognition software
1.2. 2. Data Processing It is the process collecting, organizing, analyzing and summarizing of data using computer programs. Proficiency with spreadsheet, database and related software program Knowledge of arithmetic processes and statistical methods Ability to be consistently accurate Knowledge of methods of organizing and analyzing data Ability to interpret data Ability to prepare reports that give information in a meaningful way Ability to maintain an organized workstation
1.3. 3) Listening and Speaking Skills A large part of every work’s job involves listening and speaking to others. Workers communicate about procedures and problems, they give and receive instructions, and they interact with customers, clients or other business associates in person or on the telephone.
1.4. 4) Creative Thinking and Problem Solving Skills The two main elements of creative thinking are creative problem solving and creative innovation. Creative problem solving is characterized by effective teamwork, looking at problems in new ways, and inventing new solutions to existing problems
1.5. 3. Information Management and Transmission This refers to organizing, maintaining and accessing data. It also refers to the sharing of information both within and outside the organization. Ability to find the information needed Ability to maintain or develop an information system Ability to give attention to details Ability to use established procedures Knowledge of records management principles and basic filing rules Good keyboarding skills Proficiency in working with databases Ability to meet deadlines and solve problems Ability to work with others
1.6. 6) Group Effectiveness/Interpersonal Skills Interpersonal skills, negotiation and teamwork are the major components of group effectiveness. Interpersonal skills involve being able to interact easily with others and use good judgment about the appropriate behavior in a given situation
2. Skills for the 21st Century
2.1. 1) LEARNING SKILLS Office workers are expected to learn so many new things as rapidly as in the past few years. Learning new skills and transferring skills already learned is the key to adaptability in a rapidly changing office environment. Learn to evaluate the old and welcome the new and the unexpected.
2.2. 2) BASIC SKILLS The basic reading, writing and math skills that you acquired in your earliest school days are essential in today’s electronic office. Reading tasks on the job require you to be analytical, to summarize information and to assess your own understanding of the material.
2.3. 3) Listening and Speaking Skills A large part of every work’s job involves listening and speaking to others. Workers communicate about procedures and problems, they give and receive instructions, and they interact with customers, clients or other business associates in person or on the telephone.
2.4. 4) Creative Thinking and Problem Solving Skills The two main elements of creative thinking are creative problem solving and creative innovation. Creative problem solving is characterized by effective teamwork, looking at problems in new ways, and inventing new solutions to existing problems
2.5. 5) Personal Management Skills Personal management involves three elements: 1.Self-esteem 2.Goal setting motivation 3.Personal/Career development
2.6. 6) Group Effectiveness/Interpersonal Skills Interpersonal skills, negotiation and teamwork are the major components of group effectiveness. Interpersonal skills involve being able to interact easily with others and use good judgment about the appropriate behavior in a given situation
2.7. 7) Organization and Management Skills You will need to learn how to manage your time and to plan and schedule your work so that high-priority tasks comes first and less important tasks later.
3. The Office in the Organization
3.1. • Office can can simply be described as any place where office work is performed. • It refers to the working conditions, the design and layout of the offices and the effect which these have on the overall efficiency of the organizations
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5. Internal Organization Structure
5.1. 1.Enclosed-plan Office Advantages 1.Offer privacy 2.Provide protection from disturbances Disadvantages 1.Costly to build 2.Difficult to rearrange layout 3.Rooms may not have access to natural lights 4.Difficult to supervise workers at all times 2.Open-plan Office
5.2. Open-plan Office This is an office which has large open room with no dividing walls Advantages Simpler to build Easy to rearrange Areas receive natural light Easier to supervise workers Disadvantages Lack of privacy Noise from other workers and machines Encourage idle chatter between workers
6. Role of the Office
6.1. It is to provide rooms, labor and other facilities which are used to coordinate the various activities the organization engages in This involves the office acting as the main Centre of the firm’s communication system Communication is an important aspect of business activities as it provides a variety of means of internal and external contact for the organization
6.2. This involves the office acting as the main Centre of the firm’s communication system
6.3. Communication is an important aspect of business activities as it provides a variety of means of internal and external contact for the organization • External Communication External communication mainly takes the form of contacts made between the organization and other businesses and individuals such as suppliers and customers • Internal Communication Internal communication may be carried out in written form such as memoranda and reports, verbally at meetings or through discussions and instructions and by using a variety of telecommunication links such as telephone, fax, intercom and e-mail
7. The Functions of the Office
7.1. 1.Initiating - It is the start of any activities through instructions to other parts of the office.
7.2. 2.Coordinating - It is the organizing and integrating the activities of various parts of department so that all sections make a united contribution to achieve the goal of the firm.
7.3. 3.Filing - It is the operation of a variety of filing and record systems so that information is safe stored, easy and quickly retrieved.
7.3.1. 3.Filing - It is the operation of a variety of filing and record systems so that information is safe stored, easy and quickly retrieved.