Im With Final Content in Business Office Systems and Tech Ver1

Republic of the Philippines
POLYTECHNIC UNIVERSITY OF THE PHILIPPINES

INSTITUTE OF TECHNOLOGY
Management Technology Department
INSTRUCTIONAL MATERIAL
FOR
ENTR 20113
BUSINESS OFFICE SYSTEMS AND TECHNOLOGIES
COMPILED BY:
ASST. PROF. ZENAIDA S. BONAOBRA

LEARNING OUTCOMES
1. Familiarize students with the way in which information and communications technologies
(ICTs) are used in organizations to provide decision-relevant information and to enable them to
understand how systems are designed and implemented to meet organizational needs.
2. Students will have a sound basis for understanding the functioning of any information
system, office technologies that they may encounter in practice, and should be able to relate its
features to the conceptual enterprise framework presented in thier course.
3. This should allow them to be informed consumers and users of information and
communication technologies.
TABLE OF CONTENTS
Introduction 4
1 ENTR 20113 BUSINESS OFFICE SYSTEMS AND TECHNOLOGIES
Business Office System 5 -17
1. What is An Office System?
2. What is an Office?
3. What is Business Technology?
4. Role and functions of the office in business activities
5. Office Organizational structure according to the size and nature of a business;
6. Different types of office layouts
Ergonomics 18 - 22
1. What is Ergonomics
2. Steps in Office Ergonomics
3. Different types of Equipment/Office Technology
4. Different Factors in Ergonomics
Communication
1. What is communication? 23 - 36
2. What are the channels of Communication?
3. Types of Communication flows?
4. Barriers in Communication
Information Management System 31 - 37
1. What is Information Management System?
2. Different Characteristics of Information Management System?
3. Different Procedures on Inactive files
4. Filing Equipment and supplies
5. Importance of Information Management system
6. Different digital technologies
INTRODUCTION

An office has its own system to do office work. The reason is that volume of work of an
office differ from another. System means a preplanned approach to do the day to day
work to achieve the desired objectives of an organization.
Office systems are a continuation of several procedures integrated together in such a

way as to attain the needed objectives. It is defined as a network of routines, which are
designed and integrated to carry out office work. In other words Systems comprises of
various interconnected routines.
This module provides a broad overview of the issues managers face in the selection,
use, and management of information technology (IT). Increasingly, IT is being used as a
tool to implement business strategies and gain competitive advantage, not merely to
support business operations. Using a case study approach, topics include information
technology and strategy, information technology and organization, and information
technology assets management.
The course takes a management rather than a technical approach to the material
presented. As such, it should be of use to students of general management interested in
information technology and to students of information technology interested in
management.
BUSINESS OFFICE SYSTEM
MODULE NO. 1
OVERVIEW:
A well-designed office system includes training unforeseen issues, such as leaves of absence
or potential errors, and equips employees with proper knowledge to perform essential
operational tasks, both large and small, to prevent production flow disturbances.
The main function of an office system is to interconnect business relevant properties. Office
systems come in many forms; some are designed specifically for computer operations, while
others are designed to connect different technological resources in the office. Some office
systems are meant to join team members and are used by management, and other refer to the
physical connection between layout, equipment and supplies.
Computer Operations & Technologies Resources:
Offices are continually changing due to technological advancement. The way an office operated
in 1950 has changed drastically from present day operations. Maintaining inter-office systems
connectivity is critical to having seamless transition throughout the concept, R&D, production,
marketing, and delivery process. These technologies can come in many forms and are all
managed by an IT department. These departments depending on the size of the company can
be internal or external; responsibilities of an IT department may also be divided between
software, outside consultants or managers. Having a clean and organized office system for
computer operations & technologies resources set up allows the chain of communication to flow
and deliver materials that meet the objective of every successful company.
Physical office system
The actual setup of office space and the actual relationship between employees and the
resources needed to complete their jobs. This is beyond a cubical or a desk. Office systems are
large entities that combine filing space, storage space, work space, and technology. These
systems also take into consideration that most effective layout for the work space, making time
spent attached to a desk the most efficient it can be, accommodating the working relationship
between partnering employees, managing overview, and communal space relations. While this
system can seem trivial it actually can significantly affect the time management of an office
space. Consider the amount of time it takes to run to the community printer or to walk to a co-
worker’s desk to work on a project together; 5 minutes here and 5 minutes there can really add
up, delaying productivity.
Management’s office system
This is a little bit trickier, because this office system is based on the culture of the employees
and the roles that each plays while doing their job. Management, whether one person or a team
of people, utilizes not only the above mentioned systems but also with the human factor in every
business. This office system harmonizes daily operations, ensuring the workforce is functioning

as they should. This method ensures adequate preparation and resources are available for the
operations team and makes sure that duties are assigned appropriately. A well-designed
Office-system includes training unforeseen issues, such as leaves of absence or potential

errors, and equips employees with proper knowledge to perform essential operational tasks,
both large and small, to prevent production flow disturbances.
No matter how categorized the office systems are they are all part of the functionality and
success of the company. Can an office operate without all of these elements or with a weak
office system? Of course! However, it is the efficiency factor that can accelerate a company
forward or prevent the company from excelling. By maximizing your office systems, you allow
them all to work together toward the overall accomplishment of an organization. Take some time
out this spring, clean up your office and not just by dusting and sweeping – but analyze your
own office systems and clean up the lagging qualities in your office space for an ever-advancing
workplace.
LEARNING OBJECTIVES
1. Define Office, Business Office System & Business Technology.

2. Describe the role and functions of office in business activities and office structure.
3. Identify the different office layouts use in the business
4. Assess the importance of office system to keep your employee engage and motivated in
their work.
MODULE CONTENT
1. What is An Office System?

2. What is an Office?
3. What is Business Technology?
4. Role and functions of the office in business activities
5. Office Organizational structure according to the size and nature of a business;
6. Different types of office layouts
COURSE MATERIALS
This module will help you learn different knowledge and techniques in the workplace.
This environment presents new challenges and demands for new technology. The only
constant in today's workplace is change, and often it happens quickly, before employees and
management can mentally prepare. Keeping your workplace running effectively means helping
employees cope with those changes.
OFFICE SYSTEM

it refers to the various components and elements of an office, from computers and work
equipment to its physical layout and ambiance. It also covers the way employees interact and
the overall office culture.
OFFICE
an office is just a room or empty space. It's the people and equipment that turn this space
into a visually appealing, productive environment that aligns with their vision and goals.
BUSINESS
is the activity of making one's living or making money by producing or buying and selling
products. Simply put, it is "any activity or enterprise entered into for profit
Business is a regular process of earning a profit by satisfying consumer’s needs through the
manufacturing of goods, reselling of products, providing services or carrying out all three
together. It is an occupation which requires a particular set of skills and expertise to derive
maximum profit out of it.
BUSINESS TECHNOLOGY
Refers to applications of science, data, engineering, and information for business purposes,
such as the achievement of economic and organizational goals. The main element of
technology is the idea of change, and how it can affect business and society.
ROLE AND FUNCTION OF BUSINESS ACTIVITY
1. Productivity;
The Production function undertakes the activities necessary to provide the organization’s
products or services. Its main responsibilities are:
➢ Production planning and scheduling (Research and Development, concerning the
implications of product design for production methods and cost)
➢ Control and supervision of the production work force (Human Resource Management,
concerning staff motivation implications of job design and production
methods.)Managing product quality (including process control and monitoring-
Marketing, concerning desired product functionality, appearance, quality, durability and
so on
➢ Maintenance of plant and equipment
➢ Control of inventory
➢ Deciding the best production methods and factory layout. (Finance, concerning the
availability of funds for purchase of new equipment and the acceptability of inventory
levels.)
2. Distribution and exchange of goods and services

Distribution determines the proportion (the quantity) of the products accruing to the
individual, exchange determines the products in which the individual claims to make up
the share assigned to him by distribution.
DIFFERENT FORMS OF ECONOMIC DISTRIBUTION
a) Generalized Reciprocity, when goods and services are distributed freely, almost as
gifts, without any immediate expectation of return.
b) Balanced Reciprocity, giving with the expressed expectation of immediate return. In
other words, giving or doing something in return for something else.
c) Negative reciprocity occurs when there is an attempt to get someone to exchange

something he or she may not want to give up or when there is an attempt to get a more
valued thing than you give in return.
d) Redistributive Exchanges is the accumulation of goods by one person or central power

who then decide and distribute it to others.
DIFFERENT FORMS OF EXCHANGE
a) Barter system-
It is direct form of exchange whether in return for services or goods.
b) Silent trade-
It was an exchange system where the exchanging parties do not know each other
personally.
c) Jajmani system-
It is system of economic and social relationship existing between various castes in
villages. The patron is known as jajman and the service castes are known as kamin.It is
still prevalent in villages.
d) Ceremonial exchange-
It is a type of social system in which goods are given to relatives and friends on various
social occasions. The main idea is to establish cordial relations between the various
social groups.
e) Potlatch-
This term means gift. It is meant as a public distribution of goods made to establish
certain claims of the giver and the recipients. It is based on the principle of reciprocity.
Through this system the host declares his status to others.
f) Multicentric economy
It is an economy using several media of exchange
g) Kula –
According to Malinowski it is a ceremonial exchange participated by the inhabitants of a
closed circle of Trobriand Island. It has no practical or commercial value. The system of
exchange is regulated in a kind of ring with two directional movements. In clockwise
direction, the red shell necklaces called Soulava circulate and in anticlockwise circulation
the white arm shells known as Mwali circulate among the members of the Kula.Objects
given and taken in Kula are never subjected any bargaining.
3. Collection, processing and preservation of data manual
Data collection is the process of gathering and measuring information on variables of

interest, in an established systematic fashion that enables one to answer stated
research questions, test hypotheses, and evaluate outcomes. The data collection
component of research is common to all fields of study including physical and social
sciences, humanities, business, etc. While methods vary by discipline, the emphasis on
ensuring accurate and honest collection remains the same.
Methods of Collection of Data
1. Observation
is the process in which one or more persons observe what is occurring in some real life
situation and they classify and record pertinent happenings according to some planned
schemes. It is used to evaluate the overt behavior of individuals in controlled or uncontrolled
situation. It is a method of research which deals with the external behavior of persons in
appropriate situations.
Observation is a systematic and deliberate study through eye, of spontaneous occurrences at

the time they occur. The purpose of observation is to perceive the nature and extent of
significant interrelated elements within complex social phenomena, culture patterns or human
conduct.
2. Interview
as a technique of data collection is very popular and extensively used in every field of social
research. The interview is, in a sense, an oral questionnaire.
Interview is a direct method of inquiry. It is simply stated as a social process in which a person
known as the interviewer asks questions usually in a face to face contact to the other person or
persons known as interviewee or interviewees. The interviewee responds to these and the
interviewer collects various information from these responses through a very healthy and
friendly social interaction.
3. Schedule
The schedule has been used for collection of personal preferences, social attitudes, beliefs,
opinions, behavior patterns, group practices and habits and much other data”. The increasing
use of schedule is probably due to increased emphasis by social scientists on quantitative
measurement of uniformly accumulated data.
Schedule is used in direct interview on direct observation and in it the questions are asked and
filled by the researcher himself, the questionnaire is generally mailed to the respondent, who fills
it up and returns it to the researcher.
4. Questionnaire
Questionnaire provides the most speedy and simple technique of gathering data about groups
of individuals scattered in a wide and extended field. In this method, a questionnaire form is sent
usually by post to the persons concerned, with a request to answer the questions and return the
questionnaire.
A questionnaire consists of a set of questions printed or typed in a systematic order on a form

or set of forms. These form or forms are usually sent by the post to the respondents who are
expected to read and understand the questions and reply to them in writing in the spaces given
for the purposes on the said form or forms. Here the respondents have to answer the questions
on their own.
5. Projective Techniques
Projective techniques use for the diagnosis and treatment of patients afflicted by emotional
disorders. Such techniques are adopted to present a comprehensive profile of the individual’s
personality structure, his conflicts and complexes and his emotional needs. Adoption of such
techniques is not an easy affair. It requires intensive specialized training.
6. Case Study
Case study is a form of qualitative analysis involving the very careful and complete observation
of a person, a situation or an institution. It is organizing of social data so as to preserve the
unitary character of the social object being studied.
Case study as a method of exploring and analyzing the life of a social unit, be that a person, a
family, an institution, cultural group or even entire community.
4. Collection, processing and storage of data electronic
Data processing is the process of data management, which enables creation of valid, useful
information from the collected data. Data processing includes classification, computation, coding
and updating.
Data storage refers to keeping data in the best suitable format and in the best available
medium. Documents containing health data are referred to as records.
FUNDAMENTALS OF DATA PROCESSING
1. Data collection
2. Storage of data
3. Sorting of data
4. Processing of data
5. Data analysis
6. Data presentation and conclusions

METHODS OF PROCESSING
1. Manual Processing: In this method data is processed manually without the use of a
machine, tool or electronic device. Data is processed manually, and all the calculations
and logical operations are performed manually on the data.
2. Mechanical processing – This is done by use of a mechanical device or very simple

electronic devices like calculator and typewriters. When the need for processing is
simple, this method can be adopted.
3. Electronic processing – This is the modern technique to process data. Electronic Data
processing is the fastest and best available method with the highest reliability and
accuracy. The technology used is latest as this method uses computers usually located
in data center and employed in most of the agencies. The use of software forms integral
part of this type. The computer is also known as electronic data processing machine.
IMPORTANT DATA PROCESSING TOOLS
1. Surveying Tools – SURVEY MONKEY, etc. software tools which help us in easily
organizing those elaborated surveys to help us gather the relevant content from the right
people.
2. Statistical Tools –SAS (STATISTICAL ANALYSIS SYSTEM) etc. are statistical

calculation tools that help in plotting those big graphs and charts to help us study certain
relevant pattern and thus do effective comparisons and draw proper conclusions.
3. Calculation and Analysis tools – EXCEL and CALC, etc. are those mathematical
software tools that help in applying relevant formulas to process the whole data.
4. Database Management tools – ACCESS and BASE, etc. are the tools that help us to
manage a large amount of data. This data otherwise become too tedious to look after or
refer to as and when we require to do so.
5. Dissemination of information;
Disseminate means to spread information, knowledge, opinions widely. Semin-
derives from the Latin word for seed; the idea with disseminate is
that information travels like seeds sown by a farmer. Think about a teacher distributing
a hand out at the beginning of a class
REASONS FOR DISSEMINATION
a) Judgement
Information is often disseminated in the hope that individuals and entities in an organization will
improve their knowledge base and subsequently make better judgements in future situations.
For example, a researcher is faced with carrying out one of two types of experiment but knows
that many of the first type have already been shown (with a strong significance factor) to be
more expensive than the second. Provided all other things are equal (success rate, easy of use,
state of mind etc.) the researcher should be more inclined to choose the second type of
experiment and save his company or community additional expense and time.
b) Awareness
Information is often disseminated in order to educate, explain or promote a concept, process or

principle. For example, technical specifications explaining system capabilities, instructions about
alternatives to avoid congested transport routes and guidelines for the completion of work in
order to ensure consistent appearance of project deliverables are all ways in which information
is disseminated to generally encourage recipients to comply with a procedure in the belief of
organizational (or enterprise) improvements.
c) Response
Sometimes information is disseminated solely in the hope it will cause some feedback that
might require further information to be generated or be used to validate something. Examples
include advertising, questionnaires, market surveys, frequently asked question lists,
testimonials.
d) Collaboration
Information is often disseminated in order for a group of individuals to share knowledge and
routes of communication. Examples include workflow systems to support the flow of information
between system entities in order to achieve a common purpose, mailing lists where like-minded
individuals can listen to and discuss common issues, libraries where people can access
information, and control systems where probes might detect and transmit warnings about
certain events.
6. Organizational management and legal control.
Organizational control refers to processes by which agents are able to establish and maintain
control over an organization. It comprises the strategic planning process as well as methods
and devices that make other agents’ behaviors consistent with objectives.
The six major purposes of controls are as follows:
a) Controls make plans effective. Managers need to measure progress, offer feedback,
and direct their teams if they want to succeed.
b) Controls make sure that organizational activities are consistent. Policies and
procedures help ensure that efforts are integrated.
c) Controls make organizations effective. Organizations need controls in place if they

want to achieve and accomplish their objectives.
d) Controls make organizations efficient. Efficiency probably depends more on controls

than any other management function.
e) Controls provide feedback on project status. Not only do they measure progress, but
controls also provide feedback to participants as well. Feedback influences behavior and
is an essential ingredient in the control process.

f) Controls aid in decision making. The ultimate purpose of controls is to help managers
make better decisions. Controls make managers aware of problems and give them
information that is necessary for decision making.
ORGANIZATION OF STRUCTURE
An organizational structure is a grouping of a company's employees delineating each worker's

function, superior and subordinate. An organizational chart starts by listing the chief executive
officer at the top and then all of the people below him by name and title.
PARTS OF THE ORGANIZATION STRUCTURE

a) Board of Directors
b) Chief Executive Officer
c) High-Level Managers
d) Managers
e) Associates
f) Assistants
FOUR BASIC ELEMENTS OF ORGANIZATIONAL STRUCTURE
1. Functional Organization Structure
Under a functional organization structure, people who do similar tasks are grouped
together based on specialty. So all the accountants are placed in the finance
department and so on for the marketing, operations, senior management and human
resources departments. The advantages of this kind of structure include quick decision
making, because the group members can easily communicate. They can also learn
from each other, since they already possess similar skill sets and interests.
2. Divisional Structure Based on Products
In a divisional structure, your company group workers into teams based on the
products or projects that meet the needs of a certain type of customer. For example, a
bakery with a catering operation might structure the workforce based on key clientele,
such as a wedding department and a wholesale-retail department. The division of labor
in this kind of structure ensures workers making similar products can achieve greater
efficiency and higher output.
3. Matrix Structure Combines Functional and Divisional Models
A matrix structure combines elements of the functional and divisional models, so it’s
more complex. It groups people into functional departments of specialization, then
further separates them into divisional projects and products. In a matrix structure the
team members are given more autonomy and expected to take on more responsibility
for their work. This increases the productivity of the team, fosters greater innovation
and creativity, and allows managers to cooperatively solve decision-making problems
through group interaction. This type of organizational structure takes lots of planning
and effort, making it appropriate for large companies that have the resources to devote
to managing a complex business framework.

4. Flat Organizational Structure
A flat organizational structure attempts to disrupt the traditional top-down

management system of most companies. Management is decentralized so there is no
everyday “boss.” Each employee is the boss of themselves, eliminating bureaucracy
and red tape and improving direct communication.
NATURE OF THE BUSINESS
➢ Regular Process: It is an activity which is performed repeatedly to generate profit.

➢ Economic Activity: The whole sole purpose is maximizing wealth.
➢ Creates Utility: The goods or service must be such that it creates form utility –
conversion of products in a consumable form, time utility – making the goods and
services available when needed; and place utility – availability of goods or services
wherever required, for the consumers.
➢ Capital Requirement: Any venture requires fund depending on the size and its type.
➢ Deals in Goods and Services: It is related to manufacturing and offering goods for sale
or catering services.
➢ Risk: All businesses have a risk factor or uncertainties of failure and loss.
➢ Profit Earning Motive: The initial motive of a businessman is making a profit out of his
venture.
➢ Satisfaction of Consumer’s Need: It is concerned with the fulfilment of the
customer’s demands and needs.
➢ Involves Buyer and Seller: There are majorly two parties involved, the customer and
the merchandise.
➢ Social Obligations: It has some social responsibilities, like creating job opportunities,
dealing with licensed products
TYPES OF BUSINESS
1. Service: An activity performed to earn money through customer satisfaction is known as

a service. It involves professional skills and expertise.
E.g. A professional teacher earns money by taking tuition class
2. Merchandising: Merchandising means procurement of goods from manufacturers or

wholesalers, at a low price and selling it at a higher price to make a profit. It is also
known as a retail business.
E.g. A florist selling flowers
3. Manufacturing: Making profit through production or creation of goods from raw material
in such a way that it derives some utility to the consumer is known as a manufacturing
business.
E.g. Processing of sugarcane in a sugar mill to get fine sugar
4. Hybrid: A business which involves all the three activities, i.e. manufacturing of goods,
merchandising of products and delivering service falls under the hybrid category.
E.g. A furniture seller, who manufactures furniture, buys old furniture and sells it at a
higher price after repairing and also provides services for polishing old furniture.
OFFICE LAYOUT

➢ Is the arrangement of equipment within the available floor-space
➢ A systematic arrangement of office equipment, machines and furniture and providing
adequate space to office personnel for regular performance of work with efficiency.
➢ proper allocation of space to each section by considering the interlinking of other
sections, so that the activities of different sections can be coordinated and controlled
easily.
MAIN OBJECTIVES OF OFFICE LAYOUT
1. Effective utilization of available floor space and smooth flow of work.
2. Both power and telephone service is made available whenever necessary.
3. Office supervision is made more easy and convenient.
4. Good working conditions should be provided to each employee
5. The reception room should be very near to the main gate or entrance so that the visitors may
feel easy and convenient.
6. A sense of belonging and loyalty should be made in the minds of office employees.
7. Employee’s satisfaction should be the outcome of proper office layout.
8. There should be a free flow of communication among employees.
9. All the sections cannot work independently. Hence, the office layout ensues the interlinking
of each sections according to their needs.
10. There must be an adequate space between desks, tables and chairs for free movement of
employees.
11. Noise and disturbing operations should be segregated within the office.
12. Some sections require privacy. The sections may be interview section and inquiry section.
Interview section is dealing with recruitment of staff and inquiry section is dealing with progress
and performance of the existing staff.
13. Frequent mutual consultation and interference between clerks should be avoided.
14. The room of the manager should be arranged in such a manner that he can easily observe
the activities of staff for exercising control on them.
15. The external noise and disturbance should be avoided by fixing double glazed windows and
doors.
16. Changes may be made in the office layout if the volume of work is increased in future and
requires facilities.
17. Staff doing confidential work should be provided adequate privacy.

18. There must be sufficient, natural or artificial light.
19. Adequate safety of valuable documents and records should be ensured.
ADVANTAGES OF AN EFFICIENT OFFICE LAYOUT
1. No waste of time and energy of office personnel.

2. Promotes efficiency of staff.
3. Proper utilization of floor space.
4. Easy supervision.
5. Speed in inter – communication.
6. Better use of office machines and equipment.
TYPES OF OFFICE LAYOUT
1. Process Layout/Functional Layout: In process layout, both equipment and employees are
arranged according to the sequence of operations. For example, the filing section may be
located next to the dispatch section and so on.
2. Group Layout/Combine layout: In group layout, employees are placed in a separate

partition where similar activities are carried on and office machines are fitted with another
section. For example, all computers are fitted in separate room i.e., computer room.
3. Product or Line layout. The machines and equipment are arranged in one line depending
upon the sequence of operations required for the product. The raw materials and semi-finished
materials move from one workstation to another sequentially without any backtracking or
deviation.
4. Fixed or position Layout. It involves the movement of manpower and machines to the
product which remains stationary. The movement of men and machines is advisable as the cost
of moving them would be lesser. This type of layout is preferred where the size of the job is
bulky and heavy. Example of such type of layout is locomotives, ships, boilers, generators,
wagon building, aircraft manufacturing,
DIFFERENT KINDS OF OFFICE LAYOUT
1. Open-Plan Office Layout there are no walls or separators between workstations. Instead,
they get defined by furniture in the office area, including cupboards, shelves, cabinets, etc. The
desks may get stacked up side-by-side or replaced altogether with work-tables capable of
facilitating multiple employees at one go.
2. Private Office Layout uses a cellular style workstation, with the interior walls reach up to the
ceiling. It means that these parts are completely sealed off from the rest of the office floor. It is
the most widely preferred seating arrangement for the senior managers of an organization.
Sometimes more than one manager would share a private office.
3. Cubicle Office Layout is the most used type. It is a type of open plan layout where the
workspaces are separated from one another using partitioning walls to form a shape of a cube,
hence cubicle. It is the most cost-efficient type of office layout. You can see this type of plan in
combination with private offices for senior staff and built-in meeting rooms.
4. Co-Working Office Layout is one of the greatest innovations in office layout designing in
this century. These plans are best for the self-employed who generally are mobile with their
work. What’s more, is that you don’t need to create this workspace; but pay a small fee and find
a workstation you like or a spot on the lounge.
5. Virtual office (or virtual company) - refers to a company that may not have a fixed location
yet functions as a unit to provide goods and services to customers. It relies on the Internet for
document exchange, video conferencing for meetings and cell phones so employees can keep
in touch. A virtual office is a service that enables employees and business owners
to work remotely by providing a range of business functions accessible through the internet. It
also enables organization to create and maintain a presence in a desirable location without the
need to pay rent for an actual space
READ:
Fulton-Calkins, Patsy, Stulz Karin M. Administrative professional Theories and procedures.

2010: Cengage Learning Asia Pte. Ltd. Chapter 1.
De Vera, Nimfa D. Office Procedures (Simplified) 2004 Edition: Conanan Bookstore

https://www.open.edu/openlearn/money-business/organisations-and-management-
accounting/content-section---learningoutcomes
https://www2.palomar.edu/anthro/economy/econ_3.htm
https://bizfluent.com/facts-7260435-definition-office-system.html
WATCH:
https://www.youtube.com/watch?v=OuHJ7EExchY
https://www.youtube.com/watch?v=4rcI1u4cxGE
ACTIVITIES/ASSESSMENT: (Explain in your own point of view)
1. How important is the organizational structure in the business?

2. Discuss the advantage and disadvantages of office layout in the business
3. Do you think Business technology place a vital role in production and income of the
business?
4. Explain the diagram below

MODULE NO. 2
ERGONOMICS
OVERVIEW:
Many people find themselves using a computer for a large part of the day. Poor workplace
design and layout can contribute to workplace injuries and illness while correct chair height,
adequate equipment spacing and good desk posture can help you stay comfortable.
Ergonomics can roughly be defined as the study of people in their working environment.
More specifically, an ergonomist (pronounced like economist) designs or modifies the
work to fit the worker, not the other way around. The goal is to eliminate discomfort and
risk of injury due to work. In other words, the employee is our first priority in analyzing a
workstation
LEARNING OBJECTIVES
!. Give the meaning of Ergonomics

2. Discuss the different factors of Ergonomics
3. Explain the different steps in improving Ergonomics in the office
4. Illustrate the aims of Ergonomics
MODULE CONTENT
1. What is Ergonomics?
2. Steps in Office Ergonomics

3. Different types of Equipment/Office Technology
4. Different Factors in Ergonomics
COURSE MATERIALS
Ergonomics (or human factors) is the scientific discipline concerned with the
understanding of the interactions among human and other elements of a system, and the
profession that applies theory, principles, data and methods to design in order to
optimize human well-being and overall system performance.”
Ergonomics is the study of how we interact with our working environment and how these
interactions can be improved so that our wellbeing is maximized.
Steps in Office Ergonomics
1. Understand Office Ergonomics

➢ organizational culture
➢ management, supervision and leadership
➢ teamwork
➢ working patterns and hours
➢ communications
➢ resources
2. Understand Ergonomic Injuries
a. Poor or Awkward Posture

➢ Pain Or Discomfort In The:
➢ Back
➢ Hands, Fingers Or Wrists
➢ Shoulders
➢ Neck
➢ Swollen Or Stiff Joints
➢ Muscle Cramps Or Tightness
b. Working with Computers
c. Environmental Hazards
➢ Unsuitable Lighting
➢ Unsuitable Room Temperature
➢ Insufficient Space
3. Identify Your Ergonomic Challenges
4. Set up Your Workstation
Designing workspaces and workstations means considering ergonomic principles while

taking into account issues around cost, efficiency and the effectiveness of technology. Creating
a workstation for a specific employee means considering that person’s:
➢ body size and shape

➢ posture
➢ muscle strength
➢ freedom of movement
5. Select the Right Equipment
1. Chair – Should offer pneumatic seat-pan height adjustment, a backrest that tilts
backward and forward, backrest tension control and lumbar support.
2. Adjustable workstation – Should offer height adjustability of work surface and have a
large surface with ample room to perform tasks.
3. Keyboard/keyboard tray – Should lie flat and offer slope adjustability to achieve up to ±
15° slope and have a low profile (approximately 1" or 30 mm).
4. Input device – Features should include a long cord for proper placement or wireless,
should move easily and be usable by left- and right-handed users.
5. Monitor – Adjustable brightness and contrast, free from flicker and adjustable tilt.
6. Monitor arm/stand – Should be height-adjustable 27" (69 cm) to 34" (86 cm) above the
seat pan and the weight of monitor should match the weight of the stand or arm.
7. Wrist rest – Should be constructed of compressible or soft material to reduce external

pressure on the wrist and offer a non-friction surface.
8. Headset – Should be digital, rather than analog, and offer a quick-disconnect capability.
9. Footrest – Needs to be height adjustable from 11" (28 cm) to 18" (46 cm).
10. Task lighting – Should offer 75 to 140-foot candles of adjustable lighting and be
asymmetrical to reduce shadows and glare spots.
11. Laptops – Use an external mouse and keyboard for extended periods of computer use
and take regular breaks and change your posture when working for long periods of time.
Different types of Equipment/Office Technology
(A) Guillotine and Shredder;

(B) Photocopier, Risograph (Based On a Stencil-And-Ink System), Scanner, Printer-Laser,
Inkjet, Impact, Plotter;
(C) Computer
(D) Multimedia Devices (Digital Camera, Projector);
(E) Facsimile Machine;
(F) Laminator, Binding Machine;
(G) Labelers.
Different Factors in Ergonomics

1. Proper posture
➢ keyboarding posture
➢ sitting posture
PROPER POSTURE IN THE OFFICE
2. Force
➢ Load
➢ Distance
➢ Joint position
3. Environment
READ:


Green, Cynthia, Entrepreneurship. Singapace Cengage Learning Asia Limited. 2013
Gregorio Francisco Rosas, MBA, CPA; Teofilo de Guzman Aleayda, ED. D.

Ernesto L. Azarcon, PH. D; Cresebeki Gaburno Patnaan, Ph. D. ;Eufronio Morr Tadeo
Pungayan, Ph. D. Entrepreneurship principles and practices. Valencia Educational Supply, First
Edition. 2005
Medina, Roberto G. Entrepreneurship and Small business Management. Rex Book Store, Inc.
1996
WATCH:
https://ergo-plus.com/workplace-ergonomics-benefits/
https://www.officeinteriors.ca/blog/how-to-avoid-common-ergonomic-hazards/
ACTIVITIES/ASSESSMENT
1. Describe the contribution of various types of equipment to office efficiency in order to be

productive in the office
2. Provide compilation of pictures of the different equipment used in the office having the
advance technology and name its function and uses.
3. How ergonomics affects the performances of the employee. Discuss it briefly.
4. Explain the picture below which is an example of office layout. Give the advantages and
disadvantages in the flow of works.

MODULE NO. 3
COMMUNICATION
OVERVIEW:
Communication is giving, receiving or exchanging ideas, data, information, signals or

messages through appropriate media, enabling individuals or groups to persuade, to seek
information, to give information or to express emotions. Communication is usually a two-way
process.
Communication is the interdependent process of sending, receiving, and understanding

messages. This definition implies that the components of the communication process
(discussed later in this section) cannot be examined separately. Rather, the relationship that
exists between the sender and the receiver, as well as the environment of the communication
event, must be viewed as a whole. According to this perspective, if any of the components or
circumstances change (that is, the number of individuals involved in the interaction, the seating
arrangements, or the time of day), the communication event is altered.
LEARNING OBJECTIVES:
1. Discuss what is communication?

2. Enumerate the different channels of communication used in the office
3. Identify factors affecting the flow of communication;
4. Explain the different barriers in Communication
MODULE CONTENT
1. What is communication?
2. What are the channels of Communication?
3. Types of Communication flows?
4. What are the categories of Communication Channels?
5. What are the barriers of Communication?
COURSE MATERIALS
Communication is the activity of conveying information. The word communication has been
derived from the Latin word ‘communis’, meaning to share. It basically involves a sender, a
message and a receiver.

Communication is the lifeline of a business organization. It is essential for realizing the
objectives of an organization.
According to Millet, “Communication is blood stream of an organization”.
A communication channel refers either to a physical transmission medium such as a wire, or to
a logical connection over a multiplexed medium such as a radio channel in telecommunications
and computer networking
Channels
Refers to the amount and immediacy of information that can be transmitted
COMMUNICATION CHANNELS
A communication channel is the medium, mean, manner or method through which a message is
sent to its intended receiver.
a. Oral Communication
Oral channels depend on the spoken word. They are the richest mediums and include face-to-
face, in-person presentations, mobile phone conferences, group presentations, telephone, video
meetings, conferences, speeches, and lectures. These channels deliver low-distortion
messages because body language and voice intonation also provide meaning for the receiver.
They allow for immediate feedback of the communication to the sender. They are also the most
labor-intensive channels in terms of the number of people involved in the transaction. Oral
channels are generally used in organizations when there is a high likelihood of the message
creating anxiety, confusion, or an emotional response in the audience
b. Media Communication
Television broadcasts, web-based communications such as social media, interactive blogs,

public and intranet company web pages, Facebook, and Twitter belong in this growing category
of communication channels. Electronic communications allow messages to be sent
instantaneously and globally. People can talk face-to-face across enormous distances.
Marketing and advertising can be targeted to many different types of customers, and business
units can easily communicate in real time. This is especially important when customers must be
advised of product recalls or security issues.
c. Written Communication
Written communications include e-mails, texts, memos, letters, documents, reports, newsletters,
spreadsheets, etc. (Even though e-mails are electronic, they are basically digital versions of
written memos.) They are among the leaner business communications. With written
communications, the writer must provide enough context that the words can be interpreted
easily. The receiver should be alert for ambiguity and ask for clarification if needed. Written
communications can be carefully crafted to say exactly what the sender means. Formal
business communications, such as job offer letters, contracts and budgets, proposals and
quotes, should always be written.
CATEGORIES OF COMMUNICATION CHANNELS

1. Formal channels
It is an official way of communicating. A formal communication channel transmits information

such as the goals, policies and procedures of an organization. Messages in this type of
communication channel follow a chain of command. This means information flows from a
manager to his subordinates and they in turn pass on the information to the next level of staff.
Some examples include company newsletters, business plans, instructions, annual reports,
agreements, company-wide communications, board presentations etc.
2. Informal channels
It is also an official way of communicating, with somewhat relaxed norms. There may not be a
need for a chain of command or hierarchy in this kind of communication. There will be immense
official communication where such hierarchy or command is not needed, but they happen within
the official framework. Some examples will include conversations on the work floor addressing
queries of team members, lunch time conversations, many of the emails where formal
command is not needed such as someone is seeking some quick information etc.
Under the official environment, both formal and informal channels are used as needed.
3. Unofficial channels
There exists an unofficial mode of communication as well. The employees communicate outside
work environment on topics not related to work. General social, sports, political and personal
communication are unofficial channels. But a manager needs to be aware about the existence
of such a channel and information flowing in them. Many times rumors and gossips also provide
very important information which otherwise will not be available.
BARRIERS TO EFFECTIVE COMMUNICATION
No matter what kind of communication you are using, you will face some barriers to
effectively getting your message across to the recipient. These barriers can be
categorized into four main types of constraints to effective communication: Physical,
psychological, organizational, as well as semantic barriers.
1. Physical Barriers
Of the four obstacles to effective communication, physical barriers have nothing to do

with the communicators themselves. Physical barriers are barriers that are natural
features of the environment within which communication occurs. Generally, physical
barriers will make it more difficult to send a message to the recipient. For example,
verbal communication isn’t very effective when there is a stone wall dividing the
speakers. Communication also becomes more difficult harder the greater the distance
between the people communicating. One of the reasons for this is that there are more
channels available to communicate when the distance is small.
Technology is often used to overcome physical barriers to communication. For

example, if you and the receiver are separated by a physical wall, you might consider
giving each other a phone call or sending each other a text.

When you choose the channel to overcome a physical barrier, you should have an
intimate understanding of the advantages and disadvantages of that communication
channel.
2. Psychological Barriers
This barrier is caused by the sender and the receiver, and is a result of the respective
psychological states of the communicators. Just as there can be physical distance
between communicators, so can there be psychological distance. This can cause the
communicators to filter out parts of the messages they receive or to add to the
messages, creating misunderstandings in the process. They might not retain what
they hear, and they might not pay attention, making the communication considerably
less effective than it would otherwise have been.
3. Organizational Barriers
For communication to be effective within an organization, the right organizational

structure should support that communication. In this sense, the traditional
organizational hierarchy doesn’t work well. Each manager receives information from a
single point of contact, namely the manager or supervisor beneath that person; this
person passes on that message to only one other contact. If the hierarchy becomes
too large, it will be difficult to pass the right information at the right time to the right
person, using the right medium. In other words, it will be a large scale example of the
game of ‘telephone.' The organizational structure can also affect how capable the
employees are of communicating their needs to the higher-ups in the organization.
4. Semantic Barriers
The study of semantics is the study of symbols, signs, and their meanings, as used in
communication. Semantic barriers occur when the symbols used in a message aren’t
well understood by the recipient or are understood in a way that is difficult from what
was intended. The figures, signs, and words used to communicate can only be
interpreted by the receiver, using the receiver's knowledge and experience; in some
situations, this process may create doubt. In other words, when the language you use
in your message isn’t simple enough for the receiver to understand the message, then
you should that expect some misunderstandings may occur. Many people can
interpret the same message in ways that differ from each other, because the
interpretations are based on the recipients' level of education, knowledge,
background, as well as on their experience.
Interpersonal Skills in Communication
Interpersonal skills refer to the ability to communicate or interact well with other people. In
business lexicon, it means the set of abilities enabling a person to interact positively and work
effectively with others.
It is the process by which people exchange information, feelings, and meaning through verbal
and non-verbal messages: it is face-to-face communication.
Components of Interpersonal Skills in Communication
TYPES OF COMMUNICATION FLOWS
1. Downward communication:
Communication in the first place, flows downwards. That is why, traditionally this direction has
been highlighted or emphasized. It is based on the assumption that the people working at higher
levels have the authority to communicate to the people working at lower levels. This direction of
communication strengthens the authoritarian structure of the organization. This is also called
Down Stream Communication.
Limitations of Downward Communication:
(i) Distortion/Dilution:
Quite often the communication originating at the highest level gets distorted or diluted on the
way to the lower levels. Sometimes the messages may get lost. It has to be ensured that the
receiver fully understands the purport/ instructions/directions coming from above. This requires
an efficient feedback system.
(ii) Delay:
Another drawback of downward communication is that often it becomes time-consuming. The

more the levels the greater the chances of delay. That is why sometimes managers choose to
send their massages directly to the person concerned.
(iii) Filtering:
Sometimes managers may withhold some valuable information from the employees. In such a
situation the employees become frustrated, confused and powerless. This may spoil the
employer-employee relationship.
2. Upward communication:
The function of upward communication is to send information, suggestions, complaints and

grievances of the lower level workers to the managers above. It is, therefore, more participative
in nature. It was not encouraged in the past, but modern managers encourage upward
communication. This is a direct result of increasing democratization. This is also called Up
Stream Communication.
Limitations of upward communication:
(i) Psychological:
Certain problems, primarily of psychological nature, may come up in upward communication.
(ii)Hierarchical:
Many managers do not like to be ‘told’ by their juniors. They may not be patient enough to listen
to them or may even suppress the message sent to them from below. In such a situation the
employees may feel let down.
Ways to Overcome the Limitations—Ombudsperson:
In order to tide over such problems an Ombudsperson plays an important role. The concept of
Ombudsman or Ombudsperson was first used in Sweden to go into the complaints of lower
level employees against government officials or agencies.
Now a number of companies in many countries have established positions for persons to
investigate employees, complaints and grievances. An Ombudsperson, therefore, effectively
mediates between the employers and the employees and smoothens upward communication.
3. Lateral or horizontal communication:
This type of communication can be seen taking place between persons operating at the same
level or working under the same executive. Functional managers operating at the same level, in
different departments, through their communication, present a good example of lateral
communication. The main use of this dimension of communication is to maintain coordination
and review activities assigned to various subordinates.
Occasions for lateral communication arise during committee meetings or conferences in which
all members of the group, mostly peers or equals, interact. The best example of lateral
communication can be seen in the interaction between production and marketing departments.
4. Diagonal or crosswise communication:
Diagonal or crosswise communication takes place when people working at the same level
interact with those working at a higher or lower-level of organizational hierarchy and across the
boundaries of their reporting relationships.
Advantages of diagonal communication:

1. Coordination:
This crosswise communication serves the important purpose of coordination through informal
meetings, formal conferences, lunch hour meetings, general notices etc.
2. Practicable:
As we know not all communication takes place strictly on the lines of organizational hierarchy,
i.e., downwards or upwards.
3. Morale boosting:
By providing opportunities to lower level workers to interact with managers in informal meetings
it gives their morale a boost and further commitment to the organization. More and more
organizations are now encouraging crosswise communication and building up bonhomie.
Limitations:
1. Fear of infringement:
The superior may feel it an infringement that his subordinate has been given undue importance
and that he has been by passed.
2. Resistance to compliance:
The superior may not implement the suggestion as he has not been consulted.
3. Anarchy:
The lack of accepted procedures may lead to internal anarchy and external animosity.
ASSESSMENT/ACTIVITIES
1. How communication affects the production of work among the office. Discuss briefly
2. Give an example of different barriers in communication.
3. Give the advantages and disadvantages of poor communication in the office.
4. Explain in your own word. What are the proper strategies to deal to communicate with the
employees which will lead them to become productive in the office
5. EXPLAIN THE DIAGRAM BELOW

MODULE NO. 4
INFORMATION MANAGEMENT SYSTEM
OVERVIEW:
Management information systems (MIS) is a changing and challenging field. Modern businesses
can’t survive for long without using some sort of MIS to manage massive amounts of data, and
there are plenty of opportunities to study or work in the discipline. In this article, we’ll cover what
is happening with MIS in both business and academia. You’ll learn about what constitutes an
MIS, their origin and evolution, their capabilities, and also gain insights from experts in the field.
A Management Information System is an information system used for decision-making, and for
the coordination, control, analysis, and visualization of information in an organization. The study
of the management information systems involves people, processes and technology in an
organizational context
In business, management information systems (or information management systems) are tools
used to support processes, operations, intelligence, and IT. MIS tools move data and manage
information. They are the core of the information management discipline and are often
considered the first systems of the information age.
MIS produce data-driven reports that help businesses make the right decisions at the right time.
While MIS overlaps with other business disciplines, there are some differences:
• Enterprise Resource Planning (ERP): This discipline ensures that all departmental
systems are integrated. MIS uses those connected systems to access data to create
reports.

• IT Management: This department oversees the installation and maintenance of
hardware and software that are parts of the MIS. The distinction between the two has
always been fuzzy.
• E-commerce: E-commerce activity provides data that the MIS uses. In turn, the MIS
reports based on this data affect e-commerce processes.
LEARNING OBJECTIVES:
1. Define the meaning of information Management System

2. Identify the different characteristics of an information management system.
3. Outline the different procedures in dealing of inactive files
4. Explain the use of filing equipment and supplies in records and information management;
5. Explain the importance and use of electronic and manual reminder systems.
7. Discuss the importance of information management system.
8. Identify the different digital technologies used in the Office and Business
MODULE CONTENT
1. What is Information Management System?

2. Different Characteristics of Information Management System?
3. Different Procedures on Inactive files
4. Filing Equipment and supplies
5. Importance of Information Management system
6. Different digital technologies
COURSE MATERIAL
What is Information Management System
are tools used to support processes, operations, intelligence, and IT. MIS tools move data and
manage information.
is a computer system consisting of hardware and software that serves as the backbone of an
organization's operations.
is the study of people, technology, organizations, and the relationships among

them. MIS professionals help firms realize maximum benefit from investment in personnel,
equipment, and business processes. MIS is a people-oriented field with an emphasis on service
through technology.
Information management is the management of organizational processes and systems that

acquire, create, organize, distribute, and use information. According to a process view of
information management, IM is a continuous cycle of six closely related activities:
• identification of information needs;

• acquisition and creation of information;
• analysis and interpretation of information;
• organization and storage of information;
• information access and dissemination;
• information use
Characteristics of Information Management system
1. Relevance of Information
2. Accuracy and Reliability of Information
3. Usefulness of Information
4. Timeliness of Information
5. Completeness of Information
Different Information management Systems
1. Data input/data storage

2. Database management system;
3. Processing: batch and real time;
4. Retrieval of information;
5. Compressing (zipping) files for storage;
6. Archiving
Characteristics of an effective records management
1. Access Protocols;
2. Security: Physical And Password;
3. Accountability
4. Expansion
Methods and Procedures for Dealing with Inactive Files:
➢ Use Of Microfilming;
➢ Retention Periods;
➢ Disposal Of Files;
➢ Archiving;
➢ Backing Up To External Storage Media;
➢ Electronic Documents and Records Management System.
Filing of Equipment and Supplies
1. Filing Cabinets And Folders; Index Cards;

2. Minute Sheets;
3. Charge-Out Cards;
4. Dividers;
5. Treasury Tags;
6. Fasteners;
7. Microfilm, Microfiche;
8. External Storage Media
9. Tickler files
10. Diaries
11. Calendars(Electronic/Manual)
Different Resources in Information Management System
1. Adding Machines;
2. Computers;
3. Printers; Scanners; Copiers.
4. Software Resources
5. Accounting Packages;
6. Spreadsheet Packages.
Importance of inventory management:
1. Prevention Of Pilferage;
2. Control Of Inventory;
3. Signaling Of Market Trends;
4. Availability Of Capital;
5. Optimization Of Storage Space;
6. Just-In-Time (Jit).
Different Digital Technologies
a. Tape Recorder
b. Digital recording technology
c. Office Business Systems technology
d. Speech Recognition e technology
e. Mobile digital Dictation Technology
f. Flexible dictation device such as Machine transcription
The six components that must come together in order to produce an information system are:
1. Hardware: The term hardware refers to machinery and equipment. In a modern information
system, this category includes the computer itself and all of its support equipment. The
support equipment includes input and output devices, storage devices and communications
devices. In pre-computer information systems, the hardware might include ledger books and
ink.
2. Software: The term software refers to computer programs and the manuals (if any) that
support them. Computer programs are machine-readable instructions that direct the circuitry
within the hardware parts of the system to function in ways that produce useful information
from data. Programs are generally stored on some input/output medium, often a disk or
tape. The "software" for pre-computer information systems included how the hardware was
prepared for use (e.g., column headings in the ledger book) and instructions for using them
(the guidebook for a card catalog).
3. Data: Data are facts that are used by systems to produce useful information. In modern
information systems, data are generally stored in machine-readable form on disk or tape
until the computer needs them. In pre-computer information systems, the data are generally
stored in human-readable form.
4. Procedures: Procedures are the policies that govern the operation of an information system.
"Procedures are to people what software is to hardware" is a common analogy that is used
to illustrate the role of procedures in a system.
5. People: Every system needs people if it is to be useful. Often the most overlooked element
of the system is the people, probably the component that most influence the success or
failure of information systems. This includes "not only the users, but those who operate and
service the computers, those who maintain the data, and those who support the network of
computers."
6. Feedback: it is another component of the IS, that defines that an IS may be provided with
feedback (Although this component isn't necessary to function).
TYPES OF INFORMATION MANAGEMENT SYSTEM
1. Management Reporting System
A management reporting system is a database designed to report on the finances and

operations of all levels of management in an organization. A company's management
reporting system is commonly used by middle managers to generate regular reports
comparing current and past financial performance to determine financial growth and to track
how the middle managers themselves are performing. Upper management uses the data
generated by the reporting system to compare the company's current financial position and its
efficiency of operations against its predetermined goals for the company.
2. Process Control
A process control system monitors a business's physical or industrial processes such as metal
fabrication, petroleum processing or automobile assembly. The control system is constantly
collecting data and is programmed to generate regular reports on system performance. A
manager looks to the process control reports to tell how often, over the course of a set period
of time, a particular event occurs during the production process, or how often over that period
of time the company deviated from a repetitive production process. This information is key to
tracking the overall efficiency of production and the safety of machinery and employees.
3. Sales and Marketing
A sales and marketing system supports management in executing and tracking the
effectiveness of the organization's sales and marketing functions. These include:
➢ developing products
➢ forecasting sales
➢ compiling and tracking the advertising outlets and schedules
➢ managing distribution channels
➢ pricing, discounts and promotions

➢ implementing effective advertising and sales promotions
Reports also tell managers which items are selling and which aren't and how well each
individual product in the company's inventory is selling at each retail location.
4. Inventory Control
The inventory control system tracks everything having to do with inventory, including sales,
spoilage, theft, and inventory on hand, which allows management to determine when
individual items are getting low and need restocking, either in the company's warehouse or in
any of its individual retail locations. It tracks movement of inventory into the warehouse, from
warehouse to store, store sales and returns.
5. Accounting and Finance
An accounting and finance system tracks an organization's assets and investments and
compiles all data for financial reporting required by law for such functions as payroll, federal,
state, and local taxes and pension funds. This system provides all the reports necessary for
periodic financial audits and annual reports if the organization or institution produces them.
The accounting and finance system also facilitates the daily posting of routine transactions
such as sales income, returns and bank deposits and transfers. All monthly financial
statements, such as the balance sheet and the profit and loss statement, are generated from
this system. These statements are necessary for middle and upper managers to track current
financial success against past performance and against predetermined goals for future
growth.
6. Human Resources
A human resources information management system supports the daily management and
tracking of employees and recruiting. These systems track some financial elements of human
resources that overlap the accounting and finance system such as payroll, benefits and
retirement, but the human resource system is much more than that. It can streamline
communication between employees and HR by providing an electronic hub for HR policies,
legal compliance notices and mandatory training events. It can automate employee
timekeeping, track work attendance, calculate available and used leave and let employees
request vacation or sick leave, all without a manager's physical involvement. The recruiting
function is also automated through the human resources management system through
resume collection and analysis for identifying qualified potential hires.
7. Office Automation/Enterprise Collaboration
An office automation, or enterprise collaboration, information management system enables

managers to control the flow of information throughout the organization. Any electronic
communication device or medium used in the organization by managers to communicate with
other managers, with their employees, or for employees to communicate with each other falls
under the umbrella of the office automation information system. These devices and media can
include land-line phones, cell phones, Internet, Intranet, multimedia, voice mail and email, file
sharing and video conferencing.

READ:


Green, Cynthia, Entrepreneurship. Singapace Cengage Learning Asia Limited. 2013
Gregorio Francisco Rosas, MBA, CPA; Teofilo de Guzman Aleayda, ED. D.

Ernesto L. Azarcon, PH. D; Cresebeki Gaburno Patnaan, Ph. D. ;Eufronio Morr Tadeo
Pungayan, Ph. D. Entrepreneurship principles and practices. Valencia Educational Supply, First
Edition. 2005
Medina, Roberto G. Entrepreneurship and Small business Management. Rex Book Store, Inc.
1996
WATCH:
https://study.com/academy/lesson/what-are-information-systems-definition-types-
quiz.html
https://www.youtube.com/watch?v=Y3zoHFdzQbs
ACTIVITIES/ASSESSMENT:
1. Explain the effect of modern technologies in the information management system?
2. List down the different media or technology used today by the different company and indicate
their functions/usage.
3. How important does information management systems in the operation of the

businesses/company?
4. Explain the diagram below.


Im With Final Content in Business Office Systems and Tech Ver1

Uploaded by

Document Information

Original Description:

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Im With Final Content in Business Office Systems and Tech Ver1

Uploaded by

Copyright:

Available Formats

Republic of the Philippines

POLYTECHNIC UNIVERSITY OF THE PHILIPPINES

ASST. PROF. ZENAIDA S. BONAOBRA

2 ENTR 20113 BUSINESS OFFICE SYSTEMS AND TECHNOLOGIES

Office systems are a continuation of several procedures integrated together in such a

BUSINESS OFFICE SYSTEM

Computer Operations & Technologies Resources:

Physical office system

Management’s office system

4 ENTR 20113 BUSINESS OFFICE SYSTEMS AND TECHNOLOGIES

Office-system includes training unforeseen issues, such as leaves of absence or potential

1. Define Office, Business Office System & Business Technology.

1. What is An Office System?

5 ENTR 20113 BUSINESS OFFICE SYSTEMS AND TECHNOLOGIES

ROLE AND FUNCTION OF BUSINESS ACTIVITY

2. Distribution and exchange of goods and services

6 ENTR 20113 BUSINESS OFFICE SYSTEMS AND TECHNOLOGIES

DIFFERENT FORMS OF ECONOMIC DISTRIBUTION

c) Negative reciprocity occurs when there is an attempt to get someone to exchange

d) Redistributive Exchanges is the accumulation of goods by one person or central power

DIFFERENT FORMS OF EXCHANGE

Data collection is the process of gathering and measuring information on variables of

Methods of Collection of Data

Observation is a systematic and deliberate study through eye, of spontaneous occurrences at

A questionnaire consists of a set of questions printed or typed in a systematic order on a form

4. Collection, processing and storage of data electronic

FUNDAMENTALS OF DATA PROCESSING

9 ENTR 20113 BUSINESS OFFICE SYSTEMS AND TECHNOLOGIES

2. Mechanical processing – This is done by use of a mechanical device or very simple

IMPORTANT DATA PROCESSING TOOLS

2. Statistical Tools –SAS (STATISTICAL ANALYSIS SYSTEM) etc. are statistical

REASONS FOR DISSEMINATION

Information is often disseminated in order to educate, explain or promote a concept, process or

6. Organizational management and legal control.

The six major purposes of controls are as follows:

c) Controls make organizations effective. Organizations need controls in place if they

d) Controls make organizations efficient. Efficiency probably depends more on controls

11 ENTR 20113 BUSINESS OFFICE SYSTEMS AND TECHNOLOGIES

An organizational structure is a grouping of a company's employees delineating each worker's

PARTS OF THE ORGANIZATION STRUCTURE

FOUR BASIC ELEMENTS OF ORGANIZATIONAL STRUCTURE

1. Functional Organization Structure

2. Divisional Structure Based on Products

3. Matrix Structure Combines Functional and Divisional Models

12 ENTR 20113 BUSINESS OFFICE SYSTEMS AND TECHNOLOGIES

A flat organizational structure attempts to disrupt the traditional top-down

NATURE OF THE BUSINESS

➢ Regular Process: It is an activity which is performed repeatedly to generate profit.

1. Service: An activity performed to earn money through customer satisfaction is known as

2. Merchandising: Merchandising means procurement of goods from manufacturers or

13 ENTR 20113 BUSINESS OFFICE SYSTEMS AND TECHNOLOGIES

MAIN OBJECTIVES OF OFFICE LAYOUT

1. Effective utilization of available floor space and smooth flow of work.

2. Both power and telephone service is made available whenever necessary.

3. Office supervision is made more easy and convenient.

4. Good working conditions should be provided to each employee

7. Employee’s satisfaction should be the outcome of proper office layout.

8. There should be a free flow of communication among employees.

17. Staff doing confidential work should be provided adequate privacy.

14 ENTR 20113 BUSINESS OFFICE SYSTEMS AND TECHNOLOGIES

19. Adequate safety of valuable documents and records should be ensured.

ADVANTAGES OF AN EFFICIENT OFFICE LAYOUT

1. No waste of time and energy of office personnel.