Module 1 THE MODERN OFFICE ENVIRONMENT

THE MODERN OFFICE: AN OVERVIEW

• The changing roles of office professionals in the modern office is the effect of rapid
and continual technological developments especially in office equipment systems.

• These many technological advancements in office machines will not eliminate the
need for competent office workers, who will work hand in hand with the
management team to attain the company’s vision and mission.

• The truth is that advancement in technology has just freed office workers from
many time-consuming routine tasks so that they be able to better do their jobs.

TECHNOLOGICAL ADVANCEMENT IN THE MODERN OFFICE

• The emergence of word processing software features has expedited the

processing of written communication with speed and accuracy.

• You may now retrieve information from computerized file without having to leave
the work station.

• Desktop computer, sophisticated software with logical and mathematical

computing capabilities have greatly streamlined and speeded handling of financial
and other office reports.

• High-tech copying equipment enables office workers to handle increased

paperwork with relative ease.

• Highly sophisticated telecommunications equipment systems are now available to

facilitate and speed oral business communication locally and around the globe.

• And, many more electronic devices have tremendously increased the input and
output capabilities of office workers and markedly decrease turnaround time.
WHAT IS AN OFFICE?

- It is the nerve center of a modern business enterprise where the day-to-day

happenings of the business are being planned, recorded and processed.
- It is the show window of the business enterprise which serves as the reflection of
the company’s image.

WHAT IS A BUSINESS ENTERPRISE?

- Is an organization by means of which the capital, talents, ideas, skills and physical
exertion of efforts of a host of individuals are coordinated to produce salable goods
and/or services in order to attain their further objectives.

Host of Individuals & INPUT OUTPUT

Objective Contribution Production

Owner Capital/funds Goods/services

profit Ideas

Office worker Knowledge/talents/skills/physical Goods/services

Salary/wages effort

WHAT IS A BUSINESS ORGANIZATION?

- It is an association formed towards the attainment of a predetermined objectives

which involves the seven essential ‘M’ elements of business.

WHAT ARE THE SEVEN ELEMENTS OF A BUSINESS ORGANIZATION?

(Also known as the 7 Essential M’s of Business)
1. Manpower-human factor, physical exertion of human efforts
2. Money-cash, capital, funds
3. Machinery modern technology, equipment
4. Methods-techniques, strategies, approaches, technical factor
5. Market the transferring of goods and services from the producer to the consumer
6. Minute-this refers to time management because time is the most precious
commodity in business
7. Man- Saver, which refers to the ultimate solution to many of man’s business
problems, which is just a prayer away. If all the other means have failed, God has
the answer!
WHAT IS AN OFFICE STAFF?

- Is the backbone of a business organization. It is composed of the office workers

who create, collects process, use, store, and provide business information to
achieve the company goals.

WHAT IS BUSINESS INFORMATION?

- It consists of all the data needed by business, which determine its objectives and
the means of accomplishing them.

- It provides a basis for organizing the work force in a profitable manner and for
motivating office workers to achieve the planned objectives by means of effective
and efficient processing of business information.

WHO ARE THE OFFICE WORKERS?

- They are the members of the office staff who expedite the day-to-day operations
of the company.
- They help company executives, department managers, supervisors, and fellow
workers meet their responsibilities and achieve company’s goals.

WHAT ARE THE FACTORS YOU HAVE TO CONSIDER WHEN CHOOSING THE KIND
OF BUSINESS ENTERPRISE, YOU WANT TO BE CONNECTED WITH IN THE
FUTURE?

There are different factors to be considered when you are hunting for a job. One of which
is the kind of business that most companies are engaged in.

Your choice will depend mainly in your:

1. Field of interest
2. Training
3. Educational attainment
4. Health
5. Values in life
6. Location
7. Opportunities for advancement
8. Salary and other benefits
WHAT ARE THE ADVANTAGES OF OFFICE WORK?

1. Attractive salaries and wide range of benefits.

2. Many industries are expanding, thereby requiring more office workers.
3. There are more and better opportunities for advancement.
4. Jobs are everywhere. It is in demand here and abroad.
5. Office work is pleasant and prestigious.
6. Positions are open to all, both male and female.
7. Civil service and military opportunities are available.
8. Around-the-clock schedules are availed.
9. Part-time jobs and remote employment (Refer to the topic on New Trends in Office
Employment) are available.
10. Jobs are tailored to temperament.

WHAT ARE THE MOST COMMON FORMS OF BUSINESS ORGANIZATION?

1. SINGLE OR SOLE PROPRIETORSHIP- ownership is vested in one person.

Owner is called the proprietor. This form of ownership is small and is readily
established under the control of the man.

2. PARTNERSHIP- is a medium sized business organization where two or more

persons bind themselves to contribute money, property, or labor a common fund
with the intention of dividing the profits and/or losses among themselves. Owners
are called partners.

3. CORPORATION- is an artificial being, created by operation of law, having the right

of succession and the powers, attributes, and properties expressly authorized by
law or incident to its existence. Owners are called stockholders.

WHAT ARE THE SIZES OF BUSINESS ORGANIZATION?

1. Small organization (mostly sole proprietorship)

2. Medium-size organization (many are partnerships)
3. Big or large organization (generally corporation)
WHAT ARE THE DIFFERENT KINDS OF BUSINESS ENTERPRISE?

1. Production 8. Banking
2. Marketing 9. Medical
3. Advertising 10. Real Estate
4. Insurance 11. Financing
5. Education 12. Legal
6. Publishing 13. Construction
7. Telecommunication 14. Hotel & Restaurant
You may now decide in what kind of business enterprise you want to work in the future.

WHAT ARE THE BASIC SKILL REQUIREMENTS FOR ANY KIND OF JOB?
1. Legible Handwriting
2. Skill in Communication (Oral and Written English Proficiency)
3. Figure Know-how (Computation and Mathematical Skill)
4. Skill in Human Relations
5. Methodical Use in Notes

WHAT ARE THE SPECIFIC SKILL REQUIREMENTS FOR OFFICE JOB?

1. Skill in the use of computer (software and hardware proficiency)
2. Skill in the operation of the different automated office machines like computer, fax,
internet, answering machine, adding machines, calculator, copier, mimeographing
machines, etc.
3. Skill in typing or keyboarding
4. Skill in shorthand or speedwriting (symbols or alphabet shorthand)
5. Skill in the performance of the various office procedures like filing, telephone
techniques, visitors handling, e-mail handling, travel arrangement, etc.
6. Skill in communication (oral and written English proficiency)
7. Skill in computing and basic mathematical procedures
8. Skill in human and customer relations

WHAT ARE THE 8 CATEGORIES OF OFFICE CAREER & JOB CLASSIFICATIONS

UNDER EACH CATEGORY?

1. Business Data Processing-Computer Technology

a. Word Processor
b. Data Encoder
c. Programmer
d. System Analyst
 2. Office Administration, Secretarial, Stenographic, and related occupations
a. Executive Assistantship (Executive Assistant, Administrative Assistant)
b. Secretarial (legal, medical, technical, general)
c. Stenographer (company stenographer or court stenographer)

3. Encoding, Typing and related occupations

a. Encoder
b. Clerk-typist

4. Filing and related occupations

a. Filing Clerk

5. Computing and Bookkeeping

a. Cashier
b. Accounting Clerk
c. Bookkeeper
d. Payroll Clerk

6. Maintenance and related occupations

a. Machine Technician
b. Sanitation Engineer/Janitor
c. Electrician
d. Building Maintenance

7. Information and message Distribution

a. Messenger
b. Telephone Operator
c. Receptionist
d. Information Paging Specialist

8. Miscellaneous Clerical Occupation

a. Bank Clerk
b. Stock Clerk
c. Checker

DUTIES AND RESPONSIBILITIES OF OFFICE WORKERS

1. ADMINISTRATIVE DUTIES- include the ability

a. To manage your work and time
b. To get along with others in the office
c. To locate business information quickly
d. To receive and entertain visitors
e. To make appointments
f. To arrange meetings and conference
 g. To check availability of office supplies
h. To make travel arrangements

2. COMMUNICATIONS- include the ability…

a. To handle mail traditionally through postal mail and electronically using the e-
mail
b. To use mailing services
c. To handle telephone calls
d. To handle other methods of telecommunications like fax, internet, e-mail,
paging services, use of answering machine, etc.
e. To compose and format business letters

3. RECORDS MANAGEMENT- includes the ability…

a. To do basic filing and finding systems
b. To have some knowledge of records control
c. To use the computer for records management

4. PROCESSING WORD- includes the ability…

a. To encode or type business letters reports and other business papers.
b. To proofread document before reproduction (proofreading- is the act of reading
a printed documents to find and correct errors)
c. To take and transcribe dictation
d. To use the word processing machine, such as the computer and the internet,
and other emerging technology for business use.

5. REPROGRAPHICS- includes the ability…

a. To operate the various copying and duplicating procedures and should know
which process is best suited for each reproduction job.

6. COMPUTING, ACCOUNTING, AND DATA PROCESSING- include

a. Basic ability to calculate
b. Handling banking transactions
c. Ability to keep financial records
d. Basic knowledge of data processing which involves taking unorganized facts
and arranging them in such a way as to obtain the desired information with the
use of high-speed electronics equipment like computer machines.
 EMERGING TRENDS IN OFFICE EMPLOYMENT

REMOTE EMPLOYMENT

• This kind of employment is also known as remote work or telework.

• This is a new trend which refers to any working arrangement where the employee
performs some significant portion of his/her work from some work site other than
the employer’s central office-typically from the employee’s home, thereby
substituting information technologies for commuting time.
• This kind of employment is the answer to the growing traffic problem in many work
sites, where a lot of precious time are wasted in the traffic.
• Remote workers include a wide variety of knowledge and skilled workers, e.g.,
accountants, architects, attorneys, bookkeepers, claims adjusters, computer
programmers, engineers, estimators, graphics artists, journalists, technical
researchers, technical writers, telemarketers, transcriptionists, administrative and
executive assistants, and many more.
• Depending on the conditions of work, the business relationship between the
company and worker may be employer-employee or employer-contractor.
• Contractors generally provide their own equipment, communication lines, have
different performance evaluations, and set their own hours.

ALTERNATIVE WORK ARRANGEMENT

• This refers to any flex-work arrangement where a worker works part-time or

compressed schedules (flex-time) or at a remote site not owned by the company
or a site of the worker’s choosing (flex-place or flex-space or personal harbor) or
job-sharing.

TELECOMMUTING

• Communicating, collaborating, and working while geographically separated from

the central office via electronic devices such as faxes, internet, videoconferencing,
with the use of computers and moderns.
• The term ‘telecommuting’ was coined over twenty years ago.
• Telecommuting is more relevant to periodic remote employment, where the
employee spends time in a central office and occasionally “telecommutes” there.
See Gil Gordon Associates, a center for telecommuting information. Visit its
website in the internet.
TELEPRESENCE

• This is virtual reality, which is just like being there.

• Several technologies enable varying degrees of telepresence, from mail to phones,
video conferencing, and virtual reality.
• Smell vision is still s research area, where you can actually smell and see the
person you are communicating with over the computer screen.

TELEWORK CENTERS

• When employees work remotely from a central site but not at their home, instead
at a satellite center.
• The center may be owned by one employer or space rented to permanent, migrant,
or occasional workers (called hoteling).
• Executive office suites are a variant where businesses share secretaries, meeting
rooms, etc. Incubators are variants of these where new business are provided
additional services including business advice when getting off the ground. Airlines
provide a variant for nomadic workers via a membership fee at airports (e.g.,
Admiral’s Club).

VIDEOCONFERENCING

• When individuals or groups meet together at the same time but at different sites
and can see and hear each other.
• Two-way, broadcast (as in M-Bone), and multi-way conferences are supported
but for differing technologies or costs.
• Videoconferencing is related to audioconferencing which only is far more
pervasive today. See section of Internet Tool Survey on video-conferencing.
Explore this info on the internet.

VIRTUAL

• A logical abstract surrogate or simulated function. Opposite of real or physical.

Examples include
• Virtual memory * Virtual meeting room
• Virtual reality * Virtual pet office building
• Virtual environment for training * Virtual tour of Ireland.
• Virtual classroom * Virtual clipping service
• Virtual laboratory * Virtual space
VIRTUAL ORGANIZATION

• It almost always involves physical distance between employees or operating

teams, but sometimes it involves security boundaries (e.g., firewalls) or legal
boundaries (e.g., ownership of intellectual property co-produced by member
organizations in a virtual enterprise).
• Includes both virtual offices and virtual enterprise. This term could also be applied
to standard bodies, consortia, and research projects.
• Some virtual organizations are aggregate composites of a number of real
organizations.

VIRTUALOFFICE

• This is also known as virtual company and virtual corporation.

• A permanent corporation or partnership containing a significant number of remote
workers.
• The Virtual Office fulfills all of the roles of the traditional, centralized office (e.g., it
has corporate offices, owns intellectual property, has employees, pays taxes)
although the employees work at home offices and collaborate for the most part
electronically with occasional to no physical contact with other employees.
• See via the internet more information about Advocates for Remote Employment
and the Virtual Office (AREVO).
• Virtual offices are typically corporations (legal, logical entities) and corporations
typically are not defined with respect to geographic locality of employees.
• Virtual offices are a matter of degree since even in conventional offices, many
business relationships are necessarily maintained across distributed
environments, for instance, customers and suppliers are located at different sites,
project co-workers are often located in different divisions, and the CEO’s
• Speech may be via videotape.
• In both traditional and virtual office’s, the organization mission remains the same,
but some business procedures change in the latter to accommodate collaboration
at a distance.
• A virtual office procedure is dynamic, interactive VRML model of an office where
drawers of filing cabinets pull out, the calendar or clock, and the phone rings can
be viewed.

VIRTUAL ENTERPRISE

• An assembly of best-of-class geographically distributed individuals and/or

organizations assembled an “enterprise” for the purpose of solving a specific
problem or creating a product.
• The Virtual Enterprise may disassemble after completing its mission (but often
does not), because many of them would continue to explore other business
opportunities.
 • For a more detailed information, see NIIIP definition of Virtual Enterprise via the
internet.
• Anti-trust rules apply to limit unfair competition and some virtual enterprises limit
technology they produce to pre-competitive technology or reference
implementations leading to standards, available to all member organizations.
• Generally, technology needed by a virtual enterprise is similar to that needed by a
large central enterprise except in some respects:
• Virtual enterprises are often virtual offices (distributed environments)
• They face the added requirement of controlling the sharing of intellectual
property across organizational boundaries
• They may be ephemeral (temporary)

VIRTUAL TEAM

• By the extension from the term virtual office, a virtual team is one that is
constructed for some mission where members are geographically distributed.
• Both virtual office and virtual team are similar in that they both involve distributed
membership, will need similar infrastructure, and will involve planning and
executing a mission in a resource-constrained environment.
• Where a virtual office is relatively permanent with a long-term mission, relatively
stable membership, relatively stable resources, and a shared context (corporate
culture) that may take months or years to put in place, a virtual team:
• May add of lose members fairly dynamically
• The shared context must be transmitted as quickly as possible
• And the situation is subject to rapid change.

These emerging trends might at first seem like they require:

• breaking down communication barriers (boundaries)
• and putting in place a collaborative environment quickly but it more likely means
having a fairly well understood environment that is modular in structure, rapidly
configurable to meet widely differing needs, and shall continue to evolve as
situations and priorities change and when available technologies continue to
improve and become available.

HANDLING AUTOMATED MACHINES IN A MODERN OFFICE

LEAVING MESSAGES ON AN ANSWERING MACHINES

An answering machine is just like a telephone. It features the dual cassette for
incoming and outgoing messages, remote playback, incoming tape cut-off and machine
incorporated in the telephone instrument. It connects into an ordinary power socket and
into your telephone system.
1. If you have to leave a message on an answering machine, the notes you have made
about what you want to say will be of great help to you.
2. State your name, telephone number, and the subject or the reason for your call.
3. Indicate also the date and time of your call. It will serve as reference and will help the
owner of the answering machine when messages are played back.
4. Include also what you want the receiver of the call to do. For example, if you want the
receiver to call back or wait for you to call again.
5. Make sure names, address, and telephone numbers are very clear, repeat them if
necessary. It is frustrating for the receiver not to be able to respond to the call just
because the information left on the answering machine was not made clear or made
complete by the caller who left the message.

WHEN MAKING PHOTOCOPIES

1. Check the programming is right before your start copying. The person before you may
have left it on A3 when you want A4 copies.
2. If you have a lot of copies to make, copy first just one and check it before setting the
counter to the right number of copies you will need.
3. If you start with the last page the documents it will be collated in the right order as they
come of the photocopier.
4. It is best to remove paper clips and staples from documents before copying the papers.
These wires can damage the glass top of the copier.
5. Provide stapler, staple wire, and paper clips near the photocopying machine. You might
find them useful when bonding related copies together.
6. If you have used correction fluid on a document you want to photocopy, it is best to
check that it has dried before starting to copy to avoid smudges on the glass top of the
copying machine.
7. A photocopier should not stand right next to a wall. There should be adequate space
for ventilation around it.

HANDLING FAX MACHINE

1. Fax is short term for Facsimile. It copies documents transmitted almost anywhere in
the world.
2. Fax messages is sent via the telephone lines to the receiving fax machine and
translated back into the image that human being can understand.
3. Copies of documents, illustrations, diagrams, sketches, photographs, etc can be
transmitted via the fax machine.
4. It required compatible machines at both end of communication channel and linked by
telephone lines.
5. It features automatic dialing, automatic re-dialing if the number is busy, auto-timer
quality printout, transmission and reduction of oversize document.
6. Be sure to file all confirmation copy of fax messages received for future reference.
PAGING MACHINES

1. Paging machines are useful for keeping in touch with people who are often mobile
during the course of their work.
2. There are two types of machines, the machine which can contact you through a beeper
and the radio pager which can contact and talk to you at very great distances.
3. Make your paging message concise, clear, correct, and complete.

TELECONFERENCES

1. Teleconferences can be by phone, in car phone or by closed-circuit television or

computer links.
2. Meeting can follow formal meeting formats or be informal “adhoc” meetings.
3. For formal meetings, preparations are much the same for normal meetings. Charges
are fairly high, so that the meeting needs to be conducted efficiently (no time is wasted)
and effectively (topics covered according to objectives of the conference are
accomplished).
4. The chairman or presiding officer of the teleconference must remember that via
television participants can see each other, but via telephone they cannot.
Consideration needs to be given to keeping all participants informed on what is going
one and keeping the conversation flow in an informative and interesting way.
5. The presiding officer should see to it that no one should monopolize the conversation.
All those involved should be given the chance to say their piece with special attention
to the time limit.

CARE OF THE OFFICE EQUIPMENT

1. Electronic office equipment is not normally sensitive to temperature changes. It is

susceptible to dust and dirt.
2. No smoking, drinking or eating should be followed when that is the rule in using
electronic office equipment.
3. Some equipment can be affected by fluctuations in power supply. An automatic voltage
regulator may be needed.
4. If your equipment does go wrong, take a note of all that happened and everything you
did. It will help the repairman diagnose and repair the fault.
5. When leaving the office, be sure to turn off all office machines, and this include all air-
conditioning units, electric fans and lights for fire prevention.
 GUIDELINES FOR SAFETY IN THE OFFICE

Here are some guidelines that YOU should follow to ensure safety in the workplace:

• Floors
• They should never be so highly polished that one can slip easily.
• If small rugs are on the floor, they should be anchored by rubber pads.
• Large rugs or carpets must be securely fastened to the floor, and any tear must
be member or covered immediately.
• If anything is spilled, it must be quickly moped up. Remember: Floors are
slippery when wet and, therefore, accident prone.

• Electric Cords
• Cords must not be strung across on aisle or block the way between desks or
tables.
• Tripping over cords is one of the most common cause of accidents.

• Fire Hazards
• Avoid octopus wiring of office machine cords. It is a fire hazard.
• Wall sockets must not be overloaded, or short circuits may occur.
• A small fire extinguisher should be standard equipment for every office, but it
must be checked annually for expiration.
• For precaution, make sure to turn off all office machines, electric fans, and air
conditioning units before you leave the office.

• Furniture
• Solid objects are often the cause of accidents.
• Lack of space may cause people to bump into corners of tables and desks.
• Open drawers invite mishaps. Make sure to close drawers after using. Also, pulling
out file drawers too far can result in the entire cabinet’s tipping over unless it is
bolted to the floor.

THE TREND IN A MODERN OFFICE

ENVIRONMENT: WORKING FOR MORE THAN ONE EXECUTIVE

The arrangement whereby the office assistant works for more than one boss is a
fairly new concept.

• It represents a major change in the office administration field and will be

accompanied by changes in office methods and procedures.
• However, the one-to-one relationship still remains in the areas where the amount
of office work justifies one assistant for each executive and at some top
 management levels in some organizations to lend prestige to the executive’s
position.

The practice of assigning and redistributing office work is called the concept of
JOB ENRICHMENT.

1. Job enrichment is the reconstruction of job to give workers more variety, interest,
challenge and sense of accomplishment and higher pay.

2. Under job enrichment program, employees are responsible for the whole units of work
and are encouraged to help solve company problems. Job enrichment is the practice of
having office jobs.

3. Job enrichment is the practice of having office workers perform functions that were
once handled by only one person.

4. Job enrichment calls for a very high level of team effort, cooperation, and
professionalism on the job. Therefore, job enrichment hopes to achieve the objectives of
• prompt and improved services
• reduction in office costs
• upgrading of jobs

AMONG THE POSSIBLE ARRANGEMENT USED FOR ASSIGNING

ASSISTANT TO MORE THAT ONE BOSS ARE THE FOLLOWING:

1. One assistant working for two or more executives of equal rank.

2. One assistant working for two or more executives not of equal rank.

3. One assistant working for everyone within a department or a unit.

4. Two or more assistant responsible for the office work of a specified number of
executives of equal rank, with the assistants assigned to executive on a one-to-one
basis but assisting each other in cooperative way on many jobs. These assistants are
of equal status, one does not work under the other.

5. Two or more assistants assigned to a specified number of executives with the division
of duties based on the nature of the work. The assistants specialize in types of work.
No consideration is given to assigning an assistant to an executive.

6. Two or more assistants responsible for the office work of a specified number of
executives under an arrangement whereby the senior assistants are assisted by other
office workers.
7. Two or more assistants responsible for the office work of everyone with a department
or group.

DO’S and DON’TS when WORKING WITH MORE THAN ONE EXECUTIVE

1) When you work for executive of equal rank, on will be displeased if his or her work
has to wait time and again while you perform the work of another. Do find out the
due dates and do the task accordingly.
2) Do not abuse or impose repeatedly on the executive who is the most
understanding.
3) Do not try smooth out disagreements among the executives of equal rank
concerning demands on your time. Tactfully suggest they the executives work it
out among themselves.
4) Do give highest priority to the work of the top executive in their group, second
priority to the executive next in rank, and so on.
5) Do learn to assess the urgency of the work of the executives, and act on priority
accordingly. Once you discover that some of their work can wait, make your own
judgment without discussing it with anyone and proceed with performing the tasks.
6) Do not volunteer to do work that the other executives are doing or what the
members of the group are performing. Wait for your services to be requested.
• Many problems can arise when you volunteer. For instance, once you start
a task, you must finish it. While you perform this task, someone else’s work
may be waiting.
• Furthermore, you will not have enough extra time to volunteer your services
to everyone. Your cooperative effort to assist a select few could be
misconstrued as favoritism. And this is not good as part of your good human
relations at work.
7) When your work stacks up to the extent that your work must be discussed formally,
the top executive has the responsibility of assessing the total workload and
determining the need for extra help.

MAINTAINING RAPPORT WITH THE GROUP

1. When you work for a group, learn to adjust to as many different types of
personalities you will encounter in the workplace. Do not expect people to fit into
a personality mold. You may like some members of the group better than others,
but do not show it.
2. Be pleasant and cheerful to everyone. Learn each one’s of your different bosses’
personal preferences concerning the work you perform. In fact, make some notes
about personal preferences and refer to them so that you can give each person’s
work the special attention they expect from you.
3. Be a good listener. Since you will receive many of your instructions orally from one
more than one executive, you have to practice being a good listener. Better still,
 do not rely on your memory. Put all instructions in writing. Provide one notebook
for jotting down instructions separately for each executive you work with.
4. Avoid being overly sensitive about criticism. When someone criticizes your work,
apologize and offer to do work over, make sure that you understand how the work
is to be done, and perform the task cheerfully and carefully the second time. It is
all right sometimes to commit mistakes, just make sure you do not repeat the same
mistake.
5. Be considerate and helpful to other members of your group. Problems accompany
action, and you can expect to encounter your share of problems. You will need a
good sense of humor and an optimistic, cheerful attitude to enjoy working for a
group. Realize that your attitude will be contagious. The consideration and
helpfulness that you extend others will be reciprocated accordingly.

ANSWERING THE TELEPHONE FOR MORE THAN ONE EXECUTIVE

1. Offer to take the message. Be alert to get all the important data about the call.
Transfer such information on the message slip and refer the matter to the
concerned executive for appropriate action.
2. Suggest that the called person will return the call. Suggest that the person being
called will return the call and ask for the correct number. Do not forget to remind
the person concerned about the promised return call.
3. Get permission from members of the group who travel to tell callers the days on
which they can expect their calls to be returned. Avoid saying where the members
are. Say when they are expected back in the office and promise that they will return
the call soon after they get back to the office.
4. Make arrangement with the executives you are working with to check at your desk
for telephone messages after they have been away from their desks for a period
of time. This will save the time it would take you to go to their desks to deliver the
messages.
5. If there is no other person to answer your telephone while you are at lunch or you
will be away from your desk for a period of time, arrange for the switchboard
operator to take the incoming calls during your absence. Check with the operator
when you return to your desk.
 FILING SYSTEM WHEN WORKING WITH MORE THAN ONE EXECUTIVE

1. Use a combination of centralized filing and individual files. For instance, you could
maintain a centralized file pertaining to departmental matters, such as company
policies, periodic reports, budget, and other company policy statements. Have
separate individual correspondence files for each executive.
2. Maintain separate correspondence files for three or four executives, you can
increase your filing accuracy by using folders of different colors.

• for example, use BLUE folders or BLUE label for Executive A

• YELLOW for Executive B
• GREEM for Executive C, and
• ORANGE for Executive D

You will find the colored folders or colored labels really helpful when you must
return to file the entire folders of material which have been taken or borrowed.

3. The first time a paper comes across your desk, color code it to indicate which
executive it is for. Consequently, when the paper comes back to be filed you will
not have to read it a second time.
4. Devise some foolproof method of keeping up with materials taken from your files.
Use substitutes cards and out guides if the number of requests for materials from
the files warrants a formal charge-out system.
5. Inform politely other members of your office staff not to get material from files you
are responsible for without your permission, and extend the same courtesy to
them. Just remember the Golden Rule: Do not do unto others what you do not
want others do unto you.
 MODULE 1: WRITTEN ASSESSMENT
THE MODERN OFFICE ENVIRONMENT

Name: ________________________________ Time: __________

1. ________ is the nerve center of a modern business enterprise.

2. ________ is the backbone of a business organization.
3. ________ refers to the data needed by the company to determine its objectives and
the means of accomplishing them.
4. ________ are the people who help executives, managers, supervisors, and fellow
workers meet their responsibilities.
5. ________ is an organization by means of which the capital talents, ideas, skill and
physical exertion of efforts of a host of individuals are coordinated to produce salable
goods or service in order to attain their further objectives.
6. The changing role of office professionals in the modern office is the effect of
__________________________________________________.
7. The many technological advancement in office machines will not eliminate the need for
__________________________________.

ADVANTAGES OF OFFICE WORK

8. ___________________________________________________
9. ___________________________________________________
10. __________________________________________________
11. __________________________________________________
12. __________________________________________________
13. __________________________________________________
14. __________________________________________________
15. __________________________________________________
16. __________________________________________________
17. __________________________________________________

FACTORS YOU HAVE TO CONSIDER WHEN CHOOSING THE KIND OF

BUSINESS, YOU WANT TO BE CONNECTED IN THE FUTURE
18. __________________________________________________
19. __________________________________________________
20. __________________________________________________
21. __________________________________________________
22. __________________________________________________
23. __________________________________________________
24. __________________________________________________
25. __________________________________________________

BASIC SKILL REQUIREMENTS FOR ANY KIND OF JOB

26. __________________________________________________
27. __________________________________________________
28. __________________________________________________
29. _________________________________________________
30. _________________________________________________

SPECIFIC SKILL REQUIREMENTD FOR OFFICE JOB

31. _________________________________________________
32. _________________________________________________
33. _________________________________________________
34. _________________________________________________
35. _________________________________________________
36. _________________________________________________
37. _________________________________________________
38. _________________________________________________

EMERGING TRENDS IN OFFICE EMPLOYMENT

39. _________________________________________________
40. _________________________________________________
41. _________________________________________________
42. _________________________________________________
43. _________________________________________________
44. _________________________________________________
45. _________________________________________________

GUIDELINES FOR SAFETY IN THE OFFICE

46. _________________________________________________
47. _________________________________________________
48. _________________________________________________
49. _________________________________________________
50. _________________________________________________
ENGLISH REFRESHER:

A noun can be the: Examples

Name of person -PJ, Joyce, Jerico, Jaymie, Jeremiah

Name of place -Philippines, Manila, Baguio
Name of things -Computer, bond paper, eraser
Name of condition -Freedom, democracy, alertness

ANALYZE THE SENTENCES BELOW AND UNDERLINE ALL THE NOUNS:

Example: It will take at least one month before our department can submit out analysis.

1. Our school is located in the heart of the city.

2. The modern office is the nerve center of today’s modern enterprise.
3. Keyboarding and computer operation are considered basic skills required for the office
workers.
4. All new office workers are given orientation about the job and the company.
5. All executives want to have an efficient and dependable assistant.