The Workplace –

Constantly Changing
THE EVER-CHANGING WORKPLACE
ECONOMIC GLOBALIZATION
Global interdependence has increased pressure on companies to streamline their operations.
Employees are moving operations where they can operate with lower costs both within and outside the
country or region.
WORKPLACE DIVERSITY
Whether you are preparing to enter the workplace after finishing your studies or you are presently
employed either full- or part-time, the increased cultural diversity of the work environment is likely to be
apparent to you.
OLDER WORKERS
The US labor force is projected to become older. As the Baby Boom Generation (1946-1964) ages, older
workers are expected to become a larger share of the labor force. Individuals over 55 years old are
expected to make up 20 percent of the labor force by 2020. Additionally, it is estimated that by 2050, this
age group will make up 19 percent of the labor force.
THE EVER-CHANGING WORKPLACE
WOMEN IN THE WORKFORCE
For the past four decades, the number of women in the workplace has grown at a fast pace, increasing
from 62.2 million in 1950 to 140.8 million in 2000. However, over the next 50 years, women’s share of the
workforce is expected to remain at around 48%. Without a major increase in productivity, low labor force
growth will lead to slower growth in the economy and to slower of federal revenues.
CHANGING WORKWEEK
Although a number of organizations still adhere to the traditional five-day workweek and 8am to 5pm
hours, the tradition is changing. Some companies have begun to establish flexible hours to accommodate
changing family structures and needs.
Compressed Workweek
With a compressed workweek, employees work the usual number of hours (40) but work fewer than five
days per week.
THE EVER-CHANGING WORKPLACE
Flextime
With flextime, working hours are staggered. Each employee must work the full quota of time but at
periods convenient for the individual and the organization. Flextime helps reduce traffic congestion at the
traditional peak hours and allows employees flexibility in their schedules.
Job Sharing
Under this agreement, two part-time employees perform a job that one full-time employee might hold.
Because full-time benefits are generally not paid to pert-time employees, the company saves on benefit
costs.

PHYSICAL WORKPLACE
The office exists in a number of different forms, with these forms being the virtual office, mobile office, or
home office.
THE EVER-CHANGING WORKPLACE
Flextime
With flextime, working hours are staggered. Each employee must work the full quota of time but at
periods convenient for the individual and the organization. Flextime helps reduce traffic congestion at the
traditional peak hours and allows employees flexibility in their schedules.
Job Sharing
Under this agreement, two part-time employees perform a job that one full-time employee might hold.
Because full-time benefits are generally not paid to pert-time employees, the company saves on benefit
costs.

PHYSICAL WORKPLACE
The office exists in a number of different forms, with these forms being the virtual office, mobile office, or
home office.
THE EVER-CHANGING WORKPLACE
FUTURE WORKPLACE SITES
With the ever-increasing technological capacity of our world, the types of workplaces will likely continue
to expand and other types of workplaces that we do not anticipate today will emerge.
ORGANIZATIONAL STRUCTURES
Principal types of Business Organizations:
1) Sole Proprietorships
2) Partnerships
3) Limited Liability Companies
4) Corporations
5) Nonprofit Organizations
6) Governmental entities
SOLE PROPRIETORSHIP
 A sole proprietor is a single owner of an unincorporated business. The business is owned and controlled by a
single person and all responsibilities, profits, and losses belong to the owner.
PARTNERSHIPS
 It consists of an association of two or more people as co-owners of a business. All profits and losses are
distributed to the partners according to the terms of the partnership agreement.
ORGANIZATIONAL STRUCTURES
LIMITED LIABILITY COMPANIES (LLC)
 It is a business form that combines the tax advantages of a partnership with the limited liability of a
corporation. It must include two or more members. The LLC can own property, borrow money, loan money,
enter into contracts, and elect or appoint managers or agents.
CORPORATIONS
 Are legal entities formed by following a formal process of incorporation set forth by state statutes. Owners
called stockholders own shares of stock in the company.
NONPROFIT CORPORATIONS
 Are those that are formed to promote a civic, charitable , or artistic purpose. These corporations are generally
exempted from federal and state taxation on their income.
GOVERNMENT ENTITIES
 Are organizations funded and managed by a local, state, or national government.
WORKPLACE ORGANIZATION
STOCKHOLDERS
They are investors in a business and owns a portion or a share of a corporation. Stockholders may be affected
by the actions, decisions, policies, or practices of the business.
BOARD OF DIRECTORS
A director is an officer of a company who is charged with the management of its affairs and conduct. The
number of board members varies based on the needs of the organization, with a board generally having
approximately 12 to 15 members.
MANAGEMENT
Management refers to those individuals who are top or upper managers in a company, such as the CEO, COO
and Vice Presidents.
WORKPLACE ORGANIZATION
MAJOR MANAGEMENT CHALLENGES
 Greater Workforce Diversity – workforce will continue to become more ethnically diverse.
 Increased Age Difference – the number of women in the workforce is projected to grow at a faster rate
than the number of men. Because of age differences, management can expect workers to have vastly
different values and goals.
CATEGORY DATE OF BIRTH DESCRIPTION
Silent Generation 1925-1942 Grow-up during World War II & the Great Depression
Baby Boomers 1946-1964 Begin to reach age 65 by 2011 and will be about 25% of
the total population
Generation X 1965-1975 They are persons who accept diversity, are practical and
self-reliant, and reject rules and mistrust institutions.
Generation Y or Millennial 1976-2003 Also called the Millennials and considered more
Generation progressive on social issues than older generations.
ORGANIZATIONAL STRATEGIES FOR COPING WITH CHANGE
Strategies that will assist both management and employees in meeting the needs of a changing organization are as
follows:
 Become a learning organization
 Envision the future
 Clarify values
 Create a strategic vision
 Establish priorities
 Invite employees to participate in change
 Lead employees through change
 Continually evaluate organizational directions and needs
ORGANIZATIONAL STRATEGIES FOR COPING WITH CHANGE
Become a Learning Organization
Organizations along with individuals within the organization, must continually learn and grow.
Envision the Future
Effective leaders of organizations help individuals within the organization to create a strategic vision for the
organization. Strategic vision should not be static, but dynamic. Top management establishes the major directions
and middle management, along with individual employees develop objectives for their units that support the
directions established.
Clarify Values
Leaders who are effective are clear about their own values and share their values with the people who work with
and report to them.
Establish Priorities
Leaders must help the organization to establish priorities and must identify what must be done in order for the
organization to succeed.
ORGANIZATIONAL STRATEGIES FOR COPING WITH CHANGE
Create a Strategic Vision
Effective leaders help their units to develop a strategic plan and then update that plan on an ongoing basis. Such a
plan provides a clear path for people within the organization to follow. Employees are more likely to become
committed to the company goals if they have had a chance to help shape the goals.
Invite Employee Participation in Change
When individuals feel that they are a part of an organization, they want to participate. Successful organizations
understand that involvement of employees within the organization is essential. Individuals may feel threatened
when they are not involved in working through the change.
Lead Employees through the Change
Often employees need help in dealing with change. Good managers understand this need. They help employees
understand the need for change and how the change will benefit individuals within the workgroup and the
workgroup team as a whole.
ORGANIZATIONAL STRATEGIES FOR COPING WITH CHANGE
Celebrate Victory
Too often people forget to celebrate their successes. However, such an approach is essential to both leaders and
team members. Individuals must give themselves a chance to celebrate what went well, while at the same time
remembering that they are not infallible.
Look to the Future in Planning Efforts
Once plans have been accomplished and evaluated to see what can be learned from the accomplishment, it is time
to move to the next planning effort. The global economy and explosion of knowledge demands that the future
direction of the organization be considered at least once each year.
TOMORROW’S WORKPLACE
As businesses all throughout the world continue to expand globally in product markets and in where they are physically
located, numerous challenges must be satisfactorily met. Several of these challenges are listed below:

Challenge
Language knowledge and proficiency
Cultural knowledge of the country or countries
Information Technology requirements
Recognition of our flat world
Description
The ability to speak more than one language is becoming increasingly
important in the global economy.
A growing number of companies are establishing locations in more than
one country; in this environment, understanding the culture of each
country becomes crucial.
The explosion of information technology continues and promises to
continue for generations to come.
Companies must recognize our flat world, as described by Thomas
Friedman in The World is Flat, and realize that our world will not retreat to
the world of our grandparents.
ADMINISTRATIVE PROFESSIONAL CHALLENGES
As an administrative professional, you will face numerous challenges. You live in a work world where change is
constant, and change is not always easy to handle. If you are to be successful, you need to be clear about what is
important to you and the directions you want to take.
Values Clarification
Values are deeply held beliefs that come from many sources; some of these sources are your parents, your school
experiences, your culture, and your friends. As you prepare to become an effective administrative professional,
you need to seriously consider your values. (Workplace Application 1-4)

Career Development
Due to office automation, the job responsibilities of administrative professionals continue to change. Core
responsibilities typically include the following:
 Store, retrieve, and integrate information for dissemination to staff and clients.
 Serve as information and communication managers.
ADMINISTRATIVE PROFESSIONAL CHALLENGES
 Plan and schedule meetings and appointments.
 Organize and maintain paper and electronic files.
 Manage projects.
 Conduct research.
 Disseminate information through the telephone, email, regular mail, and websites.

An administrative professional may also perform activities such as the following in addition to the core responsibilities.
 Provide training and orientation for new staff.
 Conduct research on the internet.
 Troubleshoot problems with new office technologies.

Hence, continuing education is important for administrative professionals.

ADMINISTRATIVE PROFESSIONAL WORKPLACE REQUIREMENTS
Some of the major workplace requirements needed to be a successful and productive administrative professional are
the following:
Skills
Skills needed in all administrative professional positions include the following:
• Communication (listening, reading, verbal presentation, writing)
• Interpersonal relations
• Time management
• Critical thinking
• Decision making
• Creative thinking
• Teamwork
• Technology
• Leadership
• Stress management
ADMINISTRATIVE PROFESSIONAL WORKPLACE REQUIREMENTS
Communication
Communication takes the form of emails, letters, faxes, voice mail messages, telephone calls, written
presentations, verbal presentations, and one-on-one conversations. You must express yourself accurately and
concisely in written correspondence, and you must be clear, tactful, and straight forward in verbal
communications.
Interpersonal Relations
If you are to be successful in working with these individuals, you need to be sensitive and accepting of their needs,
cultures, and diverse backgrounds.
Time Management
As an efficient administrative professional, you will need to organize your time, paper records, electronic files, and
calendar so work flows smoothly and tasks are finished on time.
ADMINISTRATIVE PROFESSIONAL WORKPLACE REQUIREMENTS
Critical Thinking
Critical thinking is a unique kind of purposeful thinking in which a person systematically chooses conscious and
deliberate inquiry. Critical comes from the Greek word krinein, which means to separate or to choose. To think
critically about an issue means to try to see it from all sides before coming to a conclusion.

Critical-Thinking Questions
 What is the purpose of my thinking?
 What problem or question am I trying to answer?
 What facts do I need to address this problem or this question?
 How do I interpret the facts or information I receive?
 What conclusions can I make from the information I receive?
 Are my conclusions defensible?
 Have I dealt with the complexity of the situation?
 Have I avoided thinking in simple stereotypes?
ADMINISTRATIVE PROFESSIONAL WORKPLACE REQUIREMENTS
Decision Making
In your role as an administrative professional, you will make decisions daily. If you are to be effective in that
process, you must understand and implement proper decision-making steps.
Creative Thinking
Creativity means having the ability or the power to cause to exist. It is a process and is a way of thinking and doing.
A creative person understands that multiple options exist in most situations and that he or she is free to choose
from a wide variety of options. Creative thinking may require considering several options for solving a problem.
Teamwork
The word team can be traced back to the Indo-European word deuk, meaning to pull. Successful teams in the work
environment include groups of people who work together to accomplish a given task. Teamwork also demands that
you engage in the following behaviors:
 Treat all team members courteously.
ADMINISTRATIVE PROFESSIONAL WORKPLACE REQUIREMENTS
 Build strong relationships with individual members of the team and the team as a whole.
 Learn collectively with the team. Start by developing self-knowledge and self-mastery; then look outward in
developing knowledge and alignment with team members.
 Take responsibility for producing high-quality work as an individual team member and encouraging a high-
quality team project.
Technology
If you are to succeed in the workplace, you must be competent and current in your knowledge and skills of
technology as it applies to your job. You must develop the following:
 Proficiency with computers and current software.
 Proficiency in telecommunications.
 Capability in researching on the internet.
 Competency in using printers, copiers, and scanners.
 Willingness to research and use new workplace technology.
ADMINISTRATIVE PROFESSIONAL WORKPLACE REQUIREMENTS
Leadership
You can develop your leadership skills by seeking out and accepting opportunities that allow you to practice
leadership.
Stress Management
You live in a fast-paced world – one where you may find yourself dealing with work-related stress. Chronic stress
can cause serious health problems and affect your work, not only in the way you perform when you are under
stress, but also in the work you miss due to illness.
Success Qualities
In addition to the skills identified previously, certain qualities are essential for the success of an administrative
professional. These qualities include:
 Openness to change
 Creativity
 Initiative and motivation
ADMINISTRATIVE PROFESSIONAL WORKPLACE REQUIREMENTS
 Integrity and honesty
 Dependability
 Confidentiality
 Commitment to observing and learning
Openness to Change
Because change is constant in our society and all projections are that change will continue to be present in our
world, you need to be able not only to cope with change but to embrace it.
Creativity
It is having the ability to produce new ideas and being original and imaginative.
Initiative and Motivation
Initiative is the ability to not only begin but also follow through on a project, while motivation is defined as an
inducement to act – to get a task done.
ADMINISTRATIVE PROFESSIONAL WORKPLACE REQUIREMENTS
Integrity and honesty
In the workplace environment, integrity and honesty mean that you engage in the following behaviors:
 Adherence to a strict ethical code
 Truthfulness
 Sincerity
Dependability
It is defined as being trustworthy. In action, dependability means that your perform in the following manner in the
workplace:
• You are productive and consistent in getting the tasks of your job done.
• You are thorough and timely in producing your work.
• You willingly put in additional time that is often needed for an important assignment.
• You do what you say you will do and when you say you will do it.
ADMINISTRATIVE PROFESSIONAL WORKPLACE REQUIREMENTS
Commitment to Observing and Learning
With the workplace constantly changing and new technologies being developed, your task as an administrative
professional is to commit to continual learning.
CAREER PLAN
Where do you want to be in your career in five years? In ten years? What steps do you need to take to accomplish your
objectives? In order to get your destination, you must set goals and make effective decisions about reaching your
goals. Additionally, you must continue to evaluate whether you are reaching your goals.
Set Appropriate Goals
Personal goal setting involves both short and long-range goals. In order to set goals, you need to determine what is
important to you. Take an inventory of your needs, wants, interests, and liabilities. Assume that in developing your
master plan you decide you want your life to consist of career success, good health, financial security, and happiness.
Example: Short range goal – getting a job that will allow you to use skills and knowledge you’ve gained, in addition to
providing you with work experience for future opportunities
Long range goal – becoming an administrative manager
Make Effective Decisions
A decision is the outcome or product of a problem, a concern, or an issue that must be addressed and solved. It is
important that you make good decisions.
CAREER PLAN
STEPS IN MAKING A DECISION
1. Define the problem or the purpose.
2. Establish the criteria.
3. Generate alternatives or possible solutions.
4. Test the alternatives and make decision.
5. Evaluate the decision.
CAREER PLAN
Example:
Assume you are completing your education and are ready to look for a position as an administrative
professional. You know you want to enter the medical field. You have two job offers – one in a small medical office in
the suburbs, approximately 15 minutes driving distance from home. You have another job offer in a large city hospital,
approximately 40 minutes driving distance from home.
The medical office is small, and the advancement opportunities are limited. However, you understand you
may have an opportunity to become an administrative manager, overseeing the operations. The office environment is
informal, yet professional. The supervisor, Ms. Yung, seems helpful. People seem to care for one another. The workload
of the position is heavy; however, the tasks are varied. The salary and benefits are fair.
The people in the hospital seem very nice, but the pace appears hectic. The workload of the position is heavy,
but not varied. The personnel seem too busy to talk with each other. The promotional opportunities appear excellent
and include a number of areas from which to choose. The benefits are excellent also. The salary for the hospital
positions is $50 more per month than the medical office.
Quiz 1

1.