Comprehensive look at office skills and office

work

Chapter 1
 At the end of this chapter, students will be able to:

• understand thoroughly the coverage of office work, office

management, its significance in daily office operation
• distinguish types of office in modern business world
• identify the related jobs with the exact business naming
and required behaviors, skill, characteristics.
• reflect themselves better and have clearer career
orientation, decision making.
 Core focus
• topic 1: contemporary definition of office, its
characterictics, and importance in business operation of a
company, types of office and the future trend, office layout
• Topic 2: office work and its chacracteristics, types of jobs
related to office works, required quality, skills,
characteristics
• Topic 3: office organization, org chart, job arrangement,
business manual, work procedure....
 Topic 1- Office and office layout
• Contemporary definition of office: place where business is
carried on and the control mechanism of the organization
is located
• what characterize an office?
- the nerve center and brain of the business
enterprise,where all types of information is received and
handled
- business transactions or profesional services are available
Typical features of a modern office

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 Purposes
• To preserve all the records of the business
• To handle incoming and outgoing correspondence
• To plan the policies of the business and ensure their
implementation
• To direct and co-ordinate the activities of various depts
• To maintain accounts, statutory and non-statutory
documentation… of the business
 Importance of office
• No organization can exist without an office
• A well organized office makes it possible for management
to plan its operation intelligently to appraise the results
and coordinate all the activities of the business
• a business enterprise today can not face challenges and
problems and difficulties (competition, legal, …) without
the assistance of a well organized office.
 Modern Office’s function
• Basic functions:
- Receiving info
- Recording info
- Arranging info: preparing invoices, payrolls, cost accounting
statements, statistical statements, and reports
- Giving info: orders, estimates, invoices, progress reports,
statements of accounts, statistical and financial
statements, and instructions issued on behalf of the
management.
 Modern Office’s function
• Administrative management function:
- Management function
- Public relation function
- Institute office systems and routines
- Retention of record
- Safeguarding assets
- Form designing and control
- Stationery and supplies control
- Selection and purchase of office appliance
- Personnel function
- Controlling of office cost
 Office activities

• Processing Incoming and outgoing correspondence.

• Maintenance of records (Filing and Indexing).
• Establishing standard at office work.
• Designing and procuring at office forms, stationery etc.
• Recruitment and training of office staff.
• Maintenance of furniture, machines, appliances etc.
• Preparation of statements, reports, letters etc.
• Maintenance of accounts and other financial records.
• Handling Telephone calls and enquiries.
• Preparing update information for the whole firm.
• Arranging the data in a quickly and accessible form for use.
• Safeguarding the assets.
• Keeping a prompt and accurate handling of enquiries orders etc.
• Maintaining efficient flow of work in the office.
 Types of office (based on functional department)

• Front office : marketing, sales, service dept

• Middle office: financial depts
• E-office: individual computers, software application,
LAN…
• The virtual office: implies space utilization, but a full
application includes professional live communication of
tele conferencing
• Back office: production Dept, R & D, HR
• paperless office
• green office
 Future office challenges
Reduction in paper work
Complying with requirements of the government rules
Reduction in cost of office work
Meeting the needs and requirements to mechanize the
office
 Employment of well qualified personnel in office for
future, as it is a big challenge due to the shortage
 Office layout
• Office Layout is the environment in which employees
work.
The way in which
resources are placed in
the office eg: employees,
desks, equipment The amount of space
provided
3 main types of office layout

acoustic or virtual office