office fundamentals

Chapter 1Understanding the Changing and Challenging Office

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Office Procedures for the 21st Century, 8eBurton and Shelton 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. All Rights Reserved.*

Understanding the Changing and Challenging OfficeYour CompanyYou and Your ManagerYour RoleYour WorkspaceInternational Employment

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Your CompanyKnow your companyMission statementEthics in businessCurrent office trendsOrganizational structure

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Your Company (continued)Organizational structureClassifications of authorityLine organizationLine-and-staff organizationParticipatory managementOrganization chart

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Your RoleJob titlesOffice functionsRoutineTechnicalAnalyticalInterpersonalManagerial

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Your Role (continued)TelecommutingJob prospects for the future

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Your WorkspaceErgonomics and the environmental officeComputer workstationDesktop supplies and equipmentDcorFurnitureEnvironmental office

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International EmploymentNAFTAJob titles

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Chapter 1 - SOLUTIONS TO FOR YOUR DISCUSSION

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1. Discuss how the role of the office professional relates to the companys mission statement.

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By affirming the companys primary goals, this statement assures the company the office professional is working toward the same objectives.

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2. Describe how the office professional applies ethics on the job.

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The code of ethics is a set of rules governing the behavior of the office professional that calls for high standards of honesty, objectivity, diligence, and loyalty. This code gives the employee direction concerning expectations of the company regarding his or her behavior on the job.

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3. Explain the difference between line authority and staff authority and compare the advantages and disadvantages of each.

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Line managers have direct responsibility; staff managers work in an advisory, functional, or service capacity. Staff managers usually advise line managers and make recommendations. Line managers have the final say in accepting or rejecting the recommendations of staff managers.

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Advantages of Line Organization:Ease of understandingEmployees have direct accountability to their superiorsClear-cut place for each worker

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Disadvantages of Line Organization:Each supervisor has large areas of responsibilityIs more structured, thus, less flexibleFlow of communication and information often restrictedLimited use of employees where needed

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Advantages of Line-and-Staff OrganizationLine personnel has freedom from performing specialized tasksHas flexibility within staff to pursue unique projectsAvailability of expertise to line personnel

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Disadvantages of Line-and-Staff OrganizationLine employees do not have a clear understanding of the staff members dutiesProblems arise if staff members with line duties contradict line manager

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4. What is meant by participatory management and how does it affect the organizational structure?

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In isolated situations, project teams are formed; bringing together employees with the talents needed to work on a specific project. The team members are encouraged to communicate with different levels of management and give input about their own areas of responsibility and solutions.

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They affect the organizational structure when they work in the teams, and there is no line of authority. Each member is equal, even though there might be a manager, office professional, accountant, or custodial employee on the team.

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5. What is the purpose of an organization chart?

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An organization chart is a graphic illustration of the formal structure of an organization. It shows lines of authority, existing divisions of work, and the relationship of the work groups to each other.

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What is meant by chain of command in relation to classification of authority?

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The line of authority that has been established in an organization is called its chain of command. Each employee must follow this chain of command; in other words, no one in the chain can be bypassed.

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7. List five ways you can build a good relationship with your manager.

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Each time you are assigned to a new manager, learn his or her priorities, preferences, and work habits.

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Adjust your schedule to that of your manager.

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Admire and respect your manager, and do what you can to build his or her morale.

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Refrain from expressing your managers opinions.

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Refrain from giving your personal interpretation of a company policy. That is your managers job.

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Be careful not to give away secrets inadvertently to your friends and coworkers, your managers counterparts, or competitors.

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Be loyal.

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8. Describe the five basic office support functions. Include in your discussion examples of each function.

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Routine functions: require minimal original thinking; include essential skills, such as filing, photocopying, coordinating direct mailings, and keeping logs.

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Technical functions: require judgment and advanced office skills, such as a high level of keyboarding and demonstrating proficiency with various software applications.

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Analytical functions: require critical and creative thinking and decision-making skills, creating and analyzing reports, planning meetings and special events, working closely with vendors and suppliers, and making decisions regarding equipment purchases.

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Interpersonal functions: require judgment, analytical (decision-making), and people skills, such as coordinating a team project, or quickly establishing rapport with team members and identifying and responding to preferred work styles and personality traits.

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Managerial functions: require planning (analytical), organizing (analytical), measuring (analytical), using Internet/intranet and communications for research, interviewing, orienting supervising and motivating other staff (interpersonal communications); examples include budgeting, staffing, personnel evaluations, and taking action to solve problems.

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9. Discuss the advantages and disadvantages of telecommuting and having a virtual office.

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Advantages:Entrepreneur avoids paying insurance for the employee.Entrepreneur avoids paying payroll tax on the employee each payroll period.Entrepreneur avoids having to meet OSHA safety and health rules.Employee is available beyond the nine-to-five schedule.Employee is hired only when needed.Employer does not have to provide workspace for employee.

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Disadvantages:Contact is limited by equipment.Employee may not be available when needed.Employee may be able to work only when needed.Employee may have to pay money to get office set up. Employee must pay self-employment tax on him-self or herself.

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10. Describe the ideal ergonomically correct office. Include office layout, dcor, furniture, and computer equipment.

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a. Computer chair back support and height should be adjustable with a five-pedestal stand.b. Computer should have a screen glare guard to avoid screen glare.

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c. A wrist pad should be attached to the mouse pad to rest hands when not keyboarding.d. A wrist pad should be placed in front of the keyboard to rest hands when not keyboarding.e. Wall colors should be cool tones to aid concentration.f. Office furniture should be modular so it is easy to move and change.

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g. The computer screen should be placed so the worker is looking slightly down.h. The computer table height should be adjustable.i. A foot rest should be provided.j. The keyboard should slope from 5 to 25.

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office fundamentals

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