INTRODUCTION TO OFFICE SYSTEMS

Prescribed Text: Procedures for the Office Professional

Authors: Patsy Fulton-Calkins & Joanna Hanks

LECTURE 1 A CHANGING WORKPLACE CHAPTER 1

LEARNING OBJECTIVES
After this session, the learner should be able to: Describe the forces that are changing the office environment. Identify growth oriented service industries. Define skills and knowledge needed to succeed in the office. Identify the steps in effective decision making.
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CHANGING WORKPLACE
The workplace of the 21st century promises to change at rapid pace due to major technological advances and increasing globalization. It will demand that office professionals invest in lifelong learning
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THE INFORMATION AGE OFFICE

The information age office is characterized by the growth of technology. Technology has spawned the digital era: A world fueled by numbers e.g. account numbers, credit card numbers, PINS (personal identification numbers), tax payer registration numbers (TRN), social security numbers, chequing account numbers etc.

THE INFORMATION AGE OFFICE contd

The

digital era was unleashed by the invention of the microchip. The microchip is a device the size of a fingernail that empowers technological equipment. The microchip allows continuous communication anywhere and anytime.
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THE INFORMATION AGE OFFICE contd

The technological explosion caused by the microchip has resulted in: Telephone Email (electronic mail) Fax machines (facsimile) Cellular telephones Voice mail
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THE INFORMATION AGE OFFICE contd

Face to face conferences have given way to: VIDEO CONFERENCING Transmitting audio and video communication between individuals at distant locations AUDIO CONFERENCING Using telephones and speakerphones to transmit communication
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THE INFORMATION AGE OFFICE contd

COMPUTER

CONFERENCING Linking of participants via a computer

CONFERENCING Linking of participants through the internet and chat rooms to transmit information and discuss issues
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VIRTUAL

CAREER OPPORTUNITIES IN THE OFFICE FIELD

There

are many types of career opportunities available in the office. To make wise career choices, you need to understand what these opportunities are, the skills needed for the various specialty areas. You need to know the professional growth opportunities available.
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GROWTH ORIENTED SERVICE INDUSTRIES

Computer

field. Legal field. Education. Travel and tourism. International market. Health occupations.

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CHARACTERISTICS OF THE CURRENT LABOUR FORCE

Diversity

of the labour force Education level More contract specialists/employees More women Workers over 45 account for a larger share of the labour force

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CHANGES IN THE OFFICE ENVIRONMENT

Office

procedures Communication techniques Volume and type of information Types of business and their structure e.g. service and professional specialty occupations are expected to grow faster than other areas of the job market.
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CHANGES IN THE OFFICE ENVIRONMENT contd

Businesses

operating with fewer employees and a flatter organizational structure Growth of service industries Increased focus on quality More flexibility in the workweek e.g. modified workweek
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CHANGES IN THE OFFICE ENVIRONMENT contd

More

multinational corporations. Virtual employment opportunities. Growth in career opportunities e.g. computer services, health, business, education, legal, travel and tourism field

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TWENTY-FIRST CENTURY OFFICE SKILLS

Communication (listening, speaking and writing) Human Relations Time and organizational management Critical Thinking Decision Making Creative Thinking Technology Lifelong Learning

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EFFECTIVE DECISION MAKING

A

decision is the outcome or product of a problem, concern, or issue that must be addressed and solved. Office employees make decisions daily. Decisions made must be good decisions.

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DECISION MAKING STEPS

Decisions

may be made in 5 steps:

Define the problem or purpose. Establish the criteria. Generate alternatives or possible solutions. Test the alternatives and make the decision. Evaluate the decision.

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SUMMARY
Technological

advances and globalization contribute to the changes in the office environment.

Telephones Facsimile machines Electronic conferencing Electronic mail Computers
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SUMMARY contd
Growth

oriented service industries.

Computer field. Legal field. Education. Travel and tourism. International market. Health occupations.

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SUMMARY contd

Skills and knowledge needed to succeed in the office.

Communication (listening, speaking and writing) Human Relations Time and organizational management Critical Thinking Decision Making Creative Thinking Technology Lifelong Learning
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SUMMARY contd
Steps

in effective decision making.

Define the problem or purpose. Establish the criteria. Generate alternatives or possible solutions. Test the alternatives and make the decision. Evaluate the decision.

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QUESTIONS/COMMENTS

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