Office Orientation - Unit 1

OFFICE ADMINISTRATION
Compiled by HEB Solutions

1.1 The Role and Function of the
Office
Functions of the office

The office is the nucleus of any
organisation, all organisations need to
have an office, sports and social club,
hospital, military, emergency services,
schools and religious groups.

September 2014
www.hebsolutions.weebly.com
Office functions include:
Buying
Selling
Collecting
Processing
Preserving
Disseminating
Exercising organisational and
Legal control

September 2014
The Office @ Work!
All the above activities must be recorded
and controlled.

The basic function of the office is to
receive, record, store and process
information which is needed by the
organisation, since it is only on the
basis of facts that business activities
can be properly controlled.
(Seunarine, 1983)
September 2014
September 2014
What goes on in the office?
Receiving and opening mail and passing
it on to the attention of the right persons.
Collecting information about sales,
markets, products available, etc.
Reception and managing visitors,
drafting and typing letter, reports, filing,
research, sending emails, answering
phones, etc.
Maintaining proper records of monetary
transactions and complying with the law
Receiving and paying out money in
various forms.

September 2014

Go here! Study this page, work in pairs to
complete the TO DO Task in 20 minutes
http://oaforcsec.wikispaces.com/Unit+1.2a+
Office+structure
1.2 Organisation of office activities
Working together for a common goal
September 2014
1.2 Organisation of office
activities
Enclosed/cellular office: consist of
small individual rooms occupied by one
or two people

Open-plan offices: consist of a large
open room with no dividing walls or
partitions

September 2014
Enclosed offices
Advantages
They offer privacy
and protection from
disturbance by
other workers or
machinery

Disadvantages
They are more costly
to build and less easy
to rearrange than
open-plan offices
Rooms in the centre of
the building may not
have access to natural
light, and it is difficult
to supervise workers
at all times when they
are in enclosed offices
September 2014
Open-plan offices
Advantages
They are simplier to
build and to rearrange
than enclosed offices.
All areas can receive
natural light, and it is
easier to supervise all
workers at the same
time than it is when
they work in enclosed
offices.
Communication
between sections
is quicker, and flow
of work can be
speeded up.
They are generally
cheaper to
maintain.
September 2014
Open-plan offices
Disadvantages
Lack of privacy for
confidential
discussions, and
workers may be
disturbed by the noise
from machines or from
other workers.
Open-planned offices
can encourage idle
chatter between
employees.
Security can also
be affected
because lockable
doors are limited.
The atmosphere
can be impersonal
and senior
executives
particularly tend to
prefer their own
offices.

September 2014
Additional Material/Activity
1. Read, study and make
personal notes from this
site:
http://oaforcsec.wikispaces.
com/Unit+1.1+Role+and+fu
nction+of+the+office

2. Watch these videos
https://www.youtube.com/w
atch?v=3DM3PsJ2F7E

https://www.youtube.com/w
atch?v=10gg2uwLIqM
Read and summarize the
following article:
http://www.preservearticles.
com/201101032442/primar
y-functions-of-an-
office.html
Submit summary by Sept 12, 2014 to
Hebsolutions@gmail.com
September 2014
Activity
1. Find two (2)
examples each to
represent closed
and open planned
offices.

2. Identify two (2)
local businesses or
organisations which
uses each type of
office plan.
3. As a new clerical
office junior which
type of office plan
do you prefer?
Give five (5)
reasons why you
chose this option.

Email your responses
to
hebsolutions@gmail.co
m
By Sept 12, 2014
September 2014
The Organizational Structure
Reference material:
See class text
http://oaforcsec.wikispaces.com/Unit+1.2
b+Organizational+charts
These may be formal or informal!
They fall into three (3) main groups 1)
line, 2) staff and 3) functional.

September 2014
September 2014
What is an organizational chart?
Its a pictorial representation of the structure
of the organisation as seen in the slide
above.

What is the organizational structure for this
class, the department, the school, the
Ministry of Education?
September 2014
Organizational charts (Seunarine 1983)
They make
managers think
clearly about the
best form of
organisation.
They define
authority and help
in drawing up job
specifications
They provide a
visual aid for all
concerned.
They give a clear
idea of
responsibility.
They prevent
passing the buck
from one
department to the
next.
They may be
presented
vertically,
horizontally or in
circular method.
September 2014
Demerits of the organizational
chart
They create dissatisfaction among
those who think their status is too low.
It represent the organization as
managers think it is or would like it to
be and not as it actually is.
Often become dated unless reviewed
often.
September 2014
Rules for making an Org Chart
All boxes should be the
same size
Positions on the same
level of seniority should
be on the same level.
Items should be fully
labeled and dated.
Direct lines of
responsibility should be
shown with a continuous
line relationship and
contact between
departments can be
shown with broken lines
Charts should be neatly
prepared.
Sometimes it is difficult to
have the whole org on a
single chart e.g.
Multinational
corporations like Proctor
and Gamble
September 2014
OFFICE ACTIVITIES
???SPECIALIZATIONS???
Accountant/Chief Financial Officer (CFO)
Company Secretary (Lawyer)
General Manager/Chief Executive Officer
(CEO)
Purchasing Manager
Factory/Production Manager
Sales Manager
Now name at least ten (10) other types of
managers
September 2014
Due by email to hebsolutions@gmail.com at
midnight on September 15, 2014
1. Describe the function of the office. 2 Marks
2. Draw up a simple organizational chart of the SJPP. 5 Marks
3. Identify 10 different types of office careers and explain what
training and qualifications are required for each. 10 marks
4. Identify the rules to be observed when constructing an
organizational chart. 8 Marks
5. Explain the importance of organizational charts to the modern
office. 5 Marks
6. Chose three types of organizational structures and fully explain
two of them. 5 Marks

Total of 35 Marks
You can seek clarity for anything
covered that you need further
explanation on.
September 2014
1.3 Centralization and
Decentralizations
Centralization and
decentralization can relate to
the organisation itself and how it
makes decisions, to the
functions carried out within the
business or to services within
the organisation.
September 2014
Centralization
All expensive
and specialized
machinery and
equipment is
gathered in one
place. For
example,
computing, filing,
mail-handling,
reprographics,
typing and word-
processing

This is the
opposite of
centralization.
Machinery and
equipment are
sited as near as
possible to the
department or
person which may
need to use them.
Decentralizatio
n
September 2014
Virtually all major decisions are made
at head office or at central
headquarters. In some instances, the
head office may carry out the key
functions of finance, marketing and
purchasing. For example, retail firms
Managers and staff at individual branches
receive information and instructions
from head office about virtually
everything. Any difficult or unusual
problems must be reported to head
office.
In a centralized organisation
September 2014
Merit
All branches
operates the
same way
NB franchise
businesses
operates with
this similarity
They may be
inflexible and unable
to respond quickly to
a situation or take
into account the
local needs and
differences
Managers and staff
often feel they have
little influence over
the operations and
feel left out

Demerit
http://2012books.lardbucket.org/boo
ks/accounting-for-managers/s15-01-
using-decentralized-organizati.html
September 2014
Decentralization
Gives more responsibility and
individual freedom to managers and
staff
Allows branch managers to hire their
own staff and make important
decisions related to customer service.

September 2014
Dictatorships
Military
Government
Television
Typical
corporations
General
Motors and
Microsoft

The internet
Apple Inc
Alcoholics
Anonymous
Terrorist cells
Johnson &
Johnson

September 2014
Centralized services include
Reprographics and printing
Filing and retrieval
Mail
September 2014
However!
Most departments tend to manage
their own

Faxing
Routine copying
administration
http://smallbusiness.chron.com/centralized-vs-
decentralized-organizational-structure-
2785.html
September 2014
explanation on.
September 2014
1.4 Office Equipment and
Machinery
These are labour saving
devices to reduce error and
improve efficiency in the
office.

September 2014
Office equipment and
machinery
Reprographics
machines
Photocopier
Shredder
Computer (PC)
Laptop
Tablet
Scanner
Printer

Dictation
machine
Laminating
machine
Label maker
Binding machine
Franking
machine
Telephones
Closed Circuit
TVs

September 2014
Features of The Modern Copy
Machines

Single and multi-feed facilities
Copies can be made of different paper
weights from 65gsm to 130gsm
Various size paper trays
A maximum of 999 copies can be made
at a time
Copy density can be adjusted
Collating bin can be installed
Prints on both sides, etc
September 2014
HOMEWORK
Class text (new edition) Pg 24 #10-23
September 2014
Do you know what is meant by
each of the following?
Modem
Networks/networking
Internet
Intranet
Slide projectors
Multimedia projectors

TASK! Write a brief definition for each
of the above in five (5) minutes.
September 2014
explanation on.
September 2014
September 2014
1.5 Office Careers & Human
Relations
The meaning of CAREER
An occupation undertaken for a
significant period of a persons life and
with opportunities for progress
To move swiftly and in an uncontrolled
way in a specified direction
The meaning of HUMAN RELATIONS
Relations with or between people,
particularly the treatment of people in
a professional context
September 2014
New employees to a firm are given
some form of induction to the
organisation. It is intended to make
them familiar with his or her role as
quickly as possible.

Such inductions will introduce new
competencies.

They will be learning new skills and
knowledge will can be carried
throughout their careers.
September 2014
YOUR ATTITUDE AND YOUR CAREER
Your attitude is your
outlook on life

All office workers need
the right attitude for the
work they do

Regardless of the post
you hold you have to
interact with co-workers,
supervisors, and the
public.
September 2014
YOUR ATTITUDE AND YOUR CAREER
Your attitude, action, appearance and
manner of speaking have important
bearings on your interaction with
other.

Watch this presentation and make
good notes.

September 2014
Human Relations
Human relations refers to
interpersonal
relationships/interaction (How
well people get along with each
other).
Reasons for good human
relations:
Improved productivity
Improved working environment
(pleasant)

September 2014
Human relations helps with:
Interacting with supervisors
Interacting with co-workers
Being a team member
Not gossiping
Be appreciative
Accept responsibility
Meeting the public

September 2014
Goodwill activities promoted by
employers
Group outings
Family open day
Sports and health and
fitness centres
Dances and other
similar social
gatherings
Carnival bands,
dinners and
luncheons, etc

September 2014
A Professional Attitude Includes:
Looking for good qualities in
others
Being courteous, even when
others may be discourteous
Trying to recognize and
understand other points of views
Being prompt, reliable and
dependable
Having a friendly but not over-
familiar attitude
Taking care over dress and
personal appearance
September 2014
September 2014
Office Careers
Office careers differ from organisation
to organisation.
Each office has a slightly different
function to perform and its own
procedures for doing things.
They can be broken down by specialty
and by seniority and responsibility of
the post.
Watch this presentation as a guide to
what you will need to do in planning
your career.
September 2014
Office careers include but are not
limited to

Receptionist
Cashiers
Sales persons
Secretaries
Clerk typist
Accounts clerk
Managers
September 2014
Task 1: If you have any type of
work experience go to the class
blog and briefly share you
experience with your peers.

Task 2: Class text (new
edition)
Homework Pg 24 #24-36
September 2014
1.6 Health and Safety
Accident prevention is the responsibility of
management and this responsibility is often
delegated to the human resources
department.

September 2014
Health and Safety Contd
Firms are required to comply with the
Health and Safety Act 1974 which
stipulates that the employers are to
ensure, so far as reasonably
practicable, the health, safety and
welfare at work for all employees.
(Specific details are outlined in the
Act)

September 2014
Safety Legislation
In Barbados the Factories Act 1984
deals with health and safety in the
workplace.
September 2014
Under the act, the employer is
required to provide:
A safe and healthy working environment
Safe equipment (including efficient
maintenance)
Safe systems of work
Safe methods of handling, storing and
transporting goods
Training in safety practices
Supervision
Consultation for promoting health and
safety
September 2014
Clean premises
Adequate working spaces (minimum:8.5
cubic meters per person)
Reasonable temperature (at least 16
0
C
after first hour of working is normally
necessary)
Suitable and sufficient lightening and
ventilation
Adequate toilets, drinking water, washing
and drying facilities and accommodation
for clothing
September 2014
Meal room facilities
Guarding of dangerous machinery
First aid facilities
Suitable seating and rest rooms
Reporting of accidents

September 2014
The employer must also protect
visitors to the business:
Take reasonable care for the health and
safety of themselves and of other persons
who may be affected by their acts or
omissions at work
Follow safety practices
Cooperate with their employer in promoting
and maintaining health and safety
Refrain from interfering with or misusing
anything provided for health and safety of
themselves or others
September 2014
Safe working practices
Plan the layout of the office to reduce
the danger of accidents
Place furniture and equipment in safe
positions
Ensure that corridors, stairs, etc, are
safe and free from combustible
storage materials and other
obstructions
September 2014
Safe working practices Contd
Load and position filing cabinets safely
Use a step-ladder when reaching files
or other objects in a high position
Make suitable arrangements for
heating water and preparing hot
drinks, preferably away from the
workstation

September 2014
General hazards to look out
for
Overcrowding
Unsuitable siting of furniture and
equipment
Trailing telephone or electric cords
Filing cabinet drawers obstructing
passage
Protruding sharp corners of furniture
and equipment
Worn or missing stair treads
Missing or damaged handrail on stairs

September 2014
General hazards to look out for
Contd
Slippery floors
Parcels, luggage, furniture, etc,
obstructing passages
Cabinets toppling over because of
heavy top drawer
Open drawer obstructing passage
Standing on a swivel chair
Boiling water and pouring out hot
water in a confined space

September 2014
Using Equipment
Read and comply with operating
instructions
Switch off machinery and remove plugs
when not in use
Know how to stop electric supply in an
emergency
Avoid having a trailing flex from a socket
to a machine
Arrange regular care and maintenance of
equipment. If a machine does not work
properly, do not tamper with electrical
parts call an expert
September 2014
Using Equipment Contd
Report faulty or damaged equipment without
delay
Check that dangerous parts of machinery are
fitted with guards, especially paper-cutting
machines
Place equipment securely on desks and
tables
Use a trolley to move heavy machines and
equipment, but do not attempt to lift very
heavy weight. When lifting heavy loads from
the floor, there is less strain if you bend your
knees and keep your back straight
Report accidents promptly on an accident
report for
September 2014
Sample Accident Report form
September 2014
when using equipment
Meddling with equipment and using it
without proper training and
supervision
Broken switches
Worn or dangerous appliances
Trailing flex
Loose and damaged connections
Unearth equipment
September 2014
when using equipment
Defective insulation
Overloaded circuits
Loose or missing safety guard
Equipment falling off desk
Lifting heavy weights
Incomplete records for claiming
damages
September 2014
Fire Precautions
Keep all fire exits clear to ensure that
they are immediately available for use
in an emergency

September 2014
Make sure that all personnel know
what to do should a fire break out, i.e.

how to raise the fire alarm
how to use fire fighting equipment if
required
Where to assemble outside the
building
Which is the shortest escape route to
the assembly point and what other
routes to use if the shortest is blocked

September 2014
When dealing with fires
If clothes are on fire, wrap in a
blanket, rug or similar article closely
round them and lay them down on the
ground to prevent flames from
reaching the head.
If electrical appliance are on fire,
switch off the current before dealing
with the fire
Shut the door and if possible the
windows of the room in which the fire
is discovered.

September 2014
Keep Fire Doors Closed
Except in situations where the Fire
Department has given permission for the
doors to be held open by automatic device
Do not allow smoking in any part of the
building where there is a risk of fire. Ensure
that smokers use ashtrays and not the
waste-paper bin or the floor.
Make sure that bulk quantities or large cans
of highly flammable correcting and cleaning
fluids are locked away in a well ventilated
store room or metal cabinet when not in use
September 2014
Keep Fire Doors Closed
Insist upon combustible material such as
paper and envelopes being placed in
waste bins and that they are removed
regularly for disposal.
Ensure regular maintenance and
checking of fire alarms and fire
extinguishers
Arrange regular fir drills for all personnel
A member of staff should be trained as a
fire warden
September 2014
Fire Hazards to look out for
Obstruction of fire exits
Inadequate or missing fire fighting/evacuation
notices
Damaged fire-fighting equipment
Fire doors locked or propped open
Use of wicker waste-paper baskets as ashtrays
An open can of cleaning fluid left around the office
A quantity of waste paper piled up in the corner of
an office
Fire alarm/fire-fighting equipment not working
when required
Delay and uncertainty when required to evacuate
the building
September 2014
explanation on.
September 2014
Important Warning Signs
Examples of abstract IEC (Intl
Electrotechnical Commission) and ISO
(Intl Organisation for Standardisation)
safety symbols (hot surface, laser,
radiation).

September 2014

Examples of ISO 3864 safety
signs (rotating gear hazard, wear
safety gloves, do not touch).
September 2014
Task 1: Health and Safety
Research and select 10 warning signs
found in industry and briefly state what
these sign warn against. 10 marks
September 2014
explanation on.
September 2014
September 2014

COMMUNICATION

What do you understand by
the word communication?
September 2014
1.1 Importance/Principles of
business communication
Communication is the means whereby
people in an organization exchange
information regarding the operations
of an enterprise.
It is the interchange of ideas, facts and
emotions by two or more persons by
the use of words, letters and symbols.

September 2014
Clarity: the language
used should be clear and
concise, the user should
bear in mind the objective of
the communication.

September 2014
Attention: Should be
paid by the recipient of the
communication lack of
careful attention is a human
failing.
September 2014
Integrity and
sincerity:

The more workers are told of the company
and its future, the more they will respect the
integrity of management and morale will be
raised and harmony of working encouraged.

Changes should be carefully explained at an
early stage.

September 2014

Integrity and sincerity:

Communication should wherever
possible also be sent down the
accepted line of authority, because if
people are by-passed they lose status
and resent the action.
September 2014
1.2 Means of
Communications
Choice of media it is important to choose
the most appropriate media.
---------------------------------------------------
Face to face for interviews, meetings
and conferences
Oral - telephone, radio,inter-
communicating systems
Written letters, books, periodicals,
circular, manuals, newspapers,
advertisements, reports, notices, agenda,
suggestions schemes

September 2014
OTHER FORMS OF
COMMUNICATING

Non-verbal body language
Electronic Computers, e-mail, faxes
Graphical chart and graphs
Pictorial photographs and drawings

Correct timing is also essential and the use
of the right language is vital. (DISCUSS)
September 2014
Barriers to Effective
Communication
Lack of sound objective, words which are
vague, imprecise, omitting necessary
information
Faulty organisation, such as lack of
definition of responsibilities, too long
chains of command and too wide span of
control;
Too many assumptions made by a
receiver, who may be too quick in
evaluating the meaning because of his
inability to listen carefully;
September 2014
Use of technical jargon, particularly in
new specialist fields, e.g
computers/different educational and
social backgrounds of recipients do not
aid effective understanding;

September 2014
Barriers to Effective
Communication Contd
The atmosphere or environment may not be
normal, and innocent remarks may be given
wrong interpretations;

Lack of informal or formal opportunities is a
barrier to upward communication and
feeling are not made known.

September 2014
1.3 Factors Influencing Choice
of Media
Cost involved
Urgency
Size of audience
Safety of contents
Distance
Confidentiality
Convenience

September 2014
1.6 Reference Material
Dictionaries
Thesaurus
Telephone
Directories
Telex Directory
Post Office Guide
ABC World Airways
Guide

ABC shipping guide
Maps
Official Grazette
Whitakers
Almanack
Stateman Year
Book
Hansard

September 2014

1.5 Stationery

September 2014
Size Millimetres
A0 841x1189
A1 594x841
A2 420x594
A3 297x420
A4 210x297
A5 148x210
A6 105x148
A7 74x105
A8 52x74
September 2014
1.4 Types of Communication

Postal communication
Letters and parcels
Courier services

Telecommunication
Telephone services
Internet

September 2014
Postal Communication
In an office environment this may be the
task assigned to a single person
(receptionist) if the business is small, or
it may be done by a special group of
people in the mail room of a large
business.

September 2014
The Business Envelope
Cave Shepherd & Co. Ltd
Broad Street
Bridgetown

Miss Cassandra Earle
Wildey House
Wildey Gardens
St. Michael

September 2014
Postal Communication Contd
Postal service is usually controlled by
Government
Postal services and charges can be
found in the Post Office Guide
Service for letter can either be: 1) first
class, 2) second class, then air or
surface mail
September 2014

FIRST CLASS MAIL
Cost more than second class
mail and should be used for
priority mail as it has a quicker
delivery service than second
class mail.

September 2014
POST CODES
EXAMPLE:

US1 MZ3548
LG 3WK4
These are also know as ZIP CODES,
they are organised by the postal
services around the world and help to
sort mail for speedy delivery.
September 2014

1.5 Stationery

September 2014
QUIZZ TIME
September 2014

Write brief notes on each of the following terms as
they relate to postage:

Redirection
Recorded Delivery
Registered Post
Business Reply
On Service
Postage Paid
Post Restante
Private Box and Private Bag
Express Mail

September 2014

Office Orientation - Unit 1

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OFFICE ADMINISTRATION

Compiled by HEB Solutions

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