OFFICE – derived from the latin word opus which refers to work or service

and facere meaning to do or to make.

– a room or building in which a person transacts
business or carries on his stated occupation.

TRENDS IN THE OFFICE ENVIRONMENT

1. MODERN COMPUTER TECHNOLOGY
The growth of technology directly results in the increase of information and systems available in business. Several
years ago, the typewriter was the standard piece of equipment on the office desk. in the past, the microcomputer,
electronic mail, electronic notebook, or voice mail are unheard of and the conference call was the most sophisticated
method of communicating simultaneously with different individuals without traveling to a common location. Today
technological innovations have made possible video conferencing, audio conferencing and computer conferencing.
2. GLOBALIZATION
More and more businesses in the country are going multinational in operation. This means that many businesses
operate both within the Philippines and in countries outside the Philippines. Resources available in other are tapped
so that as goods and services are produced, the world becomes the marketplace. Conversely, an increasing number
of foreign investors from the United Kingdom, Japan, United States, and others are putting up various businesses in
many parts of the Philippines. These developments create a need to understand people of different cultures and
backgrounds and be able to communicate with them effectively. This development also exerts pressures for rigid
training and education of the work force to enable down to be globally competitive in terms of skills and
competency.
3. FOCUS ON QUALITY
TQM or total quality management is an approach to organizational improvement referring to vigorous emphasis on
the quality of goods and services produce. This concept demands that the office professional understand the
importance of satisfying and the needs of the client or customer. Likewise, he or she must realize that extremely
high standards of performance are essential.
4. COMPRESSED WORK WEEK, FLEXTIME, AND JOB SHARING
Most offices adhere to the traditional five-day work week and 8 a.m. to 5 p.m. office hours. The practice is changing
to accommodate changing family structures and needs. One alternative is the four-day week schedule where
employees compress their weekly forty hours int four days of ten hours each.
With flextime, working hours are staggered. All employees do not to report to work ate the same time nor leave
work at the same time. For example, one employee start work at 7:30 a.m. and work until 4:30 p.m. This
arrangement relieves traffic congestion at peak hours and allows employees needed flexibility in their schedule.
Job sharing is another alternative. Two part-time employees perform a job that otherwise one full-time employee
would hold. This would be suitable for those who prefer to reduce the length of their work day.
5. CORPORATE RESTRUCTURING AND DOWNSIZING
There is a noticeable trend among business organizations to reduce the number of employees to a select core group
who receive and enjoy regular company benefits. For company projects, outsourcing is practice by hiring project
employees on a temporary basis. This arrangement does not imply that career opportunities for today's office
professions are becoming limited. Rather, it presents new challenges for the individual to demonstrate excellent
skills and attitudes to merit and established place in the office.
6. FLEXIPLACE
Flexplace applies to any number of arrangements where the employee works off-site, either at home or in a satellite
office. This is commonly known as telecommuting. also known as "virtual office", communication with the main
office is made via computers, telephone lines, and modems or other technological equipment such as fax, fax
machines, or mobile telephones. This allows the office professional more flexibility with work schedules. There is
no lost time in traveling to and from work. at the same time, telecommuting permits the office professional to
provide home care to children and still perform office responsibilities. This arrangement naturally requires the ability
to set priorities and to perform duties with minimum direction from a supervisor.

BASIC DUTIES AND RESPONSIBILITIES OF THE OFFICE

PROFESSIONAL
Stewart, et al. in their book OFFICE PROCEDURES
categorized the duties and responsibilities of the
professional into:

1. ADMINISTRATIVE DUTIES
The office professional applies his or her skills to arrange meetings and conferences, prepare business
itineraries, coordinate travel arrangements, attend to visitors, make and keep appointments, order
supplies, and supervised staff.

2. COMMUNICATION
A large portion of the office professional's task centers around assisting the executive in communication.
He or she should be able to handle incoming and outgoing mails, use the telephone, transmit facsimiles
and other forms of telecommunications, and use shipping services.

3. RECORDS MANAGEMENT
This includes knowledge of the various filing system, filing supplies and equipment. This covers records
management procedures and organization and control of the filing system.

4. WORD PROCESSING
In the business world today there is rapid and continuous flow of information which are produced and
transmitted through written communication. The office professional is expected to be skilled in
communication. The office professional is expected to be skilled in Keyboarding letters, reports, and
other business documents. Proofreading and editing are added skill requirements. Accurate
transcription from dictated materials are called for most of the time.

5. REPROGRAPHICS
This is the process of making copies of correspondences, reports, and other documents. It refers to any
piece of mechanical or electrical equipment that produces multiple copies of an original document. The
office professional should be able to use copying and duplicating processes and determine the type best
suited for each reproduction job.

6. COMPUTING, ACCOUNTING, AND DATA PROCESSING

Data processing is organizing, storing, and retrieving numerical data with the use of computer
software. Such data made may include orders, purchases, accounts payable, sales, accounts receivable,
or inventory. all office professionals, of course, should have working knowledge or basic computation
and accounting to handle simple tasks like handling petty cash, checking accounts, and keeping
accounting records.

The Office Professional: Human Relations Skills

All tasks in the office are interrelated. No office professional can
work alone. Success comes as a result of teamwork in the work
of several individuals working together, especially with
reference to coordination of efforts and collective
efficiency. Observe these pointers to build good human
relations skills in the office.

1. Be sincerely friendly and courteous to everyone. Radiate

pleasantness and goodwill. Smile. Never pay insincere
compliments. Develop office friendships but exercise with the
opposite sex. Maintain good moral standard.
2. Advance on your ability and merit. Do not seek personal
advancement at the expense of others.
3. Avoid arguments. Discuss differences calmly and objectively.
4. Do not involve yourself in gossip or slander. Respect the right
of privacy regarding the personal lives of colleagues and
superiors.
5. Learn to accept justified criticism. Make a sincere effort to
improve.
6. Give credit and praise to others. It will make a difference in
your relationship with them.
7. Take time to be helpful. Be concerned. Offer assistance. Be
an encourager.
8. Be considerate. Do away with annoying or distracting
behavior that will disrupt the team spirit (being disorganized,
talking too loudly, whistling, etc.)
9. Learn the preferences, priorities, and work habits of the
executive. Express support when he has reached a decision.
10. Develop a sense of humor. However, display it at the right
time and in a way that is free from unpleasant irritations.
11. Be tactful. Do not upset anyone because of careless remarks.

The Office Professional's Career Path:

Investigating the Job Markets
When you embark on your job campaign, the first
step is to survey the various job markets on the
basis of your skills and interests. In today's
competitive market, it is best to consider several
sources, not just one, to locate prospects.
The following possible sources could lead you to the
right place and position.
1. Direct-Application
One of the most effective ways to secure
employment is to list companies where you would
like to work. Then take the initiative to visit their
personnel offices or send an application letter
together with your resume. The Yellow pages of
the telephone directory will provide a classified
listing of the business offices you may want to
contact.
2. Friends or Relatives
 Spread the word around your family and circle of
friends that you are looking for a job. Request them
to check the listings of job openings in their
companies and the names of the appropriate
personnel to contact. If someone refers you to an
opening, be courteous and let them know of the
outcome.
3. School Placement Office
Most schools maintain a placement office to assist
graduates seeking employment, and many
companies prefer to coordinate directly with these
offices. The placement office is an excellent job
source. The placement maintains a list of job
openings from the requests of managers who
contact them in search of prospective
employees. Schedule an appointment with the
director and seek guidance and assistance.
4. Professional Placement Agencies
Employment agencies provide job placement
services for a fee. An applicant usually signs a
contract in which the fee terms are stated. A major
advantage of the agency is that it relieves the
applicant of much of the repetitive detail work
involved in job hunting. The staff of the agency can
screen, test, and interview each applicant prior to
referring to the specific company for final screening.
5. Newspaper Advertisements
The newspaper want ads provide an excellent
way to get an idea of the job available in your field,
their skill requirements, and salary range. If an ad
appeals to you, follow carefully the directions given
for making an application.
6. Internet
Many corporations use the Internet to post job
openings. These corporations have websites that
provide information about careers and positions
available. Job applicants view updated job openings
here and can send their resume instantly via-
Email. These sites also give tips on resume
building, job interviews, salary and benefits
negotiations, among others. Some company
Websites match new openings with the
qualifications of candidates who previously visited
the site, notifying them by E-mail of the
opportunities.

The Office Professional : Personal Attributes

Some professionals stand out from others as
special. Your personal attributes set you apart and
make you different from others.
1. Professional Attitude
1.1 Refers to a devoted attention to the Job so
that it is performed as completely, efficiently, and
cheerfully as possible.
1.2 Excellent team worker, pleasant and
cooperative, enthusiastic, and interested in the
work.
1.3 Avoids complaining
1.4 Not moody tries to be agreeable most of
the time.
1.5 Accepts suggestions and supervision well.
1.6 Complies with office rules and regulations.
2. Ethical Behavior
2.1 Possesses the strength of character to do
what is right regardless of the outcomes.
2.2 Refuses to engage in office politics ("who
you know") but holds on to one's value system.
2.3 Strictly observes office hours, does not
watch the clock; does not disappear frequently.
2.4 Accepts responsibilities; does not attempt
to pass the blame to others for errors or
shortcomings.
2.5 Maintains honesty and integrity (company
supplies/equipment never taken for personal use)
2.6 Respects the privacy of others.

3. Loyalty
3.1 Trustworthy; handles sensitive information
and keeps silent about confidential information.
3.2 Understands the objectives of
management and defends them if need be.
3.3 Supports the executive and his ideas,
decisions, projects, or programs.
3.4 Keeps company affairs to himself, does not
discuss with others anything that might discredit
the executive or the company.
3.5 Cost conscious; uses company supplies
wisely.
3.6 Committed to quality work on all
occasions.
3.7 Willing to exert extra effort or make
personal sacrifices when needed.

4. Flexibility

4.1 Turns out good work under unusual

circumstances or in a new environment.
4.2 Responds to sudden changes in
instructions.
4.3 Tackles jobs that have not been done
before.
4.4 Shows alertness and intelligence.
4.5 Learns job requirements quickly.

5. Self-Esteem

5.1 Has a long belief on one's self, one's

competence, one's worth.
5.2 Radiates inner peace; displays confidence.
5.3 Acts decisively in pressure situations.
5.4 Highly motivated to improve job
performance.
5.5 Not defensive, critical, or uncooperative.
5.6 Has excellent ability to concentrate on
intellectual endeavors,.
5.7 Focuses more one accomplishments rather
than on failures.

6. Tact and Diplomacy

6.1 Possesses a sensitive perception of the

right thing to say or do.
6.2 Listens, speaks, and acts, in a manner
appropriate to the situation.
6.3 Avoids upsetting anyone because of
careless or offending words.
6.7 Emphasizes the positive rather than
negative traits of others.
6.8 Suggests rather than command; requests
rather than demand.

THE OFFICE PROFESSIONAL: PROFESSIONAL

IMAGE

In addition to a network of skills and knowledge, the office

professional needs to project a professional image. The
adage, " To be successful, look successful," applies very
particularly to the contemporary business environment.
The following factors determine Professional Image

1. CLOTHING

A clothing expert writes, "when you step into a room, even

though no one in that room knows you or has seen you
before, they will make ten decisions about you based solely
on your appearance."

First impressions are largely visual. Clothes will not

compensate for weak credentials or poor work habits but a
person who is neat in appearance can open doors for better
career possibilities. When you begin working in the office,
you will make a transition from student to office
professional. clothes sense is not inborn but it can be
cultivated. Observe fellow professionals and use good
judgment. A good wardrobe need not be expensive
nor extensive. Build around a few items starting with basic
outfits in neutral colors. Mix and match these item to create
new combinations. Add well-coordinated accessories to
project appropriately and tastefully dressed picture.

click the link below to view SOME SAMPLE PICTURES

OF OFFICE CLOTHES
For women:
http://1.bp.blogspot.com/-
RSdZawGfaEo/T9DVTKy4VDI/AAAAAAAAS14/kagodRI5W1Y/s1600/dress+code+women+what+to+wear+in+t
he+office.jpg

http://img.floost.com/image.php?width=560&image=http%3A%2F%2Fimg.floost.com%2Fimages%2F1317544170.
2393_work_wear_1_new2.jpg

http://www.thechicfashionista.com/images/lacetights-officeoutfits.jpg

For men:
https://www.selftrading.co.uk/files/images/men_suits.jpg

http://waltoncollege.uark.edu/career/Professional_Business_Dress_for_Men(2).jpg

http://www.in-color.net/images/uploads/basic_suits_thumb.jpg

2. GROOMING

A well-groomed appearance reflects an image of

success and aura of self-confidence. Grooming begins
with personal hygiene and includes personal cleanliness,
care of the hair, skin, hands, and make-up. A daily bath
routine, use of deodorants and mouthwash is
necessary. Concern for the details of one's personal
appearance can indicate carefulness about working
related duties.
3. POSTURE AND POISE

An expensive dress can look shabby on slouching or

slumping figure. Therefore, check your body alignment
whether you are standing, sitting, or working. Smooth and
graceful movements even communicate fine mental ability
and good attitude. Good posture is also important for
health reasons. Many painful back alignments and poor
circulation are a direct result of poor posture.
The dictionary defines poise as "balance and stability". It
is the ability to appear calm, confident, cool, relaxed, and
composed even when inwardly you are struggling at some
difficult situation or person. It denotes ease and dignity of
a manner. A person who is poised overcomes tension and
nervousness and exudes a peaceful spirit despite
pressure. He is not awkward or frantic. Poise is valuable
in many high-pressure jobs because your poise will make
the people you work with calm and composed, too.

4. SPEECH

The quality of your voice has an impact on your

personality. Do you have a pleasant, clear,well- controlled,
attractive voice? or is yours a low, dull, "squeaky' voice? Is
it loud, shrill, and demanding? Strive to correct your voice
and speech defects that make communications difficult like
stammering or string regional accents. Refinement and
good breeding is reflected on the kind of language you use.
Foul or gutter language destroys your professional
image. Use a vocabulary that demonstrates wise and
precise use of the language. Slang expressions are not
used in the office.

THE OFFICE PROFESSIONAL: BUSINESS

KNOWLEDGE AND SKILLS

Office Professionals perform a great variety of

tasks. This depends on the size and structure of
the office and the nature of activities. Research
indicates that employees are keen on taking
professionals with well developed business skills,
the ability to use computer technology to complete
assignments and display desirable personal and
professional qualities.
The following is a summary of desirable skills
and knowledge necessary for performing
office tasks:
 Keyboarding (typing)
 English language usage- spelling, grammar,
punctuation
 Computer operations
 Mathematics/basics accounting operations
 Office machine operations-copiers, tax,
calculators, etc.
 Telephone usage
 Mail management
 Information (records) management - hard
copy and computer
 Greeting visitors, scheduling making travel
arrangements, meeting with management, written
material preparation- letters, memos, reports
 Customers/client service
 Employee supervision

THE OFFICE PROFESSIONAL:

COMMUNICATION SKILLS
Communication is the lifeline of business. without it, no letters
would be sent, no orders would be placed, no contracts signed. It
is the basis of all office functions:
1. THE COMMUNICATION PROCESS
The communication process has four components: Sender,
message, receiver, and response. If one unit is missing, there is
no communication.
 A Sender begins the process when he creates a message
expecting the receiver to respond or react in some manner. Good
senders should be specific. "We will have the shipment on
Monday, May 14," is much better than "We will have the
shipment soon."

The Message is the vehicle that carries the sender's

thoughts. It can be verbal or nonverbal. To be effective, the
spoken message should be concise, cohesive or not jumping from
one subject to another, clear or understandable though
careful enunciation, and courteous. Nonverbal communication
includes body language like hand movements, voice quality,
facial expressions, or postures all of which communicate as
strongly as words.
The Receiver is the recipient of the sender's
message. Passive listeners absorb some of the message directed
to them but does not receive all the messages. Active listener's
develop good habits of concentration and mental participation and
thus absorb most of the intended message.
The Response or Feedback occurs whenever a message
is received. The receiver may react positively or
negatively. Feedback may not take the form the sender expects
but it nevertheless completes the cycle.

2. TECHNIQUES TO REDUCE COMMUNICATION

BREAKDOWN
Unfortunately, even when the sender tries to produce an
understandable messages as the receiver listens,
misinterpretations and misunderstandings sometimes
occur. These may be the result of physical conditions like dull
voice or large, noisy rooms. Emotions can also be a barrier. A
sender may feel pressured, rushed, or nervous. Individuals
interpret ideas from a frame of mind or frame or reference based
on their own experiences, education, culture, social status and
family patterns. Thus, words may mean different things to
different individuals.
2.1 Work hard at listening actively. Set goals for what you hope
to learn.
2.2 Overcome distractions. Drive distracting thoughts from the
mind. Ignore noisy surroundings.
2.3 Be less self-centered but more people oriented. Check if the
other person understand the message.
2.4 Check for nonverbal cues. Pay attention to how others react
when you communicate.
2.5 Do not interrupt. Suspend judgment when the other person is
speaking.
2.6 Do not plane your response while the person is still speaking.
2.7 Eliminate slang expressions and serious speech defects. Use
correct grammar.
2.8 Take notes but write only the main points of the message.