Administrative Office Management 2

ADMINISTRATIVE AND
OFFICE MANAGEMENT
TRENDS IN THE OFFICE MANAGEMENT
✓Mobility
✓Shared Workplace
✓Navigation and Wayfinding
✓IOT and Sensors
✓Analyzing and Using Data
MOBILITY
• Mobility is a still a growing trend and experts predict an even

more significant increase in mobility by 2020.
• Mobility and technology empower employees to do more of
their work remotely which reduces the need for an individual
office or desk space.
SHARD WORKPLACE
• Single offices are disappearing and multi-room offices are

growing rapidly
• Some companies take this a step further and introduce shared
workspaces and activity-based working.
NAVIGATION AND WAYFINDING
• Wayfinding and indoor navigation are going to be extremely

hot in 2018.
• New navigation systems can provide navigation based on
Google Maps and give both indoor and outdoor directions.
IOT AND SENSORS
• Sensors and beacons have many different use scenarios.

• The most searched IoT associated feature on Google is smart
homes where lights, locks, kitchen appliances, etc. can turn on
or off according to who is present in the house or room.
ANALYZING AND USING DATA
• This is to ensure that the right decisions are made regarding

equipping your office space with the correct amount of
workspaces and meeting rooms and in general basing
decisions on data rather than feeling.
ANALYZING AND USING DATA
• This is to ensure that the right decisions are made regarding

equipping your office space with the correct amount of
workspaces and meeting rooms and in general basing
decisions on data rather than feeling.
BASIC DUTIES AND RESPONSIBILITIES
OF THE OFFICE PROFESSIONAL
✓Administrative Duties
✓Communication
✓Records Management
✓Word Processing
✓Data Processing
ADMINISTRATIVE OFFICE
• 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.
COMMUNICATION
• A large portion of the office professional's task centers around

assisting the executive in communication.
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.
WORD PROCESSING
• In the business world today there is rapid and continuous flow

of information which are produced and transmitted through
written communication.
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.
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.
THE OFFICE PROFESSIONALS
✓ Professional Image
✓ Personal Attributes
✓ Professional Attitudes
✓ Communication Skills
PROFESSIONAL IMAGE
• Your Professional image is equal to your physical appearance and

behavior.
• Discover the ways you can enhance your image and personal brand
while building a strong reputation based on respect, personal
responsibility, and considerate conduct for others.
DRESS TO IMPRESS - YOUR IMAGE MATTERS
• This is especially important when you are seeking a new

position/career.
• Pay attention to the company dress code and plan to acquire a

business wardrobe based on your budget as you grow.
BUILD YOUR PERSONAL BRAND - STAND OUT
WITH DISTINCTION
• Your personal brand is your reputation. It is intricately tied to
your professional image.
• Think of it as what people say about you when you are not in
the room
BE LIKEABLE - ADOPT A POSITIVE ATTITUDE
• Your ability to fit in and work with others will be determined by

the attitude and overall presence you project at work
• A smile, warm greeting, eye contact, firm handshake,

appropriate humor, kind gesture, or head nod are just a few
simple actions you can take to increase likeability.
PROFESSIONAL ATTITUDES
• A professional attitude is the manner in which you conduct yourself
in a professional setting.
• A professional attitude is often more formal than a personal

attitude, in terms of appearance, comportment and interaction.
• personal attitudes come relatively naturally to most people,

professional attitudes are often specifically developed and tweaked to
best fit the environment, workplace or group of people you're
interacting with.
PERSONAL ATTRIBUTES
• are the traits you naturally have that make you unique and can
determine your effectiveness in a certain job role.
HERE ARE SOME EXAMPLES OF ATTRIBUTES YOU CAN
INCLUDE ON YOUR RESUME:
✓Initiative
✓Willingness to learn
✓Adaptability
✓Confidence
✓Resilience
✓Optimism
INITIATIVE
• Initiative is the ability to do what needs to be done before
anyone can ask you to do it.
WILLINGNESS TO LEARN
• Employers actively seek people who are dedicated to
continuous learning.
ADAPTABILITY
• In a world where things around us are constantly changing,
adaptability is a coveted attribute, and those who have it are
often thought to be more desirable candidates for a hire or
promotion
CONFIDENCE
• Confidence is knowing your worth and having the ability to
show it through real-life examples.
RESILIENT
• A resilient person can solve problems, learn from failures and
grow from the experiences.
OPTIMISM
• Employers appreciate optimism in the people who work for
their company because they're the people who will be resourceful
in finding a way to turn a potentially negative outcome into a
positive result.
THE IMPORTANCE OF
GOOD COMMUNICATION
SKILLS
TOP 10 COMMUNICATION SKILLS
1. Active listening
Active listening means paying close attention to who you’re
communicating with by engaging with them, asking questions and
rephrasing.
2. Communication method
Using the right way to communicate is an important skill.
3. Friendliness
Friendly traits like honesty and kindness can help foster trust and
understanding when communicating at work.
4. Confidence
In the workplace, people are more likely to respond to ideas that are
presented with confidence.
5. Sharing feedback
Strong communicators can accept critical feedback and provide
constructive input to others.
6. Volume and clarity

When you’re speaking, it’s important to be clear and audible.
Adjusting your speaking voice so you can be heard in a variety of settings is
a skill, and it’s critical to communicating effectively.
7. Empathy
Having empathy means that you can not only understand, but also
share in the emotions of others.
8. Respect
A key aspect of respect is knowing when to initiate communication
and respond.
9. Nonverbal cues
A great deal of communication happens through nonverbal cues
such as body language, facial expressions and eye contact.
10. Responsiveness
Whether you’re returning a phone call or sending a reply to an email,
fast communicators are viewed as more effective than those who are slow
to respond.

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ADMINISTRATIVE AND

• Mobility is a still a growing trend and experts predict an even

• Single offices are disappearing and multi-room offices are

• Wayfinding and indoor navigation are going to be extremely

• Sensors and beacons have many different use scenarios.

• This is to ensure that the right decisions are made regarding

• This is to ensure that the right decisions are made regarding

• The office professional applies his or her skills to arrange

• A large portion of the office professional's task centers around

• This includes knowledge of the various filing system, filing

• In the business world today there is rapid and continuous flow

• Data processing is organizing, storing, and retrieving numerical

• Such data made may include orders, purchases, accounts

• Data processing is organizing, storing, and retrieving numerical

• Such data made may include orders, purchases, accounts

• Your Professional image is equal to your physical appearance and

• This is especially important when you are seeking a new

• Pay attention to the company dress code and plan to acquire a

• Your ability to fit in and work with others will be determined by

• A smile, warm greeting, eye contact, firm handshake,

• A professional attitude is often more formal than a personal

• personal attitudes come relatively naturally to most people,

6. Volume and clarity

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