Office Practices

Course Code	VBS102
Fee Code	S1
Number of Assignments	8
Duration (approx)	100 hours

Skilled office workers are always in demand. Make sure you have the edge! Develop the skills and knowledge necessary for the operation of an office.

COURSE CONTENT

The course covers the following in 8 lessons:

1. The Modern Office: Scope of office work, procedures, the home office vs commercial premises, etc.

2. Communication Systems: Using the phone, business letters, faxes, couriers, postage, etc.

3. Interpersonal Communications  

4. Phone Skills

5. Writing Letters and Other Documents:Writing Letters and Reports. Structure of a report, memos, business letters.

6. Computer Applications: Scope & uses of computers, types of computers, software types, peripherals, word processing, CD Roms, Modems, setting up and care of a PC.

7. Office Organisation and Procedures: Stationary, Office furniture, Paper specifications, Filing & record keeping etc.

8. Health and Safety in the Office: Office layout and organization, security.

AIM
On successful completion of the course you should be able to do the following:

• Determine the price range of different items of equipment and materials.
• Determine the upper and lower limit of what it might be likely to cost you to set up a new office.
• Design a memorandum form.
• Explain postal systems used in a business.
• Create a MS Access Database.
• Design a filing system.
• Design a work schedule suitable for a specific workplace.
• Design a security system that can be implemented in a work situation.
• Design a layout for an office situation.

WHAT YOU WILL DO IN THIS COURSE
Here are just some of the things you may be doing:

• Make a list of essential equipment, stationery and other materials.
• Visit an office supply company.
• Collect catalogues or price lists for different products available.
• Compare the implications of having an office at home with leasing, buying or using a serviced office.
• Explain applications to use and apply the following office equipment:
  • computers
  • mobile phones
  • printers
  • email
  • fax
  • scanners
• Report on the range of systems covering:
  • couriers
  • postage
  • scanners
  • electronic banking
  • mobile phones
  • rail services
• Write a letter applying for this job.
• Write a letter from an organisation (real or imaginary) to another organisation.
• Ask your local computer supplier about virus removal software and hardware.
• Compile a table comparing features of different computer systems.
• What roles can computers play in business?
• Contact or visit various stationery supplies to find out about what materials are available.
• Write a report about how to design a filing system suitable for your area of work.
• Inspect various offices to see how they are utilising space and storage.
• Contact various suppliers of office furniture to see what furniture is available.

Example of an Assignment from this Course:

1. Draw a flow chart describing one process in an office. It can be a process that you participate in your workplace, or you can describe a process used in another workplace. Your flow chart should show:

- the different steps involved in each function,

- who (what job position, eg. clerk, accountant, mail person)

- what equipment is used to carry out the step.

2. Conduct research into the kind of office job that you would like to gain, or already have. Find information on job requirements, desirable education or training, what skills are needed, which organisations offer that kind of employment, and what the daily work entails. List your relevant skills and training. (Write no more than 1 page.)

3. Consider a business that you might like to set up, requiring a small office in your home or elsewhere. Using the information gathered in your set tasks, write a 1-2 page report on the equipment and skills required to set up and operate your small office. Include the following points in your report:

a) Identify the kind of business you wish to provide.

b) List the equipment and other items required to establish and operate the office.

c) Describe what kinds of skills are needed to use the office equipment.

d) Compare the benefits and disadvantages of:

- purchasing what you need for the office

- leasing what you need for the office

- using the services of an existing office

e) Determine what it will cost you to set up this office. Include an upper and lower limit.

If there is anything you want to know more about, ask your tutor when you submit this assignment.

 

There is plenty of work out there for skilled, knowledgeable office workers. Office work has been revolutionised in recent years by technological developments, and to give yourself the best chance of securing well paid office work, you have to keep pace!
This course will familiarize you with the nature and scope of equipment and procedures used in most modern offices, which will lay a solid foundation for improving your performance in any capacity - from office manager to trainee administration assistant.

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