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.

REFERENCE:

The Administrative Professionals in the Global Office, Lilia A. Alegre, Milagrina A. Gomez, Concepcion B. Mapa, & Zaida R. Lopez

   Some Pictures of Office Designs

Modern Office Design a Combined Brown and Black Furniture

Sylish Contemporary Comfort Office

Wonderful Workplace with Modern Furniture

Contemporary Office Rooms

Super Modern Office with White Furniture

Reference:

https://www.google.com.ph

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.

REFERENCE:

The Administrative Professionals in the Global Office, Lilia A. Alegre, Milagrina A. Gomez, Concepcion B. Mapa, & Zaida R. Lopez

      

    

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.

REFERENCE:

The Administrative Professionals in the Global Office, Lilia A. Alegre, Milagrina A. Gomez, Concepcion B. Mapa, & Zaida R. Lopez

      
      

      

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:
https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEjGaVcecBkjiLnB0rVpfnPEeFfccV0uA7T-nILR50fVOQbho3z_I-ozaiZeK2D0aVq_w1V-zmfAthM0RmhAegwpOB9MWYcRNAwIlLjq5Vd6-OsE_fUcQiSVzmfOAJXR8IxYvyq1xJIZ276H/s1600/dress+code+women+what+to+wear+in+the+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.

       

REFERENCE:

The Administrative Professionals in the Global Office, Lilia A. Alegre, Milagrina A. Gomez, Concepcion B. Mapa, & Zaida R. Lopez

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.

REFERENCE:

The Administrative Professionals in the Global Office, Lilia A. Alegre, Milagrina A. Gomez, Concepcion B. Mapa, & Zaida R. Lopez