OACC 102 Week 1-6

Week 1: Communication Essentials

Understanding Communication

Definition: Vital for sharing thoughts, ideas, and information through various channels.
Purpose:
Fosters understanding, connections, and knowledge sharing in personal, social, and professional contexts.

Characteristics of Effective Communication

Complete: Provides all necessary information for readers to accomplish tasks.
Clear: Unmistakable purpose; clarity prevents misunderstandings.
Correct: Factual and verified information is essential.
Concise:
Use succinct language, avoiding unnecessary words.
Examples:
- "At the present time" -> "now"
- "Due to the fact" -> "because"
Courteous: Good human relations skills are vital for a positive message.
Positive Expressions:
- Use “thank you for your patience” instead of “sorry for the delay.”
Considerate: Tailor messages to readers' feelings and viewpoints.

Writing Effective Messages

Planning: Identify purpose and audience.
Content Organization: Gather information and structure it logically.
Appropriate Communication Approaches:

Direct Approach: Start with the main point, followed by details.
Indirect Approach: Provide context before the main idea for sensitive subjects.
Persuasive Approach: Motivate or influence actions.

Structuring Written Communication

Paragraph Unity and Coherence: Each paragraph should focus on a single idea.
Parallel Structure: Maintain consistency in verb forms and listings.
Active vs. Passive Voice:
Active Voice: The subject performs (e.g., "The committee approved the plan.")
Passive Voice: The subject receives action (e.g., "The plan was approved by the committee."). Use active for direct communication, passive for specific purposes like avoiding blame.
Final Document Preparation: Adjust formatting and review for consistency before submission.

Verbal Communication

Definition: Exchanging information via words, requiring active listening and comprehension.
Strategies:
Ask specific questions to clarify understanding.
Use appropriate language and be mindful of cultural implications.
Paraphrase to confirm understanding.

Nonverbal Communication

Elements: Body language, gestures, and facial expressions are crucial for conveying meaning.
Examples:
Open vs. Closed Body Language: Open indicates confidence; closed signals defensiveness.
Positive Nonverbal Cues: Nodding, eye contact, and leaning forward show engagement.

Global Communication Technologies

Telecommunications: Enables fast global communication.
Mobile and Computing Devices: Enhance productivity and connectivity.
Social Networking and Instant Messaging: Facilitate real-time communication and networking.
Cloud Computing: Provides on-demand services enhancing remote collaboration.
Web 2.0: Refers to interactive online resources.

Conclusion

Integrating verbal, nonverbal, and written skills enhances communication significantly.

Week 2: The Office Professional

Evolution of Office Roles

Job Titles:
Previous: Office assistant, clerical assistant, secretary.
Current: Administrative assistant, executive assistant, office manager, executive secretary.

Office Support Functions

Categories of Functions:
Routine Functions: Daily operational tasks.
Technical Functions: Technology-related tasks.
Analytical Functions: Data analysis and problem-solving.
Interpersonal Functions: Communication and relationship management.
Managerial Functions: Overseeing tasks and teams.

Administrative Professional Job Responsibilities

Conducting research using the web.
Recommending office equipment.
Providing training and support for new staff.
Preparing and delivering presentations.
Keeping organized files (paper and digital).

Necessary Skills for Administrative Professionals

Communication: Vital for interaction through emails, phone calls, meetings.
Interpersonal Relations: Working well with coworkers, clients, executives.
Time Management: Prioritizing tasks for productivity.
Critical Thinking: Purposeful inquiry and analysis.
Decision Making: Informed choices daily at work.
Creative Thinking: Generating new ideas.
Teamwork: Collaborating effectively.
Technology: Staying updated with tools/software.
Leadership: Guiding peers when necessary.
Stress Management: Handling workplace stress efficiently.
Problem Solving: Overcoming challenges.
Customer Focus: Prioritizing client relations.

Week 3: Professional Image and Business

Characteristics of a Professional

First Impressions Matter: You only get one chance to make a good first impression, which is crucial in a professional setting.
Power of First Impressions: Lasting impact of initial encounters.

Making a Good First Impression

Be on Time: Demonstrates respect.
Be Confident: Promotes comfort in others.
Dress Professionally: Influences judgments.
Smile Warmly: Creates a welcoming atmosphere.
Body Language Awareness: Nonverbal cues convey much.
Maintain a Positive Attitude: Positivity enhances interactions.
Be Courteous: Polite behavior fosters a good impression.

Positive Attitude

Control Over Attitude: Attitudes can be managed consciously.
Creating a Positive Attitude: Surround with uplifting individuals; embrace your self-image.

Work Ethic

Definition: Embodies integrity, commitment, and productivity.
Exhibiting a Positive Work Ethic:
Arrive on time, meet deadlines, follow procedures, utilize work time effectively.

Other Professional Characteristics

Key Skills: Communication, interpersonal relations, time management, critical and creative thinking, teamwork, technology proficiency, leadership, problem-solving abilities, customer focus, and stress management.

Your Professional Appearance

Significance: Reflects work quality and motivation.
Dressing the Part: First impressions formed within 7–10 seconds.

Professional Business Attire

For Women

Suits or tailored dresses, knee-length skirts, complementary blouses, conservative pumps.

For Men

Two-piece suits, light dress shirts, matching ties, polished leather shoes.

Business Casual Attire

For Women

Knee-length business skirts or casual pants, blouses, knit sweaters.

For Men

Sport coats or khakis, polo shirts.

Other Dress Considerations

Factors Influencing Attire: Dress code policy, climate, regional variations.

Personal Appearance

Importance: Hygiene contributes to professional image.

Guidelines for Appearance

Minimal fragrance (aftershave/cologne).
Cleanliness: freshly bathed, clean hands and face.
Ensure freshness of breath and neatly groomed facial hair.

Week 4: Workplace Teams

What is Teamwork?

Definition: Collaborative process to achieve goals through cooperation and constructive feedback.

Organizational Benefits of Teamwork

Enhanced Skill Sets: Teams exceed individual abilities.
Increased Productivity: Effective teamwork improves productivity.
Greater Responsibility: Members feel a greater sense of responsibility.
Creativity and Decision Making: Enhances creativity and diverse options.
Improved Profitability: Collaborations can decrease absenteeism and improve quality.

Employee Benefits of Teamwork

Cross-Training Opportunities: Learning from each other.
Job Enrichment: Increased enjoyment of work.
Skill Development: Fosters acquisition of new skills.

Types of Teams

Task Forces: For specific projects.
Workplace Team Composition: Individuals from various areas collaborate on tasks.
External Teams: Collaborate with outside individuals.

Diversity in the Workplace

Importance: Understanding diverse backgrounds is crucial for teamwork.

Characteristics of Effective Teams

Role Clarity: Members understand their roles.
Inclusiveness: Every member contributes to team efforts.

Teamwork Techniques

Be nonjudgmental and respectful of diverse perspectives.
Engage in perspective-taking and active listening.

Productive Team Communication

Importance: Crucial for setting and understanding team goals.
Communication Types:
Formal: Official channels (downward, upward, horizontal).
Informal: Unofficial conversations fostering relationships.

Interpersonal Skills

Critical for success include listening, collaboration, and conflict resolution.

Week 5: Effective Communication in Telephone Skills

Using Your Communication Skills

Speaking Clearly: Avoid frustration for the caller by maintaining clarity and positive tone.

Voice Projection Elements

Volume: Adjust to caller’s hearing ability.
Rate of Speed: Speak at a moderate pace.
Inflection: Vary tone to emphasize points.
Quality: Convey enthusiasm in voice.
Pronunciation: Ensure clear enunciation.

Active Listening

Engagement: Fully concentrate during conversations.
Elements include concentration, empathy, acceptance, and responsibility.

Professionalism through Grammar

Importance: Correct grammar is essential for professionalism.
Common Errors:
Subject-Verb Agreement: Use correct forms.
Avoid jargon unless necessary.

Week 6: Contemporary Office Notes

Office Definitions

Merriam Dictionary: A position of authority.
Cambridge Dictionary: A dedicated area for work in businesses.

Historical Context of Offices

Origins: Derives from Roman Latin, signifying a bureau for public duty.
Evolution: Transitioned to integral structures in organizations.

Key Developments in Office Design

18th Century: New office buildings in Britain (Old Admiralty Office, East India House).
20th Century Innovations: Open-plan concepts (Larkin Administration Building).
Bürolandschaft: Promoted organic layouts for teamwork.
1980s Cubicle Farm: Adapted cubicles for corporate structure.

Types of Office Layouts

Cellular Office: Individual offices aligned along facades.
Combination Office: Standard offices optimizing space.
Team Office: Promotes collaboration.
Open Space Office: Mix of various layouts for interaction.
Co-Working Office: Shared spaces for networking.
Hot Desking Office: Flexible desk usage.

Modern Office Trends

Hybrid Workspace: Combination of remote/on-site work.
Biophilic Design: Incorporates nature for well-being.
Technology Integration: Smart office technologies.
Flexible Spaces: Movable walls and furniture for adaptability.
Sustainability Initiatives: Focus on environmentally friendly practices.
Mental Health Focus: Space designed for mental wellness.
Diversity and Inclusion: Designs reflecting diverse needs.
Local Integration: Regional culture in office designs.

Future Considerations for Office Design

Remote and Hybrid Work: Ongoing adaptation to flexible work conditions.
Virtual Team Building: Creativity in maintaining team cohesion online.
Employee Wellness Programs: Demand for mental wellness features.
On-going Learning Models: Shift toward continuous education.
Worker Safety Standards: Increased focus on safe work environments.