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

1. Planning: Identify purpose and audience.
2. Content Organization: Gather information and structure it logically.
3. 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

1. Communication: Vital for interaction through emails, phone calls, meetings.
2. Interpersonal Relations: Working well with coworkers, clients, executives.
3. Time Management: Prioritizing tasks for productivity.
4. Critical Thinking: Purposeful inquiry and analysis.
5. Decision Making: Informed choices daily at work.
6. Creative Thinking: Generating new ideas.
7. Teamwork: Collaborating effectively.
8. Technology: Staying updated with tools/software.
9. Leadership: Guiding peers when necessary.
10. Stress Management: Handling workplace stress efficiently.
11. Problem Solving: Overcoming challenges.
12. 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.