Chapter 14 Preparing to Meet the Challenges. Office Procedures for the 21 st Century, 8e Burton and Shelton 2 2011 Pearson Higher Education, Upper Saddle

Chapter 14Preparing to Meet

the Challenges

Office Procedures for the 21st Century, 8eBurton and Shelton

2© 2011 Pearson Higher Education,

Upper Saddle River, NJ 07458. • All Rights Reserved.

Preparing to Meet the Challenges

Eliminate Stereotypes Prepare for Advancement Commit to Values and Ethics Continue to Develop Professionally




Eliminate Stereotypes—Professional Image

Educated and skilled employee Team player Employee who

Is polished Solves problems Takes pride Works for betterment of all Manages assignments in quality ways Works hard and accepts new responsibilities




Eliminate Stereotypes—Professional Image

Ways to develop professional image Set obtainable short- and long-term career

goals Develop strategies for achieving goals Set timelines for each step in strategies Begin to complete steps




Advancement—Job Performance Appraisal

Be productive worker and improve as you gain experience

Expect appraisal within first three-to-six months and at least once-a-year after that time




Advancement—Job Performance Appraisal (continued)

Rating sheet will be completed and discussed Manager may make suggestions for

improvement. Listen carefully. Ask questions and discuss contributions




Advancement—Job Performance Appraisal (continued)

Keep notes on your performance If your production increased If you are accepting more responsibilities

Share professional development plan Maintain impeccable performance record




Advancement—Set Goals

Identify goal Study to provide background necessary

to achieve goal Once achieved, set another goal

Identify support and resources needed from management




Advancement—Set Goals (continued)

Keep steps in mind when setting goals: Write down goal and review frequently List goals in action terms Identify goals in measurable terms




Advancement—Adapt to Change

Opportunity to grow Identify negative feelings and learn to deal with

them Keep positive attitude

If changes influence goals and achievements, reevaluate plan

Be creative and flexible Recognize and accept new ideas and new

ways of solving problems and setting goals




Advancement—Gain Additional Responsibility

Be clear on what you want and that you are willing to make it happen

Ask for responsibilities manager may have to handle

Remind manager of success in handling particular project in past




Advancement—Increase Your Effectiveness

Make supervisor look good. How? Meet deadlines, do professional and polished work,

keep him or her informed Ask questions to learn “why” behind what goes

on in daily routine Ask for feedback Understand, accept, and respect chain of

command Remain loyal to your values, your manager,

and organization




Advancement—Learn From a Mentor

Mentors are people who are more senior; they Understand organization’s

Policies, procedures, politics, and history Are willing to share useful advice

Considers this confidential Help you become successful Answer your questions and guide you




Advancement—Develop Your Leadership Qualities

Learn to be leader— Influence others to do very best Help others to accept challenges even

when they believe they cannot handle them

Inspire confidence




Advancement—Develop Your Leadership Qualities (continued)

Qualities to help identify whether you are capable of developing skill of leading Integrity Vision Effectiveness Passionate commitment Communication




Advancement—Cross Train

Cross training involves learning and performing responsibilities of coworkers More you know and more you gain additional

skills, more valuable you will be Cross training gives opportunity to

Take on new technical and communication challenges

Learn more about organization and flow of work Get more exposure by working with new people Get acknowledgment from management




Advancement—Gather Information

Listen to motivational or informational tapes Read office bulletins and newsletters Attend seminars, conventions, conferences,

and workshops Volunteer to be committee member or serve

on special task forces Become aware of company’s policies




Commit to Your Values and Ethics

Values -- determine what is right and what is wrong

Ethics -- doing what is right or wrong Part of difficulty in deciding whether

behavior is ethical -- determining what is right or wrong




Commit to Your Values and Ethics—Ethics

Create ethical climate by Being certain your pattern of behavior aligns with

own values as well as organization’s values Increasing awareness of how to apply

organization’s code of conduct Learning how to deal with situations with ethical

dimension and how to anticipate situations that involve your values and ultimately ethical choices




Develop Professionally—What Today’s Office Requires Supervise people in non-traditional work styles Use most current office technology and high-tech

communication Rely almost exclusively on office network and

Internet Increase productivity Work effectively with diversity




Develop Professionally—Advance Through Education

Earn college certificate/degree, or any additional education will prove helpful Most large organizations will pay for all or

part of tuition for job-related courses Attend in-house training Emphasis in education -- continuing

education




Develop Professionally—Join a Professional Association

Associations offer credentials through exams and certificate: International Association of Administrative

Professionals® (IAAP®) National Association of Legal Secretaries® (NALS®) National Virtual Associates Society (NVAS) National Association of Educational Office

Professionals (NAEOP)




Develop Professionally—Increase Technical Certification

Microsoft includes Microsoft Certified Application Specialist

(MCAS) 2007 Microsoft Office System




Develop Professionally—Take Action

Consider results of performance appraisal, interests, and additional knowledge and skills

Rank potential activities and focus on top priority

Keep log of completed activities Work toward a career, not “just” a job

Documents

Chapter 14 Preparing to Meet the Challenges. Office Procedures for the 21 st Century, 8e Burton and Shelton 2 2011 Pearson Higher Education, Upper Saddle