Learning Express Editors - Office Basics Made Easy
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Interactive exercises, practical tips and ea sy to implement steps to success ensure that the reader can master the basics. Expert advice on creating filing systems, organising your workplace and keeping financial records are some of the topics.
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All rights reserved under International and Pan-American Copyright Conventions. Published in the United States by LearningExpress, LLC, New York.
Library of Congress Cataloging-in-Publication Data
Tarbell, Shirley. Office basics made easy/Shirley Tarbell.1st ed. p. cm. Includes index. ISBN 1-57685-118-4 1. Office practiceUnited States. I. LearningExpress (Organization) II. Series HF5547.5.03 1997 651dc21 97-11421 CIP
The "Frogs in Heaven" illustration on page 158 is reprinted with permission from The Official America Online for Windows Tour Guide, 2nd Edition. Copyright 1994 by Tom Lichty. All rights reserved.
Federal Express Airbill copyright 199496 by Federal Express Corporation. All rights reserved.
Printed in the United States of America 9 8 7 6 5 4 3 First Edition
For Further Information For information on LearningExpress, other LearningExpress products, or bulk sales, please call or write to us at: LearningExpress 900 Broadway Suite 604 New York, NY 10003 212-995-2566
Page iii
Contents
1 Getting Started
2 Skills for Job Success
3 The Pain-Free Work Environment
4 Organizing Your Workstation
5 Organizing Files
6 Organizing Your Time
7 Working Smarter
8 Getting Rid of Clutter
9 Correspondence Your Boss Will Love
10 Goof-Proofing Your Correspondence
11 Keeping Financial Records
12 On the Phone
13 Winning Over Your Computer
14 Managing Computer Files
15 E-mail and Faxes
16 Supplies and Equipment
17 Handling Mail and Packages
18 Fitting In
19 Office Politics
20 Moving Up, Moving On
Appendix: Additional Resources
Page 1
Chapter 1 Getting Started
In today's economy, office workers are more important than ever. But they're also a dime a dozen. To succeed and get ahead, you need topnotch skills and a winning attitude. This book shows you how to get them.
It's a challenging time for office workers.
There are some frankly scary facts: Companies are downsizing. Executives who, in past decades, wouldn't have dreamed of using a typewriter, now happily peck away on their computer keyboards, typing and formatting their own documents. Computer programs make work that used to be tedious and laborious, but that also provided jobs to many, today make many things automatic and instantaneous.
But far from generating a "paperless office," as once predicted, computers have generated paper at an unprecedented rate. A great deal of it is waste, it's true, but the rest has to be handled, organized, revised, mailed outdealt with in some way. The new work created by comput-
Page 2
ers isn't just "busy work," either. Computers have made operations possible that were unheard of in the past, and they've generated office work that is more creative and interesting than ever before, from creating complicated spreadsheets to doing desktop publishing. These are tasks performed not by so-called experts but by office workers themselves.
What You Have to Gain From Office Work
There are plenty of good reasons for choosing office work as a career. Many office jobs are intrinsically interesting and important in themselves. Without good office workers the country would grind to a halt.
An office job can also be a stepping stone to another kind of career. Perhaps you intend to work in an office only temporarilya year or so, or even fivebut would eventually like to get training in another profession. If this is the case, you may very well be able to land an office job in that field, so that you can learn more about it.
A graphic arts office might appeal to you, or a lawyer's office, or an office in an accounting firm or a publishing company. Even if your office job consists only of carrying the mail or doing data entry, you can learn a lot about the career you think you'd like to get more involved with later. Although they may be in the minority, some companies and organizations, especially entrepreneurial companies and small businesses, even make it possible to move from office work into other career positions in the company or organization.
On the other hand, perhaps you have a vocation or avocation that doesn't pay very well, or at all, but one that is extremely important and enriching to your lifesay you're raising a family, or you're an artist. In this case, a separate, stable, long-term office job may be just what you need, a congenial job that you can stay in comfortably for years but that does not consume your life.
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