Table Of Content0 0I. __ _ ___.
'---------~ Macmillan Modern Office
Series Editor: Christine Simons
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IN THE OFfiCE
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MACMILLAN
Titles in the Macmillan Modern Office Series
Count on Confidence: The Way into Personal Effectiveness Chisholm
Elementary Exercises in Word Processing -
Students Book, Teacher's Book Brown & Tiffney
English Language Skills Hughes
Integrated Assignments in Secretarial, Office and Business
Procedures Pack McFetridge
Quickly into QWERTY Hughes
Starting in the Office Pack Barnes
Easily into . . .
dBase III Plus Gosling
dBase III Plus Programming Gosling
(Exercise disks available)
DisplayWrite 4 Gosling
DisplayWrite 4 Advanced Features Gosling
DOS Gosling
(Exercise disks available)
LocoScript for the Amstrad PCW Rogers
Lotus 1-2-3 Gilligan
MultiMate Advantage II Gosling
MultiMate Advantage II Advanced Features Gosling
SuperCalc 4 Gosling
SuperCalc 4 Advanced Features Gosling
(Exercise disks available)
WordS tar Simons
WordStar 1512 Gosling
WordStar 2000 Simons
WordStar 2000 Advanced Features Simons
©Jay Barnes 1989
All rights reserved. No reproduction, copy or transmission
of this publication may be made without written permission.
No paragraph of this publication may be reproduced, copied
or transmitted save with written permission or in accordance
with the provisions of the Copyright Act 1956 (as amended),
or under the terms of any licence permitting limited copying
issued by the Copyright Licensing Agency, 33-4 Alfred Place,
London WClE 7DP.
The purchaser is licensed to copy, for educational use only and
within the purchasing institution only, all the loose-leaf pages.
Any person who does any unauthorised act in relation to
this publication may be liable to criminal prosecution and
civil claims for damages.
First published 1989
Published by
MACMILLAN EDUCATION LTD
Houndmills, Basingstoke, Hampshire RG21 2XS
and London
Companies and representatives
throughout the world
British Library Cataloguing in Publication Data
Barnes, Jay
Starting in the office.
1. Office practices
I. Title
651
ISBN 978-0-333-43810-7 ISBN 978-1-349-09395-3 (eBook)
DOI 10.1007/978-1-349-09395-3
To Geoffrey
iv
0
CONTENTS
Skills Covered vii
Acknowledgements viii
Introduction For Students ix
Assignment No. Subject Assessment
1. The Beginning Finding the way Map instructions 1
Note-making Discussion; note-
making. Notes from
TV programme
Library exercise Library exercise
Library booklet Designing library
booklet
2. First Things Choosing priorities Listing items 9
First Action messages Messages cleared
Note to office Memorandum
manager
Simple letter of Letter and
request envelope
3. Communication Problem identification Discussion 33
Using The Passing information Message taken
Telephone (orally)
Passing information Message form
(written)
Telephone errors Discussion
List of errors
Correct tel. mes.
Obtaining information List
Technique comparison Discussion
Ansap hone Tape message
Telemessage Exercise
Telex Exercise
4. Getting On How to get on with Discussion 49
With People At colleagues
Work Problems of Discussion
newcomers
5. Planning An Office trip Poster design 57
Office Outing Getting across Diagrams for
London directions etc.
Difficult situations Discussion
Accounting for Memorandum
money
Account of trip Typed report
v
6. In-tray In-tray exercises: Telephone call 63
Exercises Memo and milk bill Instructions
Mail room memo Letter of
Memo and order complaint and
form envelope
Memo (post codes) Post code research
Memo re meeting Telephone call and
message
Stationery design Memorandum
Telemessage Telemessage
7. Safety In The Office safety Report 75
Office Incident! Explanation
Form design Accident form
Informing/persuading Poster design
Reporting
accidents Report
Statistics Graphs and para.
8. Being A How to complain Tel. calls 85
Customer Letters of
complaint
Abbreviations Discussion
How to find out Notes from lecture
your rights
Agencies to help Research report
9. Meetings Meetings: Training Notice 91
Office Agenda
Experience Discussion
or work Notes
placement Report
10. Reception Reception duties Research 97
Duty Receptionist Description
Reference books Description
Reception duties Callers' log
Reception duties Form selection
and completion
Reception duties Role play
Reception duties List
11. Getting A Job Skills and personal Completion of grid 101
qualities grid
Job advertisement Comprehension
Job vocabulary Comprehension
Job application Telephone Call
Job application Application form
completed
Interview Simulated exercise
cv Typed CV
Stationery 121
Index 126
vi
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vii
0
ACKNOWLEDGEMENTS
The author wishes to acknowledge the support and encouragement of
colleagues, especially Ray Linforth and Alan Harding. Thanks are due to Jo
Reid for permission to use her HCT application form, to Margaret Morgan for
permission to use the career interview evaluation form and to Sue Lemon for
her excellent Library exercises, which are to be found in the accompanying
Teacher's Book. Thanks are also due to my ever-patient Receptionist/Clerical
Studies Students, who tried out ideas for me.
Note
The idea of HCT Holdings Ltd was worked out in the summer of 1979 by
Veronica Nethercott, Tom Taussik and the author. She gratefully acknowledges
their kind permission to use her extended version in this text-book.
viii
0
INTRODUCTION FOR
STUDENTS
This text-book's aim is to give you an idea of the work someone in an office
might do.
It is designed to provide you with a variety of tasks to undertake and is set
out in a series of assignments linked by three themes:
e
Your work as a student which needs organisation and planning.
e
Your role as a citizen with rights and responsibilities, which you need to be
aware of.
e
Your future employment as a clerical worker, which the assignments in this
book should help you to understand.
Remember, if you do not understand something, no matter how trivial you
think it may be, please ask your lecturer. He or she is there to help you.
e
Good luck with your Course.
ix
