| The following is an excerpt from my new book, | | | | training situations. |
| "MORPHING INTO THE REAL WORLD - A | | | | * Desktop Publishing - if you will be responsible for |
| Handbook for Entering the Work Force" which is a | | | | producing brochures, books, and formal reports for |
| survival guide for young people as they transition into | | | | presentation, in all likelihood you will have to learn a |
| adult life. The book offers considerable advice | | | | Desktop Publishing tool, such as Adobe InDesign or |
| regarding how to manage our personal and | | | | Microsoft Publisher. You will also have to learn how to |
| professional lives. As a part of this, I found it necessary | | | | produce documents in the Portable Document Format |
| to describe the basic business skills required in today's | | | | (PDF), a popular file format from Adobe. |
| corporate world. | | | | * Multimedia - most office workers will not need to |
| Basic Business Skills Required | | | | know how to produce audio/video files, but it would |
| I cannot possibly list all of the business skills you are | | | | certainly look good on your resume if you did, as well |
| going to need to suit your particular line of work. | | | | as making you a more valuable resource to your |
| However, there are some rather basic skills you will | | | | company. |
| need to effectively perform in just about any office: | | | | * Internet - this is an invaluable tool for communications |
| * Computer skills - in all likelihood, you will need to | | | | and research. Here you will need to know: how to |
| interact with a computer somehow during the course | | | | send and receive e-mails (including how to attach files), |
| of conducting business, whether it is to place an order, | | | | instant messaging, maintaining an address book, how |
| track a shipment, record your time, or to write a letter | | | | to use a web browser, and how to effectively use a |
| or memo. As such, you should become familiar with | | | | search engine. It may also be necessary to learn how |
| the basic operation of a computer. Most High Schools | | | | to send and receive files using FTP facilities (File |
| today do a fair job of teaching the basics, but if you | | | | Transfer Protocol). |
| missed the course, there are plenty of places you can | | | | * Other computer utilities - two common types of |
| receive training, such as at public libraries and | | | | programs actively used in business are calendars and |
| community service associations. Of course, there are | | | | calculators. Calendars are invaluable for coordinating |
| also professional training programs you can also | | | | schedules on a corporate-wide basis, and calculators, |
| attend. | | | | of course, help us with math. |
| In addition to the use of the keyboard, mouse, and | | | | This brings up a point, most offices require their |
| monitor, one of the most important things to learn is the | | | | workers to have good basic math skills, to prepare |
| concept of the computer's "clipboard" which is used to | | | | such things as orders and purchases, calculate |
| copy and paste data from one program to another; | | | | estimates and schedules, and to write a cost/benefit |
| e.g., from a spreadsheet to a word processing | | | | analysis. |
| document. When using a computer, this is one of the | | | | * Telephone etiquette - it's interesting, despite the |
| most common features you will actively use. Also, | | | | elaborate phone systems companies use, people still |
| learn the basics of the computer's file management | | | | do not know how to properly answer the telephone. |
| system; e.g., the organization of the folders, the various | | | | First, when the phone rings, answer it promptly, do not |
| file types used, and how to search the computer for | | | | let it continuously ring thereby upsetting not only the |
| its contents. | | | | caller but your coworkers as well. Second, when you |
| Also learn how to use the computer's help facilities to | | | | answer, properly identify yourself and ask how you |
| assist you in problem areas. Most programs use similar | | | | can be of assistance; for example, "This is John Doe. |
| help facilities making it easy to learn and follow. | | | | How can I help you?" |
| * Word Processing - word processors are perhaps | | | | If you are using Voice Mail (which seems like |
| the most extensively used programs on a computer | | | | everybody does these days), put down a professional |
| and there are a variety of programs available offering | | | | message that will not alienate callers; for example: |
| comparable features. Aside from basic typing, you | | | | "This is John Doe. I cannot take your call right now but |
| should learn how to format a document in terms of | | | | if you leave a message I will be sure to return your call |
| setting up margins, pagination, headers and footers, and | | | | as soon as possible." Now for the real trick, follow-up |
| font selection (type, style, and size). More importantly, | | | | on your promise and check your messages regularly |
| learn how to effectively use spell checkers and | | | | and respond promptly. |
| grammar checkers. I am amazed how many people | | | | * Writing & Penmanship - there are primarily three |
| use word processors yet know little about how to use | | | | types of writing you will be involved with: memos, |
| such facilities. Consequently, a letter may look | | | | business letters, and reports. I do not have sufficient |
| graphically appealing but is inundated with spelling | | | | space here to provide you with the tutorial needed to |
| errors and weak sentence structures. | | | | instruct you in this regard. I suggest you either take a |
| * Spreadsheets - if your job requires any basic | | | | course in effective writing or research examples on |
| number crunching, you will undoubtedly have to learn | | | | the Internet. Nonetheless, write professionally (avoid |
| how to use a spreadsheet. Their ability to perform | | | | slang) and courteously, get to the point and do not |
| basic math is an incredibly time-saver. Do yourself a | | | | ramble. |
| favor and learn how to express a formula (such as | | | | I realize people today are more inclined to type than to |
| addition, subtraction, multiplication, and division). You | | | | write something by hand, but if you do, write legibly so |
| cannot believe how many people use electronic | | | | people can read it. Your penmanship says a lot about |
| spreadsheets yet still perform the math manually. | | | | your personality, your professionalism, and level of |
| Pretty scary. | | | | education. |
| * Graphics - office workers will inevitably need to work | | | | * Speaking - regardless of your job, you will |
| with graphics, if for nothing more than scanning, | | | | undoubtedly have to meet and converse with people, |
| cropping and sizing photographs and illustrations. They | | | | attend meetings and presentations, and possibly |
| may not need to know how to use robust graphic | | | | conduct interviews. As such, it will be necessary for |
| design tools (unless they are in that business), but they | | | | you to be able to articulate your ideas and positions. If |
| will need to know how to perform basic graphic | | | | you are shy and resist engaging in professional |
| manipulation. Also, depending on your job assignments, | | | | discussions, you will have to learn to overcome your |
| you may need to learn how to use slide presentation | | | | fears. |
| software; e.g. Microsoft PowerPoint, Lotus Freelance, | | | | If you would like to discuss this with me in more depth, |
| etc. Such presentation aids are useful for sales and | | | | please do not hesitate to send me an e-mail. |