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