Basic business skills 2009 book 1 teacher guide

Basic business skills 2009 book 1 teacher guide

BASIC BusinessSkills Book Teacher’s Guide 1 Units 1–6 Basic Business Skills Book Teacher’s Guide 1 Units 1–6 Developed by: Academic Curriculum & Testing Unit, Program Development Division Saudi Aramco Box 113, B-223, Dhahran BASIC Teacher’s Guide Units 1–6 BusinessSkills Copyright © Saudi Aramco, 2009. All rights reserved. No portion of this book may be reproduced, by any process or technique, without the express written consent of Saudi Aramco. Contents Unit 1: Office Organization 1. Maintaining Good Office Practices 1 2. Maintaining Office Security 7 3. Making a To-Do List 13 4. Prioritizing Tasks 19 5. Managing Your Tasks in Outlook 25 6. Scheduling Appointments in Outlook 31 7. Using Outlook Notes 39 8. Managing Your Contacts in Outlook 45 9. Maintaining Inventories 51 Unit 2: Office Resources on the Intranet 1. Introducing the Saudi Aramco Intranet 55 2. Using the Intranet Top Bar Links Section 63 3. Using the Intranet Side Bar Links Section 71 4. Using the Intranet Lower Bar Links Section 75 5. Using the Saudi Aramco Phone Book 85 6. Using the Corporate Identity Guidelines 97 7. Using the Industrial Relations Manual 103 8. Using the Management Guide 111 9. Using HR Online 121 10. Using Outlook Web Access E-mail 127 Unit 3: Office Equipment 1. Using a Calculator 133 2. Using a Photocopier 139 3. Using a Fax Machine 145 4. Using a Printer 155 5. Using a Scanning Device 161 6. Using a Shredder 167 7. Using an Office Telephone 173 Unit 4: Business Correspondence 1. Managing Your E-mail Correspondence in Outlook 181 2. Handling Incoming and Outgoing Mail 189 3. Preparing Business Letters 201 4. Preparing Fax Cover Sheets 207 5. Preparing Routing Slips 211 6. Checking Your Work 217 7. Correcting Your Work 223 Unit 5: Customer Relations 1. Telephone Etiquette 227 2. Taking Messages 235 3. Answering Inquiries 243 4. Welcoming Visitors 251 5. E-mail Etiquette 259 Unit 6: Office Filing Practices 1. Using a Filing System 269 2. Using an Alphabetical Filing System 277 3. Using a Numerical Filing System 283 4. Using a Chronological Filing System 291 5. Using a Tickler File 297 Appendices A: My Checklist for Proofreading 303 B: Proofreaders’ Marks 305 Glossary 311 Office Unit 1 Organization 1 Maintaining Good Office Practices 2 Maintaining Office Security 3 Making a To-Do List 4 Prioritizing Tasks 5 Managing Your Tasks in Outlook 6 Scheduling Appointments in Outlook 7 Using Outlook Notes 8 Managing Your Contacts in Outlook 9 Maintaining Inventories 1 Office Organization 1 Preview Maintaining Good Office Practices Lesson 1 Discuss the questions with your classmates and teacher. 1 2 1. In which of the two offices would you prefer to work? Why? 2. Do you keep a messy study area at home or is it neatly organized? 3. Do you think that being organized at work is a good idea? Why? 4. What may happen if you are disorganized at work? 2 Basic Business Skills • Teacher’s Guide 2 Maintaining Good Office Practices Read the passage about maintaining good office practices. Then discuss it with your classmates and teacher. You will learn and practice many skills in this course for example, filing, timekeeping, and business writing. These are specific clerical skills you must learn in order to perform well in your job. However, in addition to these job-specific skills, you will be introduced to more general office practices, such as organization, safety, punctuality, and teamwork. Adopting these practices will make you a more efficient and professional employee. First, an organized office will make your job easier. For example, do not have too many personal items in your office. They clutter your space and distract you at work. Keep your work area clean and neat. If you spill coffee or water on your desk, clean it immediately. Place items that you use frequently, such as pens, pencils, and stapler, near you. Store papers and documents in folders. Keep them in your drawers when you are not using them. Second, safety at the workplace is everyone’s responsibility. Keep all electrical cords away from walkways. Someone may trip on the cords. Also, call maintenance to replace any worn electrical cords. They may cause fires or electric shock. Store supplies inside cabinets, not on top. Open drawers only one at a time. Close them after you use them. Push your chair under the desk when you leave the office. Third, punctuality and teamwork are also important practices in the workplace. You should be on time for work in the morning and after lunch. Do not leave work early. If you are going to miss work because of sickness, inform your supervisor first thing in the morning or as soon as possible. Finally, be a good team player. Work well with your coworkers. Do your share when working on a team project. Always be helpful and polite. Do not bring music to the office. It is distracting, and you should try not to disturb others when they are working. 3 Office Organization 3 Understanding Good Office Practices Discuss these questions with your partner. Take notes. Number 1 is the example. My Notes It disturbs others 1. Why is it not a good idea to play music in the office? 2. What are the four main office practices? 3. What should you do when you work on a team project? 4. What should you do if you have to miss work or are going to be late? 5. Why should you keep your drawers closed when you are not using them? 1. Organization 2. Safety 3. Punctuality 4. Teamwork Do my share/be a team player Call my supervisor For safety [...]... opening the document now Office Organization 11 Notes 12 Basic Business Skills • Teacher s Guide 3 Lesson Discuss the questions with your classmates and teacher 1 Have you ever written lists of things you have to do? Making a To-Do List 1 Preview To-do list: - distribute incoming mail, 7:30 - type report, 8:00 - photocopy performance review, 10 :15 - go to Personnel, 1: 00 - get signature for letters, 3:00... you should D f make mistakes g 7 Office Organization 1 If you rush through a task, you might handling incoming and outgoing mail, answering telephone calls, getting signatures, and filing F 17 Notes 18 Basic Business Skills • Teacher s Guide 4 Lesson Prioritizing Tasks 1 Preview Discuss the questions with your classmates and teacher 1 Did you ever have to leave something you were doing because... repaired) 13 Routine  File documents 11 22 PRIORITY Important  Type report - supervisor needs it by 3:30 p.m today Urgent      Basic Business Skills • Teacher s Guide Read the situation Revise your original to-do list to include the new unplanned tasks 5 Revising Your To-Do List My Original To-do List Priority Task Completed 1 Open and distribute incoming mail  2 Type a report for the 10 :30... certificate N 8 You hear your supervisor talking to his boss on the phone C 9 10 1 Your supervisor asks you to give him an employee’s personnel file C Basic Business Skills • Teacher s Guide Access Microsoft (MS) Word to create a password to protect a document Follow the steps in the exercise 5 Creating a Document Password 1 Open Word 2 Type the note shown below in a new document “If you forget... going to be late for work You will not disturb coworkers if you talk to them while they are working on their projects F 5 Notes 6 Basic Business Skills • Teacher s Guide 2 Lesson Maintaining Office Security 1 Preview Discuss the questions with your classmates and teacher 1 What is office security? Why is it important? 2 What do you think the word “confidential” means? 3 What are some examples of confidential... incoming mail File today’s documents Basic Business Skills • Teacher s Guide 5 Lesson Read the note Then discuss the questions with your classmates and teacher 1 2 When is it due? 3 What does “COB” stand for? 4 Is it important Ahmed remembers to finish typing the report? 5 Office Organization What does Ahmed need to finish typing? Managing Your Tasks in Outlook 1 Preview How can Ahmed make sure... to the supervisor the following day Help Ali finish his to-do list for Monday Ali’s To-Do List for Monday 1 5 Mail letter 2 File 6 Get key for conference room 3 Type letter 7 Have coffee ready 4 16 Open mail Give letter to boss to sign 8 Turn in progress reports Basic Business Skills • Teacher s Guide Match the first part of the sentence to the final part of the sentence Write the letter in the correct... make mistakes Then you will waste time correcting them You should always check your work for accuracy and correct any mistakes 14 Basic Business Skills • Teacher s Guide Discuss these questions with your partner Take notes 3 Understanding Good Practices Using To-Do Lists My Notes 1 How will a to-do list help you at work? It will help me remember tasks and deadlines 2 What should you do after you finish... the red flag icon in the To-Do Bar The task is then marked as complete You can also completely remove the task by right clicking on the task and choosing Delete 28 Basic Business Skills • Teacher s Guide a c b d e f Tomorrow or Tues 2 /10 /09 1 2 What is the status of the task? In Progress 3 Is this task urgent/important? Yes It is high priority 4 Has a reminder been set? Yes 5 Are there any notes?... user ID So do not give your password to anyone Taking these precautions will make you a reliable and responsible professional 8 Basic Business Skills • Teacher s Guide Discuss these questions with your partner Take notes 3 Understanding Good Office Security Practices My Notes 1 2 What should you do with extra copies of confidential documents? Shred them How can you lock your computer? Using a password . BASIC BusinessSkills Book Teacher s Guide 1 Units 1 6 Basic Business Skills Book Teacher s Guide 1 Units 1 6 Developed by: Academic. Aramco Box 11 3, B-223, Dhahran BASIC Teacher s Guide Units 1 6 BusinessSkills Copyright © Saudi Aramco, 2009. All rights reserved. No portion of this book may