BMGT 1325 - Office Management

BMGT 1325:

Description
Systems, procedures, and practices related to organizing and planning office work, supervising employee performance, and exercising leadership skills.
Semester Offered
Spring
Credits 3 Lecture Hours 3 Lab Hours 0
Extended Hours
0
Contact Hours
48
State Approval Code
52.0401
Alternate Operations During Campus Closure

In the event of an emergency or announced campus closure due to a natural disaster or pandemic, it may be necessary for Panola College to move to altered operations. During this time, Panola College may opt to continue delivery of instruction through methods that include, but are not limited to: online learning management system (CANVAS), online conferencing, email messaging, and/or an alternate schedule. It is the responsibility of the student to monitor Panola College's website (www.panola.edu) for instructions about continuing courses remotely, CANVAS for each class for course-specific communication, and Panola College email for important general information.

Class Attendance

Regular and punctual attendance of classes and laboratories is required of all students. When a student has been ill or absent from class for approved extracurricular activities, he or she should be allowed, as far as possible, to make up for the missed work. If a student has not actively participated by the census date, they will be dropped by the instructor for non-attendance. This policy applies to courses that are in-person, online, hybrid, and hyflex.

Attendance in online courses is determined by submission of an assignment or participation in an activity. According to federal guidelines, simply logging into a distance learning course without participating in an academic assignment does not constitute attendance. Distance learning is defined as when a majority (more than 50%) of instruction occurs when the instructor and students are in separate physical locations. Students must engage in an academic activity prior to the course census date. 

When an instructor feels that a student has been absent to such a degree as to invalidate the learning experience, the instructor may recommend to the Vice President of Instruction that the student be withdrawn from the course. Instructors may seek to withdraw students for non-attendance after they have accumulated the following number of absences: 

Fall or spring semesters: 

3 or more class meeting times per week - 5 absences

2 class meeting times per week - 3 absences

1 class meeting per week -  2 absences

The student is responsible for seeing that he or she has been officially withdrawn from a class. A student who stops attendance in a class without officially withdrawing from that class will be given a failing grade; consequently, the student must follow official withdrawal procedures in the Admissions/Records Office.

Please note: Health Science and Cosmetology courses may require more stringent attendance policies based on their accreditation agencies. Please see the addendum and/or program handbook for further information concerning attendance.  

Pregnant/Parenting Policy

Panola College welcomes pregnant and parenting students as a part of the student body. This institution is committed to providing support and adaptations for a successful educational experience for pregnant and parenting students. Students experiencing a need for accommodations related to pregnancy or parenting will find a Pregnancy and Parenting Accommodations Request form in the Student Handbook or may request the form from the course instructor.

Artificial Intelligence (AI) Course Policy

Use of generated AI Permitted under some classroom circumstances with permission.

There are situations throughout the course where you may be asked to use artificial intelligence (AI) tools to explore how they can be used. Outside of those circumstances, you should not use AI tools to generate content that will end up in any student work (assignments, activities, discussion responses, etc.). In such cases for Option #2, no more than 25% of the student work should be generated by AI. Use of any AI-generated content in this course without the instructor’s consent qualifies as academic dishonesty and violates Panola College’s standards of academic integrity.

Instructional Goals and Purposes
The purpose of this course is to equip students with the essential skills and knowledge required to efficiently oversee and coordinate office operations.
Learning Outcomes
  1. Explore entering the workforce
  2. Learn how to become a professional
  3. Learn how to manage and organize yourself
  4. Understand the workplace team
  5. Develop a customer focus
  6. Review how to communicate with technology
  7. Plan for meetings and events
  8. Learn how to manage physical records
  9. Learn how to manage electronic records and mail
  10. Coordinate business travel
Specific Course Objectives (includes SCANS)

After studying all materials and resources presented in the course, the student will be able to:

  1. Explore entering the workforce (1ai-ii, bi-vi, 2ai, aiii, ci-iv)
    1. Assess the demand for administrative professionals and describe their work setting.
    2. Describe the skills, knowledge, attitudes, and traits employers expect of an administrative assistant
    3. Compare the responsibilities of the employer and employees in a work relationship.
    4. Describe the culture and structure of business organizations.
  2. Learn how to become a professional (1ai-ii, bi-vi, 2ai, aiii, ci-iv)
    1. Describe the qualities that make a worker a professional
    2. Explain why critical-thinking, decision-making, and problem-solving skills are essential to an administrative assistant.
    3. Describe how factors such as appearance, communication, and teamwork skills affect your professional image.
    4. Describe the importance of following business etiquette.
  3. Manage and organize yourself (1ai-iii, bii-vi, ci-v, 2ai, aiii, ei-iii)
    1. Explain steps for setting and meeting goals and priorities.
    2. Describe strategies and tools for organizing your work area.
    3. Identify life management skills that improve job performance.
  4. Understand the workplace team (1i-ii, iv, bv, 2ai, bi-ii, iv, ci-iv, eii)
    1. Describe the benefits of teams and identify common types of workplace teams.
    2. Describe and practice the general process by which teams operate.
    3. Describe and utilize qualities and skills for being an effective team member, supporter or leader.
    4. List qualities of effective teams and identify team challenges.
  5. Develop a customer focus (1ai-ii, bi-v, 2ai, ci-iv)
    1. Define customer focus and explain the differences between external and internal customers.
    2. Describe strategies for developing customer focus.
    3. Develop skills for providing effective customer service.
    4. Describe how to handle difficult customer service situations.
  6. Communicate with technology (1ai-ii, iv, ciii, 2ei-ii)
    1. Explain the value of global communication tools.
    2. Describe the tools and methods used for collaborating in the workplace.
    3. Describe effective techniques for telephone communication.
    4. Identify security issues and solutions for protecting computer data.
  7. Plan meetings and events (1ai-ii, 2ci-iv, ei)
    1. Identify types of business meetings.
    2. Identify appropriate meeting formats for various situations.
    3. Describe meeting responsibilities of executives, leaders, and other participants.
    4. Complete duties for an administrative assistant that are related to meetings.
    5. Complete duties related to conferences.
  8. Manage physical records (1b-iv, 2a-iii, 2-c-ii)
    1. Identify reasons that records are valuable.
    2. Describe supplies, equipment, and media for physical records.
    3. Describe types of storage systems.
    4. Apply filing procedures for physical records.
    5. Describe procedures for record retention.
  9. Manage electronic records and mail (1ai-ii, 1biv, 2ciii, 2ei-ii)
    1. Describe procedures for managing electronic records.
    2. Prepare outgoing mail effectively.
    3. Identify methods for sending outgoing mail.
    4. Describe ways to handle incoming mail effectively.
    5. Describe how office printers and copiers are used in processing documents and records.
  10. Coordinate business travel (1ai-ii, 2ci-iv, ei)
    1. Plan domestic travel arrangements.
    2. Plan international travel arrangements.
    3. Research business customs related to international travel.
    4. Discuss and apply organizational travel procedures.
Course Content

Students in all sections of this course will be required to do the following:

  1. Students will submit assignments, including quizzes and finding tests, throughout the semester based on the course content presented in that assignment.
  2. Students will participate in online discussions and group projects as assigned.
  3. Students will complete online exams, including the final exam, testing their knowledge of administrative professional procedures.
Methods of Instruction/Course Format/Delivery

Students in both the traditional class and in the Internet class will have access to this course via Canvas. Students in the traditional class will meet regularly for lecture over the material. Internet students are always welcome to attend the traditional class when available. Resources provided through Canvas include

  • A calendar displaying assignments due dates for assignments and testing
  • Online assignments
  • Learning aids, including handouts, self-check solutions, slide presentations, and tutorials
  • Email (totally contained within Canvas)

All assignments will be submitted through Canvas. After the assignment has been graded, the student will be able to view his or her grade by returning to the assignment or clicking the Grades link. The student will also be able to view any forms returned with the assignment. (Traditional students will have the forms returned in class.) Generally, work will be graded and posted within seven days following the deadline. Exams over unit material will be taken as onsite proctored testing; students will be able to see their grades by returning to the assessment and clicking the Grades link.

Students in both the traditional and Internet classes should use the Email within Canvas to communicate with the instructor. Using Canvas messaging gives access to the instructor and other classmates without having to remember or type email addresses—just select a name from the list. If unable to contact the instructor using email in Canvas, external email may be used. Replies are generally within 24 hours or less (excluding weekends and holidays); accordingly, if no reply is received, the student should re-send the message since a delivery failure could have occurred.

Course Grade

The grading scale for this course is as follows:

  1. Daily Grades 40%
  2. Tests (at least 3 major tests will be given) 40%
  3. Final Exam 20%
Other
SCANS Criteria
  1. Foundation skills are defined in three areas: basic skills, thinking skills, and personal qualities.
    1. Basic Skills: A worker must read, write, perform arithmetic and mathematical operations, listen, and speak effectively. These skills include:
      1. Reading: locate, understand, and interpret written information in prose and in documents such as manuals, graphs, and schedules.
      2. Writing: communicate thoughts, ideas, information, and messages in writing, and create documents such as letters, directions, manuals, reports, graphs, and flow charts. 
      3. Arithmetic and Mathematical Operations: perform basic computations and approach practical problems by choosing appropriately from a variety of mathematical techniques.
      4. Listening: receive, attend to, interpret, and respond to verbal messages and other cues.
      5. Speaking: Organize ideas and communicate orally.
    2. Thinking Skills: A worker must think creatively, make decisions, solve problems, visualize, know how to learn, and reason effectively. These skills include:
      1. Creative Thinking: generate new ideas.
      2. Decision Making: specify goals and constraints, generate alternatives, consider risks, and evaluate and choose the best alternative.
      3. Problem Solving: recognize problems and devise and implement plan of action.
      4. Visualize ("Seeing Things in the Mind's Eye"): organize and process symbols, pictures, graphs, objects, and other information.
      5. Knowing How to Learn: use efficient learning techniques to acquire and apply new knowledge and skills.
      6. Reasoning: discover a rule or principle underlying the relationship between two or more objects and apply it when solving a problem.
    3. Personal Qualities: A worker must display responsibility, self-esteem, sociability, self management, integrity, and honesty.
      1. Responsibility: exert a high level of effort and persevere toward goal attainment.
      2. Self-Esteem: believe in one's own self-worth and maintain a positive view of oneself.
      3. Sociability: demonstrate understanding, friendliness, adaptability, empathy, and politeness in group settings.
      4. Self-Management: assess oneself accurately, set personal goals, monitor progress, and exhibit self-control.
      5. Integrity and Honesty: choose ethical courses of action.
  2. Workplace competencies are defined in five areas: resources, interpersonal skills, information, systems, and technology.
    1. Resources: A worker must identify, organize, plan, and allocate resources effectively.
      1. Time: select goal-relevant activities, rank them, allocate time, and prepare and follow schedules.
      2. Money: Use or prepare budgets, make forecasts, keep records, and make adjustments to meet objectives.
      3. Material and Facilities: Acquire, store, allocate, and use materials or space efficiently. Examples: construct a decision timeline chart; use computer software to plan a project; prepare a budget; conduct a cost/benefits analysis; design an RFP process; write a job description; develop a staffing plan.
    2. Interpersonal Skills: A worker must work with others effectively.
      1. Participate as a Member of a Team: contribute to group effort.
      2. Teach Others New Skills.
      3. Serve Clients/Customers: work to satisfy customer's expectations.
      4. Exercise Leadership: communicate ideas to justify position, persuade and convince others, responsibly challenge existing procedures and policies.
      5. Negotiate: work toward agreements involving exchange of resources, resolve divergent interests.
      6. Work with Diversity: work well with men and women from diverse backgrounds. Examples: collaborate with a group member to solve a problem; work through a group conflict situation, train a colleague; deal with a dissatisfied customer in person; select and use appropriate leadership styles; use effective delegation techniques; conduct an individual or team negotiation; demonstrate an understanding of how people from different cultural backgrounds might behave in various situations.
    3. Information: A worker must be able to acquire and use information.
      1. Acquire and Evaluate Information.
      2. Organize and Maintain Information.
      3. Interpret and Communicate Information.
      4. Use Computers to Process Information. Examples: research and collect data from various sources; develop a form to collect data; develop an inventory record-keeping system; produce a report using graphics; make an oral presentation using various media; use on-line computer databases to research a report; use a computer spreadsheet to develop a budget.
    4. Systems: A worker must understand complex interrelationships.
      1. Understand Systems: know how social, organizational, and technological systems work and operate effectively with them.
      2. Monitor and Correct Performance: distinguish trends, predict impacts on system operations, diagnose deviations in systems' performance and correct malfunctions.
      3. Improve or Design Systems: suggest modifications to existing systems and develop new or alternative systems to improve performance. Examples: draw and interpret an organizational chart; develop a monitoring process; choose a situation needing improvement, break it down, examine it, propose an improvement, and implement it.
    5. Technology: A worker must be able to work with a variety of technologies.
      1. Select Technology: choose procedures, tools or equipment including computers and related technologies.
      2. Apply Technologies to Task: understand overall intent and proper procedures for setup and operation of equipment.
      3. Maintain and Troubleshoot Equipment: Prevent, identify, or solve problems with equipment, including computers and other technologies. Examples: read equipment descriptions and technical specifications to select equipment to meet needs; set up and assemble appropriate equipment from instructions; read and follow directions for troubleshooting and repairing equipment.