A course syllabus for an office training class

236 Pages·08.418 MB·English

by  Burns, Robert Jerome

A COURSE SYLLABUS FOR AN
•OFFICE TRAINING CLASS
A P roject
Presented to
the Faculty of the School of Education
The U niversity of Southern C alifornia
In P a rtia l F ulfillm ent
of the Requirements fo r the Degree
M aster of Science in Education
by
Robert J. Burns
Leonard Rudoff
January 1950
UMI Number: EP45764
All rights reserved
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UMT
Dissertation PiiWisMng
UMI EP45764
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This project report, written under the direction
of the candidate’s adviser and approved by him,
has been presented to and accepted by the Faculty
of the School of Education in partial fulfillment of
the requirements for the degree of Master of
Science in Education.
Dean
i i
TABLE OP CONTENTS
CHAPTER PAGE
PART I . CORRESPONDENCE
HOW TO MAKE THE TYPEWRITER WORK FOR YOU
1. MAKE UP: How to make your business le tte rs sp eak ... 2
2. CARBONS: How to make b e tte r c o p i e s ..............................16
5. STATIONERY: How to se lec t the appropriate paper
su p p lies.......................................................................................................21
4. ERASING: How to make neat co rrectio n s ..................2 6
5. ENVELOPES: How to address correspondence.........................29
PART I I . CLASSIFICATION
HOW TO DO BUSINESS FILING
6. CATALOGUING: How to c la ssify records before f ilin g .38
7. METHODS: How to perform the d iffe re n t types of
o ffice f ilin g ............................................................................ 49
8. AUXILIARY AIDS: How to prepare and use guides,
la b els, and fo ld e rs............................................... 53
9. UNCLASSIFIED MATERIAL: How to set up and use
m iscellaneous f ile s ...................................................... 56
10. IDENTIFICATION: How to cross-reference c la ssifie d
m a te ria l. ............................................... 60
11. PROTECTION: How to safeguard your reco rd s.......................65
12. SUPPLIES: How to se lec t filin g m aterials and
equipm ent.....................................................................................................70
i i i
CHAPTER PAGE
PART I I I . GENERAL OFFICE PROCEDURES
HOW TO PERFORM ROUTINE OFFICE OPERATIONS
13. CORRESPONDENCE: How to handle incoming and
outgoing mail'. .................. 78
14. YOUR VOICE: How to operate the te le p h o n e .........................86
15. COMMUNICATIONS: How to handle telegram s,
cablegram s, and radiogram s................................... 95
16. VISITORS: How to receive o ffice g u ests..............................103
17. HOUSEKEEPING: How to keep your office in ship
shape order..................... 109
PART IV. DUPLICATION
HOW TO PRODUCE DUPLICATE COPIES
18. CUTTING: How to prepare ste n c ils for mimeo­
graphing. . .115
19. OPERATION AND MAINTENANCE: How to run the mimeo­
graphing machine 122
20. MASTER COPIES: How to prepare sheets for d itto
d u p licatio n ..................................................... . .......131
21. OPERATION AND MAINTENANCE: How to run the d itto
machine .................................................................... 135
iv
CHAPTER PAGE
PART V. OFFICE MACHINES
HOW TO OPERATE THE VARIOUS OFFICE MACHINES
22. TRANSCRIPTION: How to operate the dictaphone......1 4 0
23. LISTING: How to operate the f u ll keyboard adding
machine.......................................................................................................147
24. TOUCH CONTROL: How to operate the ten key adding
machine ........... 155
PART V I. EMPLOYMENT
HOW TO BECOME A PART OF THE OFFICE WORLD
25. APPLICATION: Howto get a j o b ....................................1 6 4
26. IMPRESSION: How to get o ff to a good s ta rt on
your f ir s t job..................... 175
27. RELATIONSHIPS: How to get along w ith your employer
and fellow em ployees. ......................... 181
PART V II. WORK EXPERIENCE
HOW TO OBTAIN ON THE JOB TRAINING AT SCHOOL
28. ADMITTANCE: How to be accepted into the work
experience o ffic e ................ 193
29. OFFICE PRACTICE: How to perform the d u ties in the
c le ric a l practice lab o rato ry ............................................. .202
30. OFFICE WORK: How to perform your job train in g
ass ignment .............. .216
V
LIST OP EXHIBITS
EXHIBIT pAGE
A. Block Style L etter w ith Open Punctuation..................... 10
B. M odified Block Style w ith Mixed Punctuation.............. 11
C. Indented Style L etter w ith Closed P u n ctu a tio n .... 12
D. Properly Addressed Envelopes.................................................. 31
E. Properly Folded Business L e t t e r s 33
P. Example of C ross-reference S heet................................ 61
G. Interview N otice ............. 196
H. A pplication for Admittance to the Work
Experience Program ........... 197
I . Arrangement for the O ffice P ractice L aborato ry ... 203
J. O rganization Chart for the O ffice P ractice
L aboratory.............................................................................. 205
K. Job T ic k e t............................................... 207
L. Permit and Performance R e p o rt.. ...............................211
M. Performance Rating fo r tbe L a b o ra to ry ........................213
N. O rganization Chart of the O ffice T raining
Program.....................................................................................................218
0. Assignment Sheet fo r O ffice T raining .................220
P. Employer Rating for the S tu d e n t..................... 224
v i
PREFACE
This course syllabus has been designed w ith a dual
purpose. F irs t, by train in g e ffic ie n t o ffice workers the
school saves businessmen both time and expense in train in g
th e ir new employees. Secondly, the student receives the
train in g and s k ills necessary to begin his career in business.
The basic foundation of th is course syllabus is
organized to be used as a two sem ester course. The f ir s t
six p arts contain the s k ills th at are needed by the student
to perform successfully the main o ffice d u tie s. Part V II,
The Work Experience Program, o ffers students co ntrolled
general office experience, in an o ffice se ttin g , under
supervision* w ithin the school, and during school hours*
Students w ill be able to use th is course syllabus as
a self-teach in g aid . I t Is so designed th at students can
work independently of each other w ith the min imum of teacher
supervision. The p o sitio n of the in stru cto r in th is course
is sim ilar to th a t of an office manager and the students
function as the employees of a firm .
The Authors
1
PART I . CORRESPONDENCE
HOW TO MAKE THE TYPEWRITER WORK FOR YOU
A business le tte r is tbe s ile n t rep resen tativ e of a firm*
Many concerns are judged by th e ir correspondence according to
neatness, accuracy, and a r tis tic arrangem ent. I t is the duty
of the ty p ist to accom plish these objectives fo r her firm *
This u n it provides the office worker w ith the necessary
e sse n tia ls to produce good typew ritten work th a t anyone w ill
be proud to send* I t contains chapters th a t cover every phase
of typing a le tte r , from arrangem ent of le tte rs to the correct
erasing of them.
2
CHAPTER 1. MAKE-UP
HOW TO MAKE YOUR BUSINESS LETTER SPEAK
A. MOTIVATION: Rewards to be gained in w riting good business
le tte r s .
1. JOBS: Good ones are made possible for you by knowing
bow to w rite effectiv e business le tte r s .
2. REDUCED WORK: C orrect business le tte r form prevents
recopying, saves tim e, energy and money.
3. PROMOTION: You advertise your fittn e s s fo r advance­
ment by the appearance of your business le tte rs .
B. DIRECTIONS: P ractical procedures on how to set up a
business le tte r .
1. MARGINS: How to se t sto p s.
a. In v e rtic a l placem ent approximate the number of
lin e spaces to be typed.
(1) Subtract the number of lin e spaces from
sixty -n in e which is the standard le tte r
size (8 l/2 x 11).
(2) Divide the rem ainder by two in order to give
you the approximate number of lin e spaces to
come down before sta rtin g your le tte r .
b. In h o rizo n tal placement make sure your paper guide
is on zero to give you a w ell balanced le tte r .