OFFICE VISITATION CHECKLIST AND GUIDELINES

(note-answer as much as you can without interrupting the person you are visiting)

Company                                                                                            

I.               Organization
Type of company & location
Construct a partial organizational chart (handout or slide)
Approximate number of employees (office and plant)
Skills/requirements of clerical workers:

a.       approximate typing speed

b.       notetaking speed

c.       transcription

d.       voice recognition

Is this person an office manager or clerical supervisor?

 

II.            Administrative
Responsibilities of the person you observed?
Their experience/education/background?
Filing system (alphabetic, geographic, numeric, etc.)
Training program – on-the-job, cross-training, etc.
Promotion policy

 

III.          Décor of Office You Observed
Construct a floor plan (not of the entire company – handout or slide)
Color schemes (flooring, lighting, draperies, etc.)
Accessories (pictures, plants, etc.)

 

IV.         Equipment
Models and color(s) of computers, printers, scanners, networked, etc.
Models of typewriters (electric or manual)
Office furniture – desks, chairs, partitions, color, modular, built-in, etc.
Other office equipment
Telephone Equipment – switchboard, WATTS service, telephone on each desk, answering service, voice mail, etc.
Software and computer programs used
E-mail, instant messaging, etc.

V.            Benefits
Starting pay, when pay raises are given
Experience and education required for the job you are observing
Vacation
Insurance benefits
Retirement benefits
Profit-sharing
Employee’s lounge/cafeteria
Flexible scheduling
Education/Tuition reimbursement
Reviews
Other benefits

 

VI.         Miscellaneous Information
* Mail room                                 * Music
* Air-conditioning             * Smoking
* Gum chewing                            * Beverages/food at desk*
* Department meetings                * Office manual
* Working hours                          * Breaks
* Employee suggestion box           * Lunch time
* Letter styles used by company   * Overtime, weekends
* Spacing after punctuation
* 2-letter state abbreviations used in correspondence
* Office supplies (ordering/storage)
* Social teams (bowling, etc.) for company employees

 

VII.       Personal Reaction to Visitation
Put whatever you want here. Make sure you say something.

GUIDELINES

·           You must physically visit an office. If you want to visit an office in which a friend or relative works, but you can’t actually go there to visit (i.e. the office is in California), select a different office!

 

·           Select an office or department at which you are not presently working. If you work at a large company with many different divisions or specific departments (i.e. CUNA Mutual or GMAC), you may visit a division or department other than the one in which you work.

GRADING

Oral Report

Ten (10) points are given for your oral presentation. Oral presentations will be given in class. Poorly presented oral presentations will be marked down three (3) points (i.e. reading your report; however, you can refer to your report when making your presentation). Late oral presentations will be marked down one (1) point per class hour.

You will be preparing a PowerPoint presentation, including a slide for each of the categories. You can use the board or overhead if you so desire. Five (5) points will be given to each category:

* Organization

* Administrative

* Décor of Office

* Equipment

* Benefits

* Miscellaneous Information

* Personal Reaction to Visitation

Twenty (45) points are given for correct spelling, grammar, punctuation, and sentence structure, etc. Five (5) points per error will be deducted.

Submit the PPT to your instructor (electronically virtual campus and printout as handout/6 per page). Ten (10) points possible.

 Last updated March 01, 2006