27
13 Office Procedures Manual Jenessa Robbins 11 October 2013
Office Procedures ManualJenessa Robbins
11 October 2013
13
1
Table of ContentsHow to Type a Memorandum...................................................................................................2-3
How to Write a Report..............................................................................................................4-5
How to Create a Cover Page......................................................................................................6-7
How to Create an S.M.A.R.T. Goal.............................................................................................8-9
How to Use Outlook..............................................................................................................10-11
How to Use PowerPoint........................................................................................................12-13
How to Write an Itinerary.....................................................................................................14-15
How to Properly Dress for the Work Place............................................................................16-17
How to Use Survey Monkey..................................................................................................18-19
How to Design a Business Card...............................................................................................20-21
2
How to Write a Memorandum
A memorandum is used internally and is an informal way to communicate with your team
mates. It is mainly used when you want to let people know about an issue, an event, policy, and
about research that you had done.
Step 1. Start a new word document by going to the start button and click on all programs
then on to Microsoft office then click on Microsoft Word
Step 2. Make a title for your memorandum that will fit with what you are going to talking
about
Step 3. Use title style in your home ribbon for the title place an appropriate picture that goes
with what you are going to be addressing and the picture should be 1” wide by 1” length
Step 4. Start your memorandum with subtitles TO:, FROM:, DATE:, SUBJECT: in bold and all
caps (be sure to use complete times to fill in the information)
Step 5. Make sure you have done enough research that supports you topic
Step 6. Gather all the necessary information that you will need for your memorandum
Step 7. Have appropriate side titles that are bold and go with what you need to talk about
3
Jenesssa M. Robbins
TO: Alicia StewartOffice Manager
FROM: Jenessa RobbinsSan Joaquin Delta College Student
DATE: September 6, 2013
SUBJECT: Strategic Vision Plan
About Me
I have chosen Medical Assisting because it is a stepping stone to where I want to be. I love to work with people and really get to socialize so I feel that Medical Assisting will be the best place for me to start. I got drawn to this because they get to help the sick become better and save people’s lives and I love to go above and beyond for people. The skills I have that match this job is being outgoing and not shy and strive to want to make people better. I have many of the soft and hard skills that are needed to do this job. I have some problems in my person life along with my financial that I need to stabilize but that will not stop me from pushing to get me where I need to be. It is important to secure a place now in this field because it will soon make it easier for me to find a job.
About My Career
Daily Duties: A medical assistant will have different duties depending on where they work. They will be required to do what the physician is requesting. Medical assistants will have to the administrative and clinical tasks. They clinical takes are taking vital signs such as blood pressure, temperature, weight, and plus.
Training and Education: The only education required to become a Medical Assistant is a high school diploma. The hospital or medical office will do an on job training upon being hired. San Joaquin Delta College can fulfill this by offering a medical assistant certificate. I can fulfill this by taking all necessary courses that is needed to be certified.
Salary and Job Outlook: A Medical Assistant makes about $13.87 an hour that would be great. It will fit what I want to start my life. In one year a Medical Assistant will make about 28,860 dollars. The job our look for a Medical Assistant is expected to grow 31 percent.
Summary
I have learned that medical assistants make more than I had in mind. I have also learned that I could go to be one now but it will look better if I have been certified in it. The sites that have helped me the most were the San Joaquin Delta College cataloged to show me what classes are needed, Bureau of Labor Statistics for the general information, and monster.com to look for jobs.
4
How to Write a Report
A report is to tell your boss or co-worker what it is that you were talking about or researching. It
is an informal or formal way to communicate. People use it in the work place when they are
doing presentations.
Step 1. Start a new word document by going to the start button and click on all programs
then on to Microsoft office then click on Microsoft Word
Step 2. Research the topic you have been given to write on
Step 3. Make a cover page for your report
Step 4. Make sure you have all your information in order and you understand what you are
going to be talking about so it makes the report easy for you
Step 5. Have at least five paragraphs when writing a report
Step 6. At the end of your report make sure you do a work cited to give credit to those who
wrote the work you used
5
6
How to Create a Cover PageA cover page is to give the readers something to look at before the actual report being exposed. The
cover page is to show what the report is about and who did it. The purpose for a cover page is to make
the report look professional and clean.
Step 1. Start a new word document by going to the start button and click on all programs then on to
Microsoft office then click on Microsoft Word
Step 2. Go to the insert ribbon on the top of the page next to the home tab ribbon
Step 3. Click on the down arrow and pick a design for your cover page
Step 4. After selecting a cover page theme you need to fill in the necessary information
Step 5. The information you will need to provide will be a title/topic name, your name (if more than
one name alphabetize by last name) and title, the date, and an appropriate picture to go with your topic
7
8
How to Create a S.M.A.R.T Goal The purpose of a smart goal is to set a time limit for yourself and give you something to work
towards. These goals are to help you achieve what you want and give you an outline that you
would like to see happen.
Step 1. Think of a short term and a long term goal
Step 2. They need to be Specific so set a time and what year
Step 3. They need to be Measurable do not say something that is going to let you down if it
does not meet the goal
Step 4. Your goal needs to be Achievable not something that is a dream and you say “I wish”
it need to be something you can look at and say “I will” have this
Step 5. Give yourself a Reasonable time to get these goals done in
Step 6. The goals need to be timely
9
Smart short term goal
1. Educational: I will be at level 2 reading by December 2013 to complete my classes.
2. Personal: I will be financially stable and moved out by December 2013.
Smart long term goal
1. Educational or Professional: I will have my Medical Assisting Certificate by May 2014.
2. Personal: I will own a brand new Honda accord by the end of 2014.
10
How to Use Microsoft OutlookOutlook is a way to keep yourself organized and to put yourself on a schedule. This program
was made for people that have time management problems. You can make a schedule for a
week, a month, or a year.
Step 1. Go to the start button and click on all programs then go to Microsoft Office and click
on Microsoft outlook
Step 2. You will need to know what you do weekly in order to be successful at this
Step 3. You need to have specific times and days you want to do everything
Step 4. After you have that go click on the time and the day and start filling in your
information
Step 5. If it is something you need to do over again during the week just click on the recurring
button and pick the days you would like it to show up on
Step 6. After your done filling in the days hit print and print out your schedule for the week,
month, or year
11
12
How to Use PowerPoint
A power point is to put together a presentation for business or educational purposes. It can be
as elaborate or simple as you want. It could have bullet points, paragraphs, diagrams or
pictures explaining the point you are trying to get across.
13
Step 1. Go to start, click all programs, go to Microsoft office, and click on Microsoft
PowerPoint.
Step 2. Go to design ribbon, pick a theme.
Step 3. Pick appropriate title, and add name
Step 4. Go to insert ribbon and insert a new slide
Step 5. Pick appropriate pictures and information using bullet points. Do not use complete
sentences.
Step 6. At the end, have a conclusive thought and wrap it together
14
15
How to Write an Itinerary An itinerary is to help keep your travel or business trip scheduled and time managed so that
you don’t have to dig through all your papers. It’s full of maps, brochures and restaurant
menus.
Step 1. Pick or have the place you or your boss is traveling to.
Step 2. Look up flight and hotel packages.
Step 3. Look up attraction and restaurants in the place you are traveling too.
Step 4. Have menus and maps to all desired places of travel.
Step 5. Have everything printed and in order
Step 6. Make a schedule for all days visiting
Step 7. Put in folder to follow scheduled plans
16
Itinerary for Alicia StewartSacramento, CA to Scottsdale, AZ
Arrangements made by:
Jenessa Robbins
Scottsdale Resort and Conference Center
Wednesday, January 15 Sacramento, CA to Phoenix, AZ
9:59 a.m. PST Leaving Sacramento, CA using US Airways 443 to go to Scottsdale, AZ
12:44 p.m. MST Landing in Phoenix, AZ
1:30 p.m. MST Check in to the hotel
Thursday, January 16 Conference
8:00 a.m. – 6:00 p.m. MST In conference all day
6:00 p.m. MST Go back to the hotel
Friday, January 17 Conference, Dinner
8:00 a.m. -6:00 p.m. MST In conference
6:30 p.m. MST Dinner reservations at Eddie V’s prime seafood there is a map and the
Menu attached
Saturday, January 18 Museum
12:00 p.m. MST Go to Scottsdale Historical Museum map will be shown in the back
Sunday, January 19 Phoenix, AZ to Sacramento, CA
10:45 a.m. MST Go to Phoenix, AZ airport and get on the US airways 479 to go back
home
11:47 a.m. PST Landing in Sacramento, CA
17
How to Properly Dress for the Work Place
The way you dress for a job interview is the first impression and the most important part. Most
of the employers are looking for someone that comes in looking professional over someone
that is not.
Step 1. Go to any store and look for business wear
Step 2. Try on what you think is right
Step 3. for women you need to get black, grey, or navy blue for your colors. For men they are
also the same colors as women
Step 4. Women you should have a professional pant suit and or a professional skirt suit with
a button up blouse under your jacket with closed toe heels and light jewelry
Step 5. Men you need a professional pant suit with a tie
18
Women
Men
19
How to Use Survey Monkey
This cite is good in the work place or in the classroom for an evaluation after a presentation.
Survey monkey gives and employee or student a chance to see what they did and did not do in
the presentation and how well they did.
Step 1. Go to surveymonkey.com
Step 2. Hit create a new survey
Step 3. Come up with questions that is relevant to your presentation
Step 4. Get the URL for your survey to distribute to classmates or employees
20
21
How to Design a Business CardA business card is to help promote your small business or to give out your information in a
professional way. You hand out a business card hoping that people will use the information to
help you get the name of your business out there. Come businesses are small and need as much
help to get their name out as possible.
Step 1. Go to start, go to all programs, go to Microsoft office, go to Microsoft publisher, open
new document.
Step 2. Pick a professional theme
Step 3. Put your business name, your name, phone number, office number email address and
fax number if available.
Step 4. Pick a professional picture that fits your business.
Step 5. Print mass hard copies and spread the word.
22
