ADMINISTRATIVE AND OFFICE MANAGEMENT
ROSEMARIE F. MAGNO
COPYRIGHT
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reserved. No part of this material shall be reproduced, distributed, or
transmitted in any form or by any means, including photocopying, recording,
or other electronic or mechanical methods, without the prior written consent
of REX Book Store, Inc.
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Chapter 2
SUCCESSFUL ADMINISTRATIVE AND
OFFICE PROFESSIONAL QUALITIES
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CHAPTER 2: SUCCESSFUL ADMINISTRATIVE AND
OFFICE PROFESSIONAL QUALITIES
Lesson Objectives
At the end of the lessons, the students should be able to:
• determine the basic skills and qualities of an effective administrative
and office professional;
• describe the characteristics that contribute to a positive professional
image;
• identify the components of a professional appearance; and
• understand the conventions of business etiquette.
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CHAPTER 2: SUCCESSFUL ADMINISTRATIVE AND
OFFICE PROFESSIONAL QUALITIES
Lesson Key Concepts and
Examples
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CHAPTER 2: SUCCESSFUL ADMINISTRATIVE AND
OFFICE PROFESSIONAL QUALITIES
Lesson 1. Characteristics of Administrative
and Office Professional
• First impressions
• Positive attitude
• Work ethic
• Fairness
• Work characteristics
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CHAPTER 2: SUCCESSFUL ADMINISTRATIVE AND
OFFICE PROFESSIONAL QUALITIES
Other Characteristics
• Strong organizational abilities
• Clear communication skills
• Initiative and drive
• Information and technology literacy
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CHAPTER 2: SUCCESSFUL ADMINISTRATIVE AND
OFFICE PROFESSIONAL QUALITIES
Other Characteristics cont.
• Honesty and discretion
• Professional organizations
• Business networking
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CHAPTER 2: SUCCESSFUL ADMINISTRATIVE AND
OFFICE PROFESSIONAL QUALITIES
Discussion Questions
[Link] are the work characteristics that
you think you already possess right now?
[Link] are the work characteristics that
you want to improve on?
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CHAPTER 2: SUCCESSFUL ADMINISTRATIVE AND
OFFICE PROFESSIONAL QUALITIES
Lesson 2. The Administrative and
Office Professionals Look
• Being a successful administrative and
office professional depends so much on
your attire.
• Making wise choices regarding what to wear
to work each day requires a lot of effort if you
want to present yourself as a well-groomed
professional.
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CHAPTER 2: SUCCESSFUL ADMINISTRATIVE AND
OFFICE PROFESSIONAL QUALITIES
A. Dressing the Part of a
Professional
The Benefits of Dressing Like a Professional
• Increased respect among your colleagues
• Boost self-confidence.
• Improved credibility and trust
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CHAPTER 2: SUCCESSFUL ADMINISTRATIVE AND
OFFICE PROFESSIONAL QUALITIES
B. Appearance
Casual is informal
clothing. T-shirts, a pair
of jeans, and open-toed
shoes are a few
examples.
CASUAL ATTIRE
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CHAPTER 2: SUCCESSFUL ADMINISTRATIVE AND
OFFICE PROFESSIONAL QUALITIES
Smart Casual Attire are
blazers, jackets, ties,
button-down shirts,
collared shirts, dresses,
sweaters, a pair of khakis,
skirts, and other common
SMART CASUAL ATTIRE garments.
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CHAPTER 2: SUCCESSFUL ADMINISTRATIVE AND
OFFICE PROFESSIONAL QUALITIES
Business casual is
appropriate for numerous
interviews, client
meetings, and office
settings because it is
neither too casual nor too
formal. BUSINESS CASUAL
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CHAPTER 2: SUCCESSFUL ADMINISTRATIVE AND
OFFICE PROFESSIONAL QUALITIES
Business formal wear is
required for the most
formal occasions, including
award ceremonies, special
dinners, perks, and other
important nighttime
events.
BUSINESS FORMAL
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OFFICE PROFESSIONAL QUALITIES
Discussion Questions
[Link] you think wearing branded clothing
attire will add to one’s positive image?
[Link] do you think administrative and
office professionals should follow a dress
code?
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CHAPTER 2: SUCCESSFUL ADMINISTRATIVE AND
OFFICE PROFESSIONAL QUALITIES
Lesson 3. Understanding Business
Etiquette
• The lack of professionalism and etiquette
by organization members can sabotage
their strategic direction.
• Understanding business etiquette helps
every member feel comfortable and
respected.
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CHAPTER 2: SUCCESSFUL ADMINISTRATIVE AND
OFFICE PROFESSIONAL QUALITIES
A. General Cou rtesy and Man ners
• Respect yourself and be punctual.
• Dress appropriately.
• Be friendly.
• Be cautious of your body language.
• Manage meetings effectively.
• Clean as you go.
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CHAPTER 2: SUCCESSFUL ADMINISTRATIVE AND
OFFICE PROFESSIONAL QUALITIES
B. Dining and Restaurant Etiquette
• The host should lead dining with a client.
• The host should choose and make
reservations ahead of time.
• Consider your guest when selecting food
options.
• Never request a to-go box; this is
inappropriate behavior for business settings.
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C. Making Introductions
Order of Introductions
In business, introductions are made based on a person's
standing and position within the company. It does not
Introducing a younger
matter if they are young or old, men or women. At every
person to a more
chance, present or introduce a "lesser" person to a more
experienced person
senior person. The person being introduced or receiving a
gift should be named after the senior person.
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OFFICE PROFESSIONAL QUALITIES
C. Making Introductions cont.
Order of Introductions
Introducing two people
Introduce the person who works for your company to the
of equal rank
person who does not.
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OFFICE PROFESSIONAL QUALITIES
C. Making Introductions cont.
Order of Introductions
Whenever a younger individual is The name of the senior should come
introduced to an elderly person first.
When introducing an outsider to a Give the name of the outsider first.
colleague at your company
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CHAPTER 2: SUCCESSFUL ADMINISTRATIVE AND
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C. Making Introductions cont.
Order of Introductions
When introducing a nonofficial to a State the official's name first.
representative
Whenever a company executive is Introduce the client first.
introduced to a client or consumer
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CHAPTER 2: SUCCESSFUL ADMINISTRATIVE AND
OFFICE PROFESSIONAL QUALITIES
• Greetings
• Dress code
• Meeting
• Language
• Words
• Time
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CHAPTER 2: SUCCESSFUL ADMINISTRATIVE AND
OFFICE PROFESSIONAL QUALITIES
Other Workplace Etiquette
• Knock before you enter.
• Turn the music down.
• Minimize the use of corporate jargon.
• Stay at home if you are sick.
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CHAPTER 2: SUCCESSFUL ADMINISTRATIVE AND
OFFICE PROFESSIONAL QUALITIES
Discussion Questions
1. What are the effects of being ethical in
your job as an administrative and office
professional?
2. Granted that you have a certain
authority, what would you do to uphold
workplace values and ethical practices
all the time?
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CHAPTER 2: SUCCESSFUL ADMINISTRATIVE AND
OFFICE PROFESSIONAL QUALITIES
Lesson Activities and/or
Practice Exercises
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CHAPTER 2: SUCCESSFUL ADMINISTRATIVE AND
OFFICE PROFESSIONAL QUALITIES
Individual Activity
1. Paste or submit a picture of yourself
wearing corporate attire.
2. Video recording and photographs of
professional or business attire
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CHAPTER 2: SUCCESSFUL ADMINISTRATIVE AND
OFFICE PROFESSIONAL QUALITIES
Concluding Slides
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CHAPTER 2: SUCCESSFUL ADMINISTRATIVE AND
OFFICE PROFESSIONAL QUALITIES
• The characteristics of administrative and office professionals
stress the importance of first impressions, maintaining a
positive attitude, work ethic, and being fair in the workplace.
The work characteristics also demand administrative and office
professionals to have strong organizational abilities, clear
communication skills, initiative and drive, information and
technology literacy, honesty, and discretion.
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CHAPTER 2: SUCCESSFUL ADMINISTRATIVE AND
OFFICE PROFESSIONAL QUALITIES
• These qualities would help the administrative and office
professional in performing the duties like meeting
management, people management, financial management,
communication, event management, office management,
customer service, and project management. An administrative
and office professional should also join professional
organizations and network with other professionals in the
industry.
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CHAPTER 2: SUCCESSFUL ADMINISTRATIVE AND
OFFICE PROFESSIONAL QUALITIES
• The administrative and professional look shows the importance
of dressing the part of a professional. The benefits of this are
increased respect among your colleagues, a boost in self-
confidence, and improved credibility and trust. There are
different types of attire like casual, smart casual, business
casual, and business professional that an administrative and
office professional can use as a guide in wardrobe decisions.
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CHAPTER 2: SUCCESSFUL ADMINISTRATIVE AND
OFFICE PROFESSIONAL QUALITIES
• Understanding business etiquette presents general courtesy
and manners which include respect, punctuality, dressing
appropriately, being friendly and mindful of body gestures,
managing meetings effectively, and some of the telephone and
dining etiquette. It also showed the ways of making
introductions and the importance of knowing international
customs and etiquette.
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CHAPTER 2: SUCCESSFUL ADMINISTRATIVE AND
OFFICE PROFESSIONAL QUALITIES
References
Magno, Rosemarie F. 2024. Administrative and Office
Management. Rex Book Store, Inc.
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CHAPTER 2: SUCCESSFUL ADMINISTRATIVE AND
OFFICE PROFESSIONAL QUALITIES