New York Public Library Business Desk Reference

by The New York Public Library

• ISBN13: 9780471328353
• ISBN10: 0471328359
• Edition: Reprint
• Format: Paperback
• Copyright: 1999-04-01
• Publisher: Wiley

Summary

Essential Information for Every Office--at Your Fingertips. Marketing Tips. * Hiring and Firing. * Letters That Work . * Home Office Do's and Don'ts. * Small Business Advice. A Selection of Book-of-the-Month Club's Money Book Club, Quality Paperback Book Club, and Doubleday Select's Executive Program.

Table of Contents

Introduction	p. xiii
Getting It There	p. 1
Using the U.S. Postal Service	p. 2
USPS Domestic Mail: First-Class, Standard, and Periodicals Classifications	p. 3
USPS International Mail Services	p. 5
USPS Address Quality Standards	p. 7
Special USPS Services	p. 10
Postage Meters	p. 11
Mail Houses, Letter Shops, and Commercial Mail/Parcel Centers	p. 13
Commercial Package Delivery Services	p. 14
When It Must Be There Tomorrow (Or Today)	p. 15
Instant Correspondence	p. 20
Just the Fax	p. 20
E-Mail	p. 26
Sources of Further Information	p. 27
Organizations	p. 27
Books and Literature	p. 27
On-Line Resources	p. 28
Communicating	p. 29
Written Communications	p. 30
First Draft: Basics of Good Composition	p. 30
Serving the Right Tone	p. 30
Cutting the Fat: How to Be Concise	p. 31
Proofreading Your Work	p. 32
Formatting Business Letters	p. 34
Using Word-Processing Templates to Format Documents	p. 42
Types of Business Letters	p. 43
Writing Memos	p. 44
Producing Reports	p. 49
Creating Proposals	p. 51
Rapid Note-Taking Techniques	p. 54
Oral Communications	p. 58
Public Speaking: You Can Do It	p. 58
Chairing a Meeting	p. 63
Introducing a Speaker	p. 64
Setting Up Training Programs, Seminars, and Workshops	p. 65
Meeting One-on-One	p. 66
Telephone Tips	p. 68
Sources of Further Information	p. 89
Organizations	p. 89
Books and Literature	p. 89
On-Line Resources	p. 90
The Office Environment	p. 91
Office Design and Planning	p. 92
Optimizing the Work Space for Productivity	p. 92
Using a Floor Plan to Design an Office Space	p. 95
Lighting the Office	p. 97
Moving with a Minimum of Headaches	p. 100
Finding the Right Moving Company	p. 100
How a Realtor Can Help	p. 102
Organizing, Packing, and Helping Employees Settle In	p. 102
How to Move and Avoid a Temporary Business Shutdown	p. 103
Office Safety and Health	p. 103
Fire: Are You Prepared?	p. 103
Security: Preventing On-Site Theft and Other Crimes	p. 105
Terrorism and Angry Employees: The New Office Menace	p. 108
Accident Prevention	p. 110
Avoiding Work-Related Injuries and Illnesses	p. 112
First Aid in the Office	p. 115
Workers' Compensation	p. 117
The ABCs of OSHA	p. 118
Is Smoking an Issue?	p. 122
Keeping Our Global Office Clean	p. 123
Setting Up an Office Recycling Program	p. 123
Conserving Natural Resources	p. 124
Sources of Further Information	p. 124
Organizations	p. 124
Books and Literature	p. 128
On-Line Resources	p. 128
Office Equipment and Supplies	p. 130
To Lease or Buy?	p. 131
When to Buy	p. 132
Service and Warranties	p. 133
Computer Hardware and Software	p. 133
IBM-Compatible PC or Apple Macintosh?	p. 133
Basic Desktop Systems	p. 143
Portable Computers	p. 145
Printers	p. 146
Optional Computer Hardware	p. 147
Operating Systems	p. 149
Software Programs for Offices	p. 150
Buying and Selling Used Computer Equipment and Software	p. 156
Copiers and Fax Machines	p. 158
Copiers	p. 158
Fax Machines	p. 158
Typewriters (When They're Still Necessary)	p. 160
Audiovisual Equipment and VCRs	p. 161
Overhead and Slide Projectors	p. 161
LCD Panels and Projectors	p. 161
Videotape Players and Recorders	p. 162
Telephones	p. 163
Basic Telephone Systems	p. 163
Cordless Phones	p. 165
Speakerphones/Teleconferencing	p. 165
Cellular Phones	p. 166
Pagers	p. 168
Voice Mail Options	p. 169
Long Distance Telephone Services	p. 169
Toll-Free Service and Support Numbers for Office Equipment Manufacturers	p. 170
Computers, Peripherals, Printers, Fax Machines, and Copiers	p. 170
Telephone Equipment	p. 172
Office Supplies	p. 172
Superstores	p. 173
Corporate Purchasing Cards	p. 173
Catalogs	p. 173
Office Furniture	p. 176
Desks and Case Goods	p. 176
Computer and Systems Furniture	p. 177
File Cabinets Storage Cartons, and Shelving	p. 179
Sources of Further Information	p. 181
Organizations	p. 181
Books and Literature	p. 181
On-Line Resources	p. 183
Office Systems	p. 185
Office Policies and Procedures	p. 186
Defining Office Policies	p. 186
Work Areas Most Affected by Policies	p. 187
Office Procedures	p. 187
Creating a Policies and Procedures Manual	p. 189
Order from Chaos: How to Organize Your Files	p. 191
File Drawers and Sizes	p. 192
Types of Filing Systems	p. 193
File Placement and Storage	p. 196
Organizing Documents Stored on Computer	p. 196
Handling the Mail	p. 197
Turning an IN-box Nightmare into a Dream	p. 198
Time Management	p. 199
Wall Planners	p. 200
Day Planners	p. 201
Appointment Calendars	p. 202
Incoming/Outgoing Telephone Logs	p. 202
Logging Activities and Inventory	p. 204
Inventory Logging	p. 204
Ordering and Keeping Track of Supplies	p. 204
Using Flowcharts to Track Projects	p. 208
Sources of Further Information	p. 210
Organizations	p. 210
Books and Literature	p. 211
On-Line Resources	p. 211
People: The Office's Most Valuable Asset	p. 212
Managing Superiors, Subordinates, and Peers	p. 213
Satisfying Superiors	p. 214
Supervising Subordinates	p. 217
Cooperating with Peers	p. 223
Fair Play: Eliminating Employment Discrimination	p. 228
Defining and Dealing with Sexual Harassment	p. 231
Types of Sexual Harassment	p. 231
Preventing Problems through Company Policy	p. 232
Handling Complaints of Harassment	p. 232
Getting all the Facts	p. 233
Finding the Perfect Employee	p. 233
Placing the Right Employment Ad	p. 233
Interviewing Prospective Employees	p. 235
Checking References	p. 238
Making a Decision	p. 239
The Employment Application	p. 239
Using Temporary Employment Services	p. 240
Finding the Right Temporary Service	p. 242
The Pros and Cons of Using Temporary Workers	p. 242
Making the Necessary Arrangements	p. 244
Other Temporary Solutions	p. 244
Innovative Staffing Strategies	p. 244
Alternative Work Schedules	p. 245
Consultants and Part-Time Employees	p. 246
Virtual (Home-Based) Staff	p. 247
Other Considerations	p. 248
Employee Benefits	p. 249
Vacations, Holidays, and Sick Leave	p. 249
Federal and State Requirements for Family and Medical Leave	p. 251
Child-Care and Elder-Care Services	p. 251
How to Solve Personnel Problems	p. 253
Defining the Problem	p. 253
Managing Employees	p. 254
Dispute Resolution	p. 254
Problem-Solving Measures	p. 255
When All Else Fails: Firing an Employee	p. 256
Stress Management	p. 259
What Management Can Do to Reduce Stress	p. 259
How Employees Can Cope with Office Pressures	p. 260
Office Etiquette	p. 260
Office Politics: Playing for Everyone to Win	p. 260
Dressing the Part	p. 262
Employee Dating: Pros, Cons, and Setting Policy	p. 264
Other Work Relationships That Might Be Problematic	p. 265
Business Gift Guidelines	p. 266
Handling and Defusing Corporate Crises	p. 268
Defining a Crisis	p. 268
Developing a Crisis Plan	p. 268
During a Crisis	p. 268
After a Crisis	p. 269
What To Do If You Are Fired	p. 269
Starting Your Own Business by Working at Home	p. 270
Negotiating a Severance Agreement	p. 270
Unemployment Benefits	p. 271
Wrongful Termination Suits	p. 271
Directory of Executive Recruiters and Their Specialities	p. 272
Top Executive Recruiting Firms	p. 272
Firms That Work on Retainer Only	p. 272
Firms That Work on a Contingency Basis	p. 273
Executive Recruiter Organizations	p. 274
Consultants: A Directory of Resources	p. 275
Associations of Consultants	p. 275
Consultant Referrals	p. 277
Sources of Further Information	p. 277
Organizations	p. 277
Books and Literature	p. 280
On-Line Resources	p. 281
Finances and Formulas	p. 282
Proprietorships, Partnerships, and Corporations	p. 283
The ABCs of Accounting	p. 285
Fundamentals	p. 285
Accounts Payable	p. 292
Accounts Receivable	p. 295
Payroll	p. 300
Paying Taxes	p. 301
Banking Basics	p. 305
Getting Outside Help with Finances	p. 309
Expense Accounts--Tracking Yours and Theirs	p. 310
Keeping a Record of Travel Expenses	p. 311
Petty Cash	p. 313
Inventory Tracking	p. 316
Budgets	p. 317
Pricing Your Product or Service	p. 317
Projecting Cash Flow	p. 319
Forecasting Business Trends and Growth	p. 320
Employee Compensation Plans	p. 321
Competitive Salaries	p. 321
Incentive and Bonus Packages	p. 322
Insurance Benefits	p. 323
Retirement Plans	p. 324
Severance Packages	p. 325
Understanding Insurance	p. 326
Insurance Deductibles	p. 326
Property, Liability, and Medical Coverage	p. 326
Automobile Insurance	p. 327
Other Types of Coverage	p. 327
Risk Management	p. 328
Credit and Loans	p. 328
Retail Business--How to Give Credit	p. 328
Obtaining Credit	p. 329
Business Loans	p. 331
Business Grants	p. 336
Understanding Computer Financial Software	p. 337
Accounting Programs	p. 338
Spreadsheet Programs	p. 338
Database Programs	p. 339
Choosing the Right Software	p. 339
Sources of Further Information	p. 339
Organizations	p. 339
Books and Literature	p. 342
On-Line Resources	p. 342
Legalities	p. 344
Hiring the Right Attorney	p. 345
Business Licenses and Permits	p. 346
Incorporating a Business	p. 347
How to Incorporate	p. 348
Contracts	p. 349
Essential Elements	p. 349
Employment Contracts	p. 350
Basic Legal Documents That Every Business Needs	p. 351
Negotiations	p. 351
Protecting What You Have	p. 353
Patents	p. 353
Copyrights	p. 355
Trademarks	p. 356
Record Keeping: How Much Is Enough?	p. 357
Privacy, Security, and Safety of Information	p. 358
Sources of Further Information	p. 359
Organizations	p. 359
Books and Literature	p. 360
Image: The Face Your Business Shows the World	p. 362
Advertising for All Budgets	p. 363
Graphic Design and Logos	p. 364
Ten Common Design Mistakes	p. 364
Logos with Clout	p. 365
Choosing the Right Business Cards and Letterhead	p. 366
Business Cards	p. 366
Letterhead	p. 367
Promoting Your Business	p. 367
Promotional Items	p. 368
Product Demonstrations	p. 368
Trade Shows	p. 368
Getting to Know Prospective Customers	p. 368
Public Relations	p. 369
Good Will Begins in the Office	p. 369
Using the Press	p. 369
Sponsoring Community Events and Educational Workshops	p. 370
Responding to Hard-Earned Publicity	p. 370
Writing a Press Release	p. 371
Basic Rules of Composition	p. 371
Press Release Form and Length	p. 372
Adding Excitement	p. 372
Company Newsletters	p. 374
Joining Professional Organizations and Getting the Most from Membership	p. 375
Finding the Right Groups	p. 376
Sources of Further Information	p. 376
Organizations	p. 376
Books and Literature	p. 377
On-Line Resources	p. 377
Marketing for Growth	p. 378
Defining and Researching the Competition	p. 379
Defining the Competition	p. 379
Researching the Competition	p. 379
Evaluating the Competition	p. 380
Marketing Plan Objectives	p. 382
Consumer Surveys and Demographics	p. 382
Determining Your Targets	p. 383
Survey Timing, Location, and Validity	p. 383
Establishing Focus Groups	p. 384
Determining the Size of a Survey Sample	p. 384
Demographic Considerations	p. 385
Direct-Mail Marketing	p. 386
Telemarketing	p. 387
On-Line Marketing	p. 389
Tracking the Success of a Marketing Campaign	p. 389
Selling Successfully	p. 389
Twenty Ways to Make It Happen	p. 389
Developing Your Sales Skills	p. 391
Sources of Further Information	p. 392
Demographic Data Sources: Organizations and Publications	p. 392
Direct Mail Marketing Information: Organizations and Publications	p. 392
Telemarketing Assistance: Organizations and Publications	p. 392
Marketing Consultants: Directories, Associations, and Publications	p. 393
Other Recommended Reading for Marketing and Business Managers	p. 394
On-Line Resources	p. 394
Travel	p. 395
Planning a Business Trip	p. 396
First Things First	p. 396
A Week of Two Before the Trip	p. 398
Three Days Before Leaving	p. 399
The Final Countdown	p. 400
Things You'll Need: Passports, Visas, and International Driving Permits	p. 400
Should You Drive in a Foreign Country?	p. 403
Immunization Requirements for Foreign Travel	p. 404
Reservations and Other Logistics	p. 406
Finding a Good Travel Agency	p. 406
Making Your Own Arrangements: Useful Toll-Free Numbers	p. 407
Making Your Way Through Customs	p. 415
Foreign Customs	p. 416
U.S. Customs	p. 416
When in Rome . . .	p. 417
Foreign Business Etiquette	p. 417
Guide to Tipping	p. 418
Foreign Currencies	p. 421
Health and Safety Issues for Travelers	p. 425
Eating Right (and Safely)	p. 425
First-Aid Kit for Travelers	p. 426
Safety Tips for Business Travel	p. 428
Major Cities Travel Guide	p. 429
The United States	p. 429
The World	p. 439
Sources of Further Information	p. 452
Credit Cards, Money Wire Services, Traveler's Checks, and ATM Access Information	p. 452
Customs Inspections and Carnets	p. 453
Foreign Driving	p. 453
Inoculations, ICVs, and Health Recommendations	p. 453
Medical and Safety Resources	p. 453
Weather Data	p. 454
Travel Guides and Literature	p. 454
On-Line Resources	p. 454
Business Resources	p. 455
Information at Your Fingertips	p. 456
Basics of Research: Getting What You Need Quickly	p. 456
Directory of Business Organizations and Associations	p. 461
Directory of Government Resources	p. 466
U.S. Department of Commerce	p. 466
Internal Revenue Service (IRS)	p. 471
Government Printing Office (GPO)	p. 473
Consumer Information Center of the U.S. General Services Administration	p. 473
Equal Employment Opportunity Commission (EEOC)	p. 474
Glossary of Business, Legal, and Financial Terms	p. 474
Index	p. 482
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