San Joaquin Delta College

Office Procedures Harry Holguin

April 24, 2015

5151 Pacific Ave. Stockton, CA 95207

Phone: 209.954.5521E-Mail: Hholguin770@Students.Deltacollege.edu

Web: DeltaCollege.edu

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Contacts....................................................................................................................................................................2

Electronic Devices: Telephone, Fax, & Computers......................................................................................................3

Mail..........................................................................................................................................................................4

E-mail.......................................................................................................................................................................5

Confidentiality..........................................................................................................................................................6

Meetings...................................................................................................................................................................7

Presentations............................................................................................................................................................8

Visual Aides..............................................................................................................................................................9

Video and URL Hyperlink.........................................................................................................................................10

Table of Contents

San Joaquin Delta College Office Procedures

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Contacts

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ContactsProfessor Stewart, Principal

San Joaquin Professional Association

209.954.5521

Astewart@Deltacollege.edu

Harry Holguin, Administration Manager

San Joaquin Professional Association

209.954.5521

Hholguin770@students.deltacollege.edu

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San Joaquin Delta College Office Procedures

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Electronic Devices

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Electronic Devices

Telephone:Incoming calls are answered by the receptionist; in such cases where the receptionist is unavailable, support staff, and leads will answer the phone; or the call will go directly to the message system. All answering machine should contain a greeting and a contact number that can be used in case of an emergency.

Voice mails must be checked daily for messages. If employees have their own voice mailbox, calls should be routed through their extension. Each employee is responsible for maintaining their mailbox, and returning calls in a timely manner.

Faxes Fax machines need to be accessible to all staff with Cover sheets located near by. To limit confusion as to when faxes haves been sent it is important to implement and record, a daily fax report. A saved fax report will help to eliminate future discrepancies.

ComputersComputers are to be in use only when a staff member is at their desk. In the case where a Computer is to be left unattended, the computer must be logged out of, and put to sleep. All computers must have their protective glare screen on at all times. All errors, malfunctions, and data losses are to be reported immediately to the IT department. These steps will help limit the loss of data, information fraud, and information breach.

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Mail

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Mail All incoming mail is opened and date stamped by the secretary/receptionist unless the envelope is marked "Personal and Confidential," or "Private". In this case the envelope will be date stamped and routed to the individual named. Upon receiving urgent mail the receptionist or leads are to contact sender to confirm the item has been received. This will help eliminate confusion and delays.

Steps to follow:1. Date stamp mail2. Determine Urgency3. Log in on mail report sheet4. Contact individual recipient5. Distribute to department, and or individual

Mail is to be shipped through FedEx, or the United Postal service. Invoices and receipts are to be collected and submitted with the daily receivables report. Contact information for the FedEx and the United States Postal Service are as follows:

US Postal Service o Address: 1048 W Robinhood Dr., Stockton, CA 95207o Phone: (209) 477-0924o Hours: 10:00 a.m. – 5:00 p.m.

FedEx o Address: 1061 W March Ln, Stockton, CA 95207o Phone:(209) 957-1204o Hours: 7:00 a.m. – 11:00 p.m.

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Emails

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E-mails

The professionalism of company must be maintained through all forms of communications. This includes e-mails both internal and external. Here are steps to follow ensure proper use of e-mail.

1. Keep your e-mails brief. The shorter you can keep your e-mail while still relaying your message or question the better. At maximum keep the e-mail at three paragraphs of text, or one, e-mail page. Remember less is more.

2. Make the subject line clear and easy to read using title case. The subject of the e-mail should contain enough information to let the recipient know what the e-mail is about.

3. Watch your spelling and grammar. E-mail with spelling and other grammatical errors tells the reader it's not that important. Always spell check, keep the below suggestions in mind, and proof read the e-mail before sending it out. Do not WRITE IN ALL CAPS; it gives the impression you're YELLING.

4. Keep the CC and BCC to a minimum. When using CC (Carbon Copy) to send to e-mail to multiple recipients try to keep the list to a minimum. Also, use BCC (Blind Carbon Copy) instead of CC when it's not important for the e-mail recipients to see whom the e-mail was sent to and to help keep everyone's e-mail addresses private.

5. Use a clean signature. Signatures can be an effective method of displaying your contact information at the bottom of e-mails.

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Confidentiality

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Confidentiality

All matters pertaining to sources and applications of budgets, compensation of employees, case management and personnel records shall be considered confidential by all employees having access to them. Information pertaining to one client shall not be discussed with another client. Employee’s that are handling client portfolios are directly responsible for maintaining and securing client information. This policy also applies to any confidential correspondence or telephone calls made or received on behalf of, San Joaquin Delta College staff, should aspire to present the organization in a positive light within the Stockton community.

Steps on keeping information confidential:

1. Keep files locked and secured

2. Turn off computers when away from your desk

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3. Report loss of data, and loss of portable computer

Meetings

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Meetings

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There are basic steps that must be followed when planning a meeting. Follow the steps listed below to ensure the best outcome pertaining to time management and topic progress.

1. Make sure the is a definite need for a meeting2. The purpose is stated clearly and understood by all participants3. The appropriate people attend 4. An agenda is prepared and followed

5. All members participate 6. Productive outcomes result

In order to get the best participation from all who attend; first determine what kind of interaction you hope to receive from the attendees. There are types of meeting tables you can use to reach your desired interaction.

1. The u-table, best for audio and visual presentations2. The circular table is best used to promote discussion, and interaction. 3. The rectangle, is best used to show who is in charge, and level of importance

Presentation

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Presentation

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When presenting a topic of importance it is invaluable to gather as much information on the main topic. In completing a due diligence, you will become more familiar with the topic, as well as be prepared for questions that may come during or after your meeting. Once the information has been gathered and readied for presentation, there are general steps to follow that can help ensure understanding and focus throughout your presentation.

1. Arrive 10-15 minutes early2. Pay attention to the audience’s body language3. Slow down your speech4. Walk and interact with your audience5. Begin with a story, a thought provoking quote, or refer to a current event6. When presenting the main topic establish something in common with your audience,

use interesting facts, figures, and quotes7. Personalize your speech. Include your personal stories. Use “you” in your speech. 8. Speak in a conversational tone. Do NOT use a monotone voice.9. Use analogies (compare one thing to another) that the audience can visualize or have a

connection to: “My life has been like a roller coaster, with many ups and downs.10. Develop a strong closing. Make it powerful and memorable. Leave them wanting more

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Visual Aids

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Visual Aids

Tools that can be utilized to make a stronger point, understanding, and or provide better detail to a presentation are visual aids. Visual aids such as Microsoft PowerPoint can help provide that necessary attention you seek from those attending presentation. Here are steps to utilize for both PowerPoint presentations.

Microsoft PowerPoint:

1. 2.

1. Open Microsoft PowerPoint, choose template, and insert title 2. To insert new slide go to insert and click on new slide 3. To add transitions, click on the transition tab on the tool bar. Choose transition and sound 4. Animations are recommended to give the transition the extra attention to your topic

3. 4. 1. Prepare a visual for the main points of your presentation. Note: one main point per slide2. Include 2-4 RELEVANT graphics per slide3. Keep the same font style and size for major points4. Recommend: Times New Roman, Calibri, or Ariel fonts5. Choose transitions, when moving from one slide to the next, this is eye catching and will keep the audience

focused 6. Do NOT use more than two font styles in the presentation7. Do NOT type complete sentences, use bullets

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Videos & URL Hyperlink Attachments

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Videos and URL Hyperlink Attachments

When creating your PowerPoint presentation, a video explaining or showing a particular method, subject, or destination may help to further emphasize, your main topic. Steps to Embedding a hyperlink and or URL are as follows:

1. Highlight the particular web address or video address from the internet and copy2. Highlight the word and or phrase on your power point slide3. Once highlighted click on the area and a tool bar will appear4. Click on hyperlink5. The copied web address, or video will be embedded into the highlighted area6. Once completed the area highlighted will remain highlighted.

An alternative to the right click insert, go to the tool bar and click on the insert tab. The insert will have a drop down menu where you can click on hyperlink. The same results will follow and the word will remain highlighted.

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