the office procedures and...
TRANSCRIPT
The Office Procedures and Technology
Chapter 7
Time and Workstation
Management
Copyright 2003 by South-Western, a division of Thomson Learning
Time Management
Planning to gain control over how time is spent
Common time-wasters
Unnecessary telephone conversations
Frequent interruptions
Excessive socializing
Ineffective communication
Disorganization
Topic 7-1 Time Management and Reminder Systems Slide 2
Procrastinate: delay intentionally or
put off an action
Key Term
Keep a time log
Analyze how you spend time
Develop a plan of action
Time Analysis Procedures
A time-use
log is
helpful in
analyzing
time use
Topic 7-1 Time Management and Reminder Systems Slide 3
Managing Your Work
Plan your work activities
Prepare a task list
Check off completed tasks
Carry remaining tasks to the next day
This task
list was
prepared
using
Microsoft
Outlook
Set priorities
Consider The time the task will require
The completion date
Whether others are involved
What will happen if the task is not completed
Whether all the needed information is at hand
Complete work in priority order
Control large projects
Break the project into smaller tasks
Establish deadlines for each task
Consider procedures and ways to simply the work
Record notes for future similar projects
Simplify the work
Consider procedures and ways to simply the work
Record notes for future similar projects
Analyze the workflow
Information and assignments you receive
Information you forward to others
Topic 7-1 Time Management and Reminder Systems Slide 4
Handle information overload
When the
amount of
information
you receive
daily becomes
overwhelming,
you are
experiencing
information
overload
Reminder Systems
Calendars
Manual systems
Electronic systems
Personal digital organizers
Scheduling appointments
Responding to appointment requests
Entering recurring items
Coordinating calendars
Tickler files
Paper-based files
Desktop organizer programs Reminders can be
recorded using a
desktop organizer
program
Topic 7-1 Time Management and Reminder Systems Slide 5
Managing Your Workstation
Modular workstation
Made up of interchangeable components
Arranged to meet a worker’s individual needs
Topic 7-2 Workstation Management and Office Safety Slide 6
Many modular
workstations
have sound-
absorbing wall
panels
Reference materials
Supplies and accessories
Select supplies appropriate for the task
Read product labels for proper use
Conserve supplies when possible
Do not hoard supplies
Desktop area and drawers
Keep the work surface clear of unneeded objects
Arrange supplies and equipment for easy access
Office equipment
Learn to use equipment properly
Inspect and clean equipment regularly
Report problems immediately
Preventive maintenance: servicing
equipment and replacing parts to
prevent failure
Key Term
Managing Ergonomic Factors
Ergonomics
The study of the effects of the work environment
on the health and well-being of employees
Factors
Chairs
Desks
Lighting
Equipment
Topic 7-2 Workstation Management and Office Safety Slide 7
Ergonomic
factors affect
productivity
Managing Your Office Health
Adjust the workstation to meet your needs
Take rest breaks often
Do stretching exercises for hands, wrists,
arms, and fingers
Focus your eyes away from the monitor often
Arrange work materials within easy reach
Use good posture
Carpal tunnel syndrome: a repetitive
strain injury caused by placing stress
on the hands, wrists, or arms
Key Term
Topic 7-2 Workstation Management and Office Safety Slide 8
Office Safety
Accident prevention
Become aware of potential hazards
Develop a positive safety attitude
Workstation safety
Desktop area
Drawers
Chairs, mats, and static control
Work area safety
Office furnishings
Electrical equipment
General office equipment
Topic 7-2 Workstation Management and Office Safety Slide 9
First Aid Kit
A first aid kit can be a
valuable addition to an
office workstation
Office Safety
Emergency procedures
Emergency telephone numbers
First aid procedures
Fires
Building evacuation plans
Topic 7-2 Workstation Management and Office Safety Slide 10
Knowing the
evacuation
procedures for
a large office
building can
be critical in
an emergency
Office Safety
Personal security on the job
Protecting personal property
Working alone Work near a phone and have emergency numbers handy
Lock doors to your work area
Know when to expect the cleaning staff
Use caution when entering an elevator
Avoid using a restroom away from your work area
Park near the building in a lighted area if possible
Building and office security
Security concerns
Controlling outsider access
Controlling employee access
Detection systems and alarms
Topic 7-2 Workstation Management and Office Safety Slide 11
Focus On …
Workplace Wellness Factors related to workplace and health issues
Stress management
Nutrition and weight management
Exercise
Balancing work and family life
Tips for health and well-being
Avoid interruptions during the workday
Recharge with a nutritional snack
Get an adequate amount of rest and sleep while
away from work
Exercise
Eat healthy meals
Benefits for companies that address workplace
wellness
Reduced absenteeism
Increased productivity
Higher employee morale
Topic 7-2 Workstation Management and Office Safety Slide 12