Transcript The Office Procedures and Technology

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