The Office Procedures and Technology

Transcription

1 The Office Procedures and Technology Chapter 7 Time and Workstation Management Copyright 2003 by South-Western, a division of Thomson Learning

2 Time Management Planning to gain control over how time is spent Common time-wasters Unnecessary telephone conversations Frequent interruptions Excessive socializing Ineffective communication Disorganization Key Term Procrastinate: delay intentionally or put off an action Topic 7-1 Time Management and Reminder Systems Slide 2

3 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

4 Managing Your Work Plan Handle your information work activities overload Set Prepare priorities a task list When the Check Consider This amount task off completed tasks Control large projects Carry list information The was remaining time the task will tasks require to the next day Simplify Break prepared you receive The completion the project work into smaller tasks date using daily becomes Analyze Establish Consider Whether others deadlines are involved for each task overwhelming, the procedures workflow and ways to simply the work Microsoft Consider What will happen if the task is not completed Record you are Information Outlook notes procedures and for assignments future and similar ways you projects to receive simply the work experiencing Whether all the needed information is at hand Record notes for future similar projects Complete Information information work you in forward priority to order others overload Topic 7-1 Time Management and Reminder Systems Slide 4

5 Reminder Systems Calendars Scheduling Manual systems appointments Electronic systems Tickler Responding files to appointment requests Personal Entering recurring digital organizers items Paper-based files Coordinating calendars Desktop Reminders organizer can be programs recorded using a desktop organizer program Topic 7-1 Time Management and Reminder Systems Slide 5

6 Managing Your Workstation Modular workstation Reference Made up materials of interchangeable components Supplies Arranged and to accessories meet a worker s individual needs Many modular Desktop Select area supplies and appropriate drawers for the task workstations Office Read Keep equipment have the product soundabsorbing wall Arrange Learn supplies and when equipment possible for easy access work labels surface for clear proper of unneeded use objects Conserve panels to use equipment Key properly Term Do Inspect not hoard and clean supplies Preventive maintenance: servicing equipment regularly Report problems immediately prevent failure equipment and replacing parts to Topic 7-2 Workstation Management and Office Safety Slide 6

7 Managing Ergonomic Factors Ergonomics The Ergonomic study of the effects of the work environment on factors the health affect and well-being of employees Factors productivity Chairs Desks Lighting Equipment Topic 7-2 Workstation Management and Office Safety Slide 7

8 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 Key Term 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

9 Office Safety Accident prevention Workstation Become aware safety of potential hazards First Aid Kit Develop Desktop a area positive safety attitude Work area safety Drawers Office furnishings Chairs, mats, and static control Electrical equipment General office equipment A first aid kit can be a valuable addition to an office workstation Topic 7-2 Workstation Management and Office Safety Slide 9

10 Office Safety Emergency procedures Emergency telephone numbers Knowing the evacuation procedures for a large office building can be critical in an emergency First aid procedures Fires Building evacuation plans Topic 7-2 Workstation Management and Office Safety Slide 10

11 Office Safety Personal security on the job Building Protecting and personal office security property Working alone Security concerns Work near a phone and have emergency numbers handy Controlling outsider access Lock doors to your work area Controlling employee access Know when to expect the cleaning staff Detection systems and alarms 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 Topic 7-2 Workstation Management and Office Safety Slide 11

12 Focus On Workplace Wellness Factors related to workplace and health issues Tips Stress for health management and well-being Nutrition and weight management Benefits Avoid interruptions for companies during that the address workday workplace wellness Exercise Recharge with a nutritional snack Balancing Get Reduced an adequate absenteeism work and amount family of life rest and sleep while away Increased from productivity work Exercise Higher employee morale Eat healthy meals Topic 7-2 Workstation Management and Office Safety Slide 12