2Organizing and Prioritizing Your Work This power point covers the following topics:Why and How to OrganizeWorkstation ErgonomicsPrioritizing Your WorkOrganization for the Eligibility Worker
3Why Organize? Organized people save time and money. Being organized leads to less stress in your workday.Organized people are more productive.
4Why Organize?Professional Organizer, Jeannie Triezenberg states, “There is no right or wrong way to get organized”. So, if your desk is covered in stacks of paper and if you don’t know where important things are then consider the following tips:
5How to OrganizeCome up with an organization system that works for you.Having an organization system for your work and incoming papers leads to fewer “lost” papers and files. Searching for a needle in a haystack is frustrating and wastes time, thus wasting money.Plan what you want to accomplish each day.Having a plan for your work day increases productivity and helps manage time more efficiently.
6How to Organize“The amount of information available to us continues to grow at a rapid pace, as do the number of demands on our time. Organizing systems help you deal with everything from your papers to your professional responsibilities and gives you parameters on what to keep, what to toss and what to take action on.”Triezenberg, Jeannie. “Life Organization Tips.” Hire Order Professional Organizer Mar
7Workstation Ergonomics One way to get and stay organized is to ensure your work space is right for you. This improves productivity, health, safety and comfort and minimizes fatigue and injury.
8Workstation Ergonomics er.go.nom.ics (noun)The design of workplace or equipment.The study of how a workplace and the equipment used there can be designed for comfort, efficiency, safety and productivity.Source: Encarta Dictionary
9Workstation Ergonomics The ChairYour feet should rest flat on the floor when you are seated at your keyboard, use a footstool if necessary.Your thighs should be horizontal and the chair should support your back. This position supports your body the best.Source: lenovo.com
10Workstation Ergonomics Keyboard and MouseYour forearms should be horizontal from your body to your keyboard, with your elbows close to the body.Extend your wrists straight, not angled up or down to avoid wrist strain.Your mouse should be comfortably within reach.Keep your wrists and shoulders in a neutral, relaxed position.Source: lenovo.com
11Workstation Ergonomics MonitorA comfortable viewing distance is inches from you to the monitor.You should be able to see the screen without tilting or adjusting your body.Set the contrast and brightness of the screen at a comfortable level.Source: lenovo.com
12Prioritizing Your Work One of the goals of organization is to minimize the number of times each paper is handled. Repetition wastes time.There are 4 options for handling each piece of paper that comes across your desk:Handle itFile itDelegate itGet rid of it
13Prioritizing Your Work Prioritize your work by urgency of the taskNeeds to be done nowShould have been done yesterdayShould be done todayCan wait until tomorrowCan wait until time permitsAfter prioritizing your work by urgency, it should then be prioritized by the date it was received.
14Prioritizing Your Work Know the times of day that you’re at your best.We all have times of the day that we’re more productive than others. Use those better periods of the day to spend on the toughest tasks you need to accomplish.Deadlines are good.Set deadlines for yourself on important tasks. By doing this you will notice yourself getting more done in less time.Excerpts from Office Organization – Tips to Being More Productive by Terry Edwards
15Organization for the Eligibility Worker Use a calendar or appointment book.An electronic calendar is a good resource, but a desktop calendar will work just fine. Write in all appointments, meetings and deadlines.Refer to the Production Calendar.SIR has the Production Calendar available to all workers. Use this calendar as a good work tool to accomplish and complete tasks timely.
16Organization for the Eligibility Worker Example Calendar – Create Your Own MondayTuesdayWednesdayThursdayFridayWORK ONNEW APPSALL WEEK1. DAILMessages2. DAIL3. New Hire4. ReturnedMailWORK ON REVIEWS ALL WEEK7. HCReimbursements8. CS DAILS9.10. HCDue 12:0011. MMISErrorsWORK ON INCOMPLETEREVIEWS14.15.16. HRFCut-Off17.18.WORK ON COMPLETING PAPERWORK TO AVOID CASE CLOSURESDAYNotice22.23.24. Cash Cut-off25.WORK ON OVER-PAYMENTS& MISC28.29.30. SNAP Cut-off
17Organization for the Eligibility Worker Production Calendar
18Organization for the Eligibility Worker Create a Filing System for Incoming PapersCreate files for Reviews, HRF’s, Incompletes, 10-day Notice, Managed Care, Faxes and New Hires.Create a separate filing system for Bulletins, s, program updates, PolicyQuest, etc.Keep a filing drawer or a online folder with important forms and papers that are often used. Remember eDocs has the most updated version of forms.
19Organization for the Eligibility Worker Your “To-Do” List is Crucial!Create a list which could be as simple as a post-it note with tasks written in the order of priority.The important part is reviewing your list in the morning before you start your day and updating your list at the end of the day.Using a list shows you what needs to be done at a quick glance rather than sorting through stacks of paper.
20Organization for the Eligibility Worker It is important to use the resources MAXIS has available to you:Check your PND1 and PND2 dailyRemember to work off your DAILCreate DAIL/WRIT (TIKL) for future changes
21In Summary Now that you have learned the importance of: Why and How to OrganizeWorkstation ErgonomicsPrioritizing Your WorkOrganization for the Eligibility WorkerTry to incorporate these in your every day work schedule to get and stay organized.