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 Procrastinate: delay intentionally or put off an action Key Term Topic 7-1 Time Management and Reminder Systems Slide 2

Time Analysis Procedures A time-use log is helpful in analyzing time use Keep a time log Analyze how you spend time Develop a plan of action Topic 7-1 Time Management and Reminder Systems Slide 3

Managing Your Work Handle information overload Plan your work activities Prepare a task list Check off completed tasks Carry remaining tasks to the next day 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 This task list was prepared using Microsoft Outlook When the amount of information you receive daily becomes overwhelming, you are experiencing information overload 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

Reminder Systems Calendars Scheduling appointments Tickler files 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 Reference materials Many modular workstations have sound-absorbing wall panels 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 Topic 7-2 Workstation Management and Office Safety Slide 6

Managing Ergonomic Factors Ergonomic factors affect productivity 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

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 First Aid Kit Workstation safety Become aware of potential hazards Develop a positive safety attitude First Aid Kit A first aid kit can be a valuable addition to an office workstation 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

Office Safety Emergency procedures Emergency telephone numbers First aid procedures Fires Building evacuation plans Knowing the evacuation procedures for a large office building can 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 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