Tools and Organization Rev. 5/13/20091 Staying Organized Tools to Keep Near the Phone Paper, Pen and Pencil –For messages –For notes ____________________________ Files, records –Have handy for outbound calls –For office visits

Tools and Organization Rev. 5/13/20092 Staying Organized Tools to Keep Near the Phone Policy –Learn navigation through OLMs ____________________________ Post Job Aids that assist you with policy Job Aid

Tools and Organization Rev. 5/13/20093 Staying Organized Tools to Keep Near the Phone Phone Numbers –Within Your Agency –Other Agencies ____________________________ Calendar Use the Bridges Calendar for scheduling.

Tools and Organization Rev. 5/13/20094 Staying Organized Tools to Keep Near the Phone Some people use an alpha-file for sorting incoming mail. ____________________________ Common Phrases in Different Languages to find out: See the Limited English Proficiency Policy L- Letter L Limited English Proficiency Policy L- Letter L

Tools and Organization Rev. 5/13/20095 Staying Organized Time Management Maintain a “To Do” list ____________________________ Return phone calls the same day if possible TO DO:

Tools and Organization Rev. 5/13/20096 Staying Organized Time Management Take your lunch break ____________________________ Knowing your limits will help you do your best work.

Tools and Organization Rev. 5/13/20097 Staying Organized Safety & Efficiency Suggestions Setting up a Client/Computer Friendly Work Area Maintain a clear line of sight with your clients. Be aware of cultural exceptions to making eye contact. Position your computer at a comfortable angle. Position your computer so your clients cannot see the screen. Keep a neat clear desk – limit personal items and be careful of their placement. Only print essential items. Remember – Bridges automatically stores correspondence, budgets and case data in online history. You do not need to print and keep copies of documents in your case file. Face your clients when asking questions.

Tools and Organization Rev. 5/13/20098 Staying Organized Summary Tools to Keep Near the Phone: 1. Paper, pen and pencil for messages and notes. 2. Files and records are handy for outbound calls and office visits. 3. Learn to navigation through OLM. 4. Post Job Aids that assist you with policy. 5. List of frequently called Phone Numbers within your agency and of other agencies. 6. Use the Bridges calendar. 7. Some people use an alpha-file to sort incoming mail. 8. Common phrases in different languages to find out: How much English your client speaks and If there is anyone else in the home that speaks English.

Tools and Organization Rev. 5/13/20099 Staying Organized Summary Time Management Techniques: 1. Maintain a “To Do” list. 2. Return phone calls the same day if possible. 3. Take scheduled breaks. 4. Know your limits and do your best possible work each day. Safety & Efficiency Set up a Client/Computer Friendly Work Area Maintain clear line of sight with your clients. Position your computer at a comfortable angle. Position your computer so your clients cannot see the screen. Keep a neat clear desk – limit personal items and be careful of their placement. Only print essential items. Remember – Bridges automatically stores correspondence, budgets and case data in online history. You do not need to print and keep copies of documents in your case file. Face your clients when asking questions.