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

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

Managing Your Work  Plan your work activities Prepare a task list Check off completed tasks Carry remaining tasks to the next day This task list was prepared using Microsoft Outlook  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  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 SystemsSlide 4  Handle information overload When the amount of information you receive daily becomes overwhelming, you are experiencing information overload

Reminder Systems  Calendars 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 SystemsSlide 5

Managing Your Workstation  Modular workstation Made up of interchangeable components Arranged to meet a worker’s individual needs Topic 7-2 Workstation Management and Office SafetySlide 6 Many modular workstations have sound- absorbing wall panels  Reference materials  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

Managing Ergonomic Factors  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 SafetySlide 7 Ergonomic factors affect productivity

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 SafetySlide 8

Office Safety  Accident prevention Become aware of potential hazards Develop a positive safety attitude  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 SafetySlide 9 First Aid Kit A first aid kit can be a valuable addition to an office workstation

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

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 SafetySlide 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 SafetySlide 12