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 Systems Slide 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 Systems Slide 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 Systems Slide 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 Systems Slide 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 Safety Slide 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 Safety Slide 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 Safety Slide 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 Safety Slide 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 Safety Slide 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 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