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The Office Procedures and Technology

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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
яБ░ Common time-wasters
яБ░
яБо
яБо
яБо
яБо
яБо
Unnecessary telephone conversations
Frequent interruptions
Excessive socializing
Ineffective communication
Key Term
Disorganization
Procrastinate: delay intentionally or
put off an action
Topic 7-1 Time Management and Reminder Systems
Slide 2
Time Analysis Procedures
Keep a time log
яБ░ Analyze how you spend time
яБ░ Develop a plan of action
яБ░
A time-use
log is
helpful in
analyzing
time use
Topic 7-1 Time Management and Reminder Systems
Slide 3
Managing Your Work
яБ░
Plan your
Handle
information
work activities
overload
яБо Prepare
a task list
яБ░ Set
priorities
When the
яБо
off
amount
of completed tasks
яБо Check
Consider
This
task
яБ░ Control
large
projects
information
list
wasremaining
яБ░
The
time the task will
require
яБо Carry
tasks
to the next day
you receive
яБо Break
the project
яБ░ Simplify
work into smaller tasks
prepared
яБ░ The completion date
daily becomes
using
яБо
Establish
deadlines
for
each
task
яБ░ Whether
others
are involved
яБо Consider
procedures
and
ways
to simply the
яБ░ Analyze
the
workflow
overwhelming,
Microsoft
яБ░
What
happen if the task
is ways
not completed
you
arewill
яБо
Consider
procedures
and
to receive
simply the
яБо
Record
notes
for
future
similar
projects
яБо Information
and
assignments
you
Outlook
experiencing
яБ░
Whether all the needed information is at hand
яБо
notes
forforward
future similar
projects
information
яБо Record
Information
you
to
others
яБо Complete work in priority order
overload
Topic 7-1 Time Management and Reminder Systems
work
work
Slide 4
Reminder Systems
яБ░
Calendars
яБо Manual systems
яБ░ Scheduling
appointments
яБо
systems
яБо Electronic
Responding
яБ░ Tickler
files to appointment
яБо
яБо
яБо
яБо
яБо
requests
Personal
digital organizers
Entering
recurring
Paper-based files items
Coordinating
calendars
Remindersorganizer
can be
Desktop
programs
recorded using a
desktop organizer
program
Topic 7-1 Time Management and Reminder Systems
Slide 5
Managing Your Workstation
яБ░
Modular workstation
яБо Made up materials
of interchangeable
яБ░ Reference
components
яБо Arranged
to accessories
meet a workerтАЩs individual needs
яБ░ Supplies
and
Many
modularappropriate for the task
яБо Select
supplies
яБ░ Desktop
area
and
drawers
workstations
яБо
product
forclear
proper
use
have
soundяБо Read
Keepequipment
the
worklabels
surface
of unneeded
objects
яБ░ Office
absorbing
wall
Key
Term
яБо
Conserve
supplies
when
possible
яБо
Arrange
supplies
and
equipment
for easy access
яБо Learnpanels
to use equipment
properly
Preventive maintenance: servicing
яБо
Do
not
hoard
supplies
яБо Inspect and clean equipment regularly
яБо
Report problems
equipment and replacing parts to
prevent failure
immediately
Topic 7-2 Workstation Management and Office Safety
Slide 6
Managing Ergonomic Factors
яБ░
Ergonomics
яБо
яБ░
The
study of the effects of the work environment
Ergonomic
factors
affect and well-being of employees
on
the health
productivity
Factors
яБо
яБо
яБо
яБо
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
яБ░ Take rest breaks often
яБ░ Do stretching exercises for hands, wrists,
arms, and fingers
яБ░ Focus your eyes away from the monitor often
яБ░ Arrange work materials within easy reach
Key Term
яБ░ Use good posture
яБ░
Carpal tunnel syndrome: a repetitive
strain injury caused by placing stress
on the hands, wrists, or arms
Topic 7-2 Workstation Management and Office Safety
Slide 8
Office Safety
яБ░
Accident prevention
First Aid Kit
potential hazards
Develop
positive safety attitude
Desktop a
area
яБо Become aware
of
яБ░ Workstation
safety
яБо
яБо
яБ░ Work
area safety
яБо
яБо
яБо
яБо
Drawers
Office furnishings
Chairs,
mats,
and static control
Electrical
equipment
яБо
General office equipment
Topic 7-2 Workstation Management and Office Safety
A first aid kit can be a
valuable addition to an
office workstation
Slide 9
Office Safety
яБ░
Emergency procedures
яБо
яБо
яБо
яБо
Emergency telephone numbers
Knowing the
First
aid procedures
evacuation
procedures
for
Fires
a large office
Building
building canevacuation plans
be critical in
an emergency
Topic 7-2 Workstation Management and Office Safety
Slide 10
Office Safety
яБ░
Personal security on the job
яБо Protecting personal property
яБ░ Building
and office security
яБо
яБо
яБо
яБо
яБо
Working
alone
Security concerns
яБ░ Work near a phone and have emergency numbers handy
Controlling
outsider access
яБ░ Lock doors to your work area
Controlling
яБ░ Know whenemployee
to expect theaccess
cleaning staff
яБ░ Use caution
when entering
an elevator
Detection
systems
and alarms
яБ░
яБ░
Avoid using a restroom away from your work area
Park near the building in a lighted area if possible
Topic 7-2 Workstation Management and Office Safety
Slide 11
Focus On тАж
Workplace Wellness
яВз Factors related to workplace and health issues
яВз Stress
management
яВз Tips
for health
and well-being
яВзяВз Nutrition
and weightduring
management
Avoid interruptions
workday
яВз Benefits
for companies
thatthe
address
workplace
яВзяВз Exercise
Recharge with a nutritional snack
wellness
яВзяВз
яВз
яВзяВз
яВз
Balancing
work and
familyoflife
Get an adequate
amount
rest and sleep while
Reduced
absenteeism
away
from productivity
work
Increased
Exercise
Higher employee morale
Eat healthy meals
Topic 7-2 Workstation Management and Office Safety
Slide 12
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