The OfficeProcedures 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

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

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

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 programsReminders can be

recorded using a desktop organizer program

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

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

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

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

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