The Office Procedures and Technology Chapter 7 Time and Workstation Management Copyright© 2007 Thomson/South-Western

Slide 2 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 Procrastinate: delay intentionally or put off an action Key Term

Slide 3 Keep a time log Analyze how you spend time Develop a plan of action Time Analysis Procedures Topic 7-1 Time Management and Reminder Systems

Slide 4 Time Analysis Procedures A log is helpful in analyzing time use Topic 7-1 Time Management and Reminder Systems

Slide 5 Plan Work Activities Prepare a task list Topic 7-1 Time Management and Reminder Systems Check off completed tasks Carry remaining tasks to the next day

Slide 6 Set Priorities Topic 7-1 Time Management and Reminder Systems Consider related issues  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 the work in priority order

Slide 7 Control Large Projects Topic 7-1 Time Management and Reminder Systems Break the project into smaller tasks Establish deadlines for each task Consider procedures and ways to simplify the work Record notes for future similar projects

Slide 8 Simplify Work Topic 7-1 Time Management and Reminder Systems Analyze the workflow Group and complete similar tasks together Combine tasks to increase efficiency Organize equipment and supplies Handle information overload

Slide 9 Reminder Systems Manual systems  Desk and wall calendars  Personal planners Electronic systems  Personal information management (PIM) programs  Personal digital assistants (PDAs) Topic 7-1 Time Management and Reminder Systems PDAs provide a variety of calendar features

Slide 10 Scheduling Appointments Respond to appointment requests Enter recurring items Topic 7-1 Time Management and Reminder Systems Microsoft Outlook allows users to set recurring meetings Coordinate calendars with coworkers if needed

Slide 11 Tickler File Contains notes or records arranged by date for keeping track of future actions  Paper-based files  Electronic programs or files Topic 7-1 Time Management and Reminder Systems Reminders can be recorded using a PIM program

Slide 12 Modular Workstation Made up of interchangeable components Arranged to meet an individual’s needs Topic 7-2 Workstation Management and Office Safety Many workstations have sound-absorbing wall panels

Slide 13 Manage Your Workstation Supplies and accessories  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 Topic 7-2 Workstation Management and Office Safety

Slide 14 Manage Your Workstation Office equipment  Learn to use equipment properly  Inspect and clean equipment regularly  Report problems immediately Topic 7-2 Workstation Management and Office Safety Preventive maintenance: servicing equipment and replacing parts to prevent failure Key Term

Slide 15 Ergonomics The study of the effects of the work environment on the health and well-being of employees Ergonomic factors  Chairs  Desks  Lighting  Equipment Topic 7-2 Workstation Management and Office Safety

Slide 16 Manage Ergonomic Factors Topic 7-2 Workstation Management and Office Safety Ergonomic factors affect productivity

Slide 17 Manage Health-Related Factors Adjust the workstation to meet your needs Take rest breaks often Do stretching exercises 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 18 Office Safety Become aware of potential hazards to help avoid accidents Arrange materials on the desktop and in drawers for workstation safety Topic 7-2 Workstation Management and Office Safety Manage office furnishings and equipment for workplace safety

Slide 19 Emergency Procedures Emergency telephone numbers Building evacuation plans Fire prevention and drill procedures First aid procedures Topic 7-2 Workstation Management and Office Safety First Aid Kit A first aid kit can be a valuable addition to an office workstation

Slide 20 Personal Security on the Job Protect personal property by storing it in a safe location When working alone after hours  Have emergency numbers handy  Lock doors to your work area  Know when to expect others such as 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 Topic 7-2 Workstation Management and Office Safety

Slide 21 Building and Office Security Security concerns  Discontented workers or customers  Theft and sabotage  Fires and other emergencies Controlling access  Visitor logs  Passes or badges Topic 7-2 Workstation Management and Office Safety Detection systems and alarms

Slide 22 Focus On … Workplace Wellness  Americans spend many hours at work  Work conditions affect wellness  Wellness programs promote a healthy lifestyle  Exercise  Healthy meals and eating habits  Stress management  Wellness programs benefit both employers and employees Topic 7-2 Workstation Management and Office Safety