1. The Office Procedures and Technology
Chapter 7
Time and Workstation Management
Copyright 2003 by South-Western, a division of Thomson Learning

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

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

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

5. Reminder Systems Calendars Scheduling appointments Tickler files
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

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

7. Managing Ergonomic Factors
Ergonomic factors affect productivity
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

8. 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

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

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

11. 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

12. 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