2. Orgonomics Ergonomics Organization Design factors intended to maximize productivity by minimizing operator fatigue and discomfort, “fitting work to people” a. The act or process of organizing. b. The state or manner of being organized

3. OR

4. Source: Office Ergonomics, May- June 1985 Ergonomic Design Principles u When ergonomic design principles were applied in the workplace: – Monday morning absenteeism dropped from 7% to less than 1%

5. Source: Office Ergonomics, May- June 1985 Ergonomic Design Principles u When ergonomic design principles were applied in the workplace: – Error rates in document preparation dropped from 25% to 11%

6. Source: Office Ergonomics, May- June 1985 Ergonomic Design Principles u When ergonomic design principles were applied in the workplace: – Active work time increased 40%

7. Source: Office Ergonomics, May- June 1985 Ergonomic Design Principles u When ergonomic design principles were applied in the workplace: – Frequency, duration and severity of posture discomfort was lessened

8. Research on Ergonomics: u State Farm Insurance workers increased performance 15% - Springer & Associates u Date entry increased 5% when an ergonomically correct work environment was used - University of Miami

9. Ergonomics

10. u The proper method of adjusting a chair for sitting comfort is to stand facing the chair and adjust it to a height just below the kneecaps.

11. Ergonomics u Feet should be squarely on the floor, weight evenly distributed across the chair

12. Ergonomics u At a properly positioned work surface, terminal keyboard, or typewriter, the height of the surface or keys will be at elbow height, when the individual drops his arms to his side while sitting.

13. Ergonomics

14. u Screen should be 18-31 inches from the eye; the farther away the better u The computer screen should be at a greater distance than one would have a book they were reading

15. Ergonomics u Person should be looking down at the screen u If typing from a document, it should be at the same level as the screen

16. Ergonomics

17. Clutter

21. What’s Wrong With Clutter? u It is possible to misplace important items in the clutter.

22. Clutter

42. Here they are Clutter

43. It’s high time Congress got its house in order Clutter

44. The average person spends eight months of their lifetime searching for misplaced items. Clutter

45. What’s Wrong With Clutter? u It is possible to misplace important items in the clutter. u If we have no room to spread our work out, we may not do it.

46. Clutter

49. What’s Wrong With Clutter? u It is possible to misplace important items in the clutter. u If we have no room to spread our work out, we may not do it. u Items in the clutter may catch your attention instead of the task at hand.

50. Operating from a clean desk u The saying “A clean desk is the sign of a sick mind” is rationalization by those who aren’t on top of things. u Is there a correlation between having a clean desk and being more productive?

51. Having a clean desk? u Use a desk drawer as your in basket. This reduces desk top clutter and prevents being distracted by items in the pile. u Schedule time regularly to handle paperwork.

52. Having a clean desk? u Use the TRAF system in handling paperwork (or Hemphill’s FAT acronym)

53. u Toss The TRAF System “Man’s best friend, aside from the dog, is the wastebasket” Business Week

54. Toss

57. An average person spends eight months during a lifetime opening junk mail.

58. Toss

65. For each piece of paper ask: u What is the worst thing that can happen if I threw this out? u If I needed this information later, where would I get it? u Would someone call me on it later?

66. Remember the old adage: If in doubt, throw it out.

67. Toss

70. Refer (tRaf) u Delegate paperwork to others. Jot notes on it and pass it to someone else.

71. Refer u For items that need to be followed up, make an entry in your Day Planner – Memo from the boss asking for a revised organizational chart - Due March 1

72. Refer – Write relevant info on right hand page and assign task to a subordinate by name – In daily task list for Feb. 25 write “check with subordinate on chart progress” and refer back to today (2-15).

73. Refer – In daily task list for Feb 28 or March 1, write organizational chart due and refer back (2-15).

74. Act (trAf) u Act – Handle paperwork immediately if it will take less than 5 minutes and you are not in a time bind

75. Act (trAf) u Act – If you can’t handle the paperwork immediately: Use an A, B or C folder or drawer system (for items with a deadline, make Day Planner entry)

76. Act (trAf) u Act – Use a tickler file

77. u Requires 43 file folders – 12 carry month labels (Jan., Feb., etc) – 31 carry numbers 1-31 Tickler File January February March April 1 2 3 4

78. u When items arrive on desk, place item in Month file in which action is required Tickler File... January February March April

79. Tickler File... u At start of each month empty month file by distributing items in numbered files according to day in which action is required. January 1 2 3 4

80. Tickler File... u During planning and solitude check file folder for the day to see what tasks need to be scheduled for that day and assign them a priority

81. In acting on paperwork: u The worst sin is to be indecisive u Don’t let items float on your desk. u Make a decision.

82. File (traF) u File – File items – Give item to someone else to file – Place in a “To Be Filed” box

83. Filing

84. Files

90. Filing u Use broad generic headings – Headings should be comprehensive enough to absorb a substantial quantity of paper. Subdivide only when folder becomes unwieldy - about two inches.

91. Filing u Alphabetize u File articles by subject, not type ( i.e, newspaper clippings, cartoons, articles)

92. Filing u Head folders with nouns – Plans -1997 – Goals - 1995 – Price list - Current – Price lists - Past u Don’t use an adjective, adverb, date or number as the first word. – 1997 Prices – Current Prices – Old Lists

93. Filing u Cross-reference if needed u Plan for easy access – Add most recent material to the front – Avoid paper clips – Unfold letters before filing

94. Filing u Plan for easy access – Maintain several inches of play in each drawer – Weed out when it gets tight schedule time to do this

95. Filing u Plan for obsolescence – When possible mark a discard date on each item – Discard old items as you add new items

96. Filing u Keep extremely important, confidential or frequently used items in desk drawer or near desk. u Have secretary stagger file folders when new box arrives.

97. Filing

100. The Desk

101. Desk

107. Desk Placement u Conveys message – Power Desk in center of the room Book shelves on wall behind the desk Low lighting - lamps Guests sit in front of desk

108. Desk Placement u Conveys message – Openess Desk situated so that there is no barrier between desk owner and guest

109. Desk Placement/Performance u Efficiency – Most efficient placed against the wall – Positioned so that you are not looking directly at the door

110. Desk Placement/Performance u Efficiency – Keep items on the desk at a minimum. The desk is supposed to be a work space - not a display or storage space – Place personal mementos and decorative objectives elsewhere.

111. Desk Placement/Performance u Efficiency – Place phone on the left if you are right handed – Have a separate area for computer within swiveling range of your desk

112. Desk Placement/Performance u Efficiency – Place most frequently used items with easy reach (phone books, policy manual, dictionary)

113. Desk Placement/Performance u Efficiency – Books and files that are infrequently used should be in bookcases and filing cabinets outside your office. – Your office is not a storage closet.

114. Desk Placement/Performance u Efficiency – Classify items in your office as A, B, and C. A items should be near your desk B items should be in your office C items should be outside your office

115. Desk Placement/Performance In Basket Drawer “A” Drawer “B” Drawer “C” Drawer Important or Confidential Files

116. Pareto Principle 80/20 Rule 20% of the Effort delivers 80% of the Benefit

117. Pareto Principle Applied u 20% of your files are used 80% of the time u 20% of the tasks you do will yield 80% of the real gain u 20% of your students will do 80% of the work

118. Pareto Principle…. u Identify and concentrate on the 20% that will provide the most gain.