The importance of The importance of organising the work area organising the work area

effectivelyeffectively

OCR Diploma OCR Diploma

BenefitsBenefits

You will work more efficientlyYou will work more efficiently You will waste less timeYou will waste less time You will be able to find things quickly and, You will be able to find things quickly and,

even better, not lose anythingeven better, not lose anything The items you use regularly will stay in The items you use regularly will stay in

better conditionbetter condition

You will be less stressed and less likely to You will be less stressed and less likely to lose your temperlose your temper

You will be able to complete jobs more You will be able to complete jobs more quickly and more easilyquickly and more easily

Keeping your work area neat and Keeping your work area neat and tidytidy

Your work area isn’t just your desk – it Your work area isn’t just your desk – it could also be the photocopying room or could also be the photocopying room or the stock cupboard.the stock cupboard.

Your desk should always have ample clear Your desk should always have ample clear space for you to put current documents or space for you to put current documents or files on which you are working.files on which you are working.

A few rules …A few rules …

Work on only one job at a time. Once you Work on only one job at a time. Once you have finished the job, put away all the have finished the job, put away all the related papers and other items where they related papers and other items where they belong before you start the next task.belong before you start the next task.

If a new task arrives before you have If a new task arrives before you have finished the last one, put it in your ‘in’ tray.finished the last one, put it in your ‘in’ tray.

If more post arrives during the day, put If more post arrives during the day, put that in your ‘in’ tray, too, until you can deal that in your ‘in’ tray, too, until you can deal with it.with it.

Make sure all your files and folders are Make sure all your files and folders are clearly labelled.clearly labelled.

If new papers arrive which relate to a If new papers arrive which relate to a specific file or folder, then put them into it specific file or folder, then put them into it asap.asap.

File regularly! Pre-sort documents File regularly! Pre-sort documents alphabetically and put them into a alphabetically and put them into a concertina file.concertina file.

Keep stationery in folders in your drawers, Keep stationery in folders in your drawers, to avoid it getting crumpled and creased.to avoid it getting crumpled and creased.

Tidy out your desk drawers every couple Tidy out your desk drawers every couple of months. Assess what is in there. of months. Assess what is in there. Throw away any rubbish or things that are Throw away any rubbish or things that are not required. See how many items could not required. See how many items could be stored elsewhere. Keep clutter to a be stored elsewhere. Keep clutter to a minimum.minimum.

In communal working areasIn communal working areas

Try to control the space you use and keep Try to control the space you use and keep it to your allocated area. Do not spread it to your allocated area. Do not spread your work and belongings about all over your work and belongings about all over the place.the place.

Complete each part of a job before you Complete each part of a job before you start the next.start the next.

Stack completed work neatly to one side.Stack completed work neatly to one side.

If you are interrupted, or have to leave the If you are interrupted, or have to leave the area and are in the middle of a task, put area and are in the middle of a task, put your work together in one place with a your work together in one place with a note on it identifying yourself as the note on it identifying yourself as the ‘owner’ and saying when you will return to ‘owner’ and saying when you will return to move them.move them.

When you have finished, clear up after When you have finished, clear up after yourself and put everything back in its yourself and put everything back in its proper place.proper place.

Organising materials and Organising materials and equipmentequipment

You will find it easier to be neat and tidy if You will find it easier to be neat and tidy if you have a system for organising the you have a system for organising the materials and equipment you regularly use materials and equipment you regularly use eg top drawer or first shelf.eg top drawer or first shelf.

Your desk areaYour desk area

Filing or paper traysFiling or paper trays - will stack to hold - will stack to hold separate groups of papers. Label each separate groups of papers. Label each tray eg tray eg

InIn PendingPending FilingFiling OutOut

Other people prefer to just haveOther people prefer to just have InIn OutOut Desk tidiesDesk tidies - are ideal for all the items - are ideal for all the items

which otherwise clutter up a drawer eg which otherwise clutter up a drawer eg paperclips, eraser, staplespaperclips, eraser, staples

Pen tidiesPen tidies - can hold pens, pencils, - can hold pens, pencils, highlighters, scissors and sticks of glue.highlighters, scissors and sticks of glue.

Group items on top of your desk logically. Group items on top of your desk logically. If you are right-handed put your telephone If you are right-handed put your telephone to the left and your pen holder to the right.to the left and your pen holder to the right.

Place everything you use regularly within Place everything you use regularly within easy reach to save having to get up and easy reach to save having to get up and down to get what you need.down to get what you need.

Keep you pencils sharpened, your stapler Keep you pencils sharpened, your stapler filled (and a supply of staples).filled (and a supply of staples).

Keep everything you don’t use frequently Keep everything you don’t use frequently in a drawer. In your lockable drawer, keep in a drawer. In your lockable drawer, keep you calculator, stamps, notebook and any you calculator, stamps, notebook and any confidential papers.confidential papers.

Put rubber bands in an envelope in a Put rubber bands in an envelope in a drawer if you use a lot of them, so that drawer if you use a lot of them, so that they don’t end up all over your desk or get they don’t end up all over your desk or get tangled with other items.tangled with other items.

If you store drawing pins in your desk If you store drawing pins in your desk drawer, keep them in a box or tin with the drawer, keep them in a box or tin with the lid on firmly.lid on firmly.

In communal working areasIn communal working areas

The equipment provided will be shared by The equipment provided will be shared by everyone – and some of the materials eg everyone – and some of the materials eg in a photocopying room there is likely to be in a photocopying room there is likely to be a supply of paper, a stapler, hole punch a supply of paper, a stapler, hole punch and guillotine or paper cutter.and guillotine or paper cutter.

Golden rulesGolden rules

Think about what you need to use b efore Think about what you need to use b efore you start – so that you minimise journeys you start – so that you minimise journeys to and from your desk.to and from your desk.

If you move small items of equipment If you move small items of equipment around to help you to do the job better, or around to help you to do the job better, or more quickly, remember to PUT IT BACK.more quickly, remember to PUT IT BACK.

Never be tempted to take possession of Never be tempted to take possession of something that is a shared resource.something that is a shared resource.

If you are doing a ‘messy’ job eg collating If you are doing a ‘messy’ job eg collating work by hand, choose a quiet time or do it work by hand, choose a quiet time or do it in a separate area where you won’t be in in a separate area where you won’t be in the way.the way.

Never move heavy items of equipment on Never move heavy items of equipment on your own.your own.

Be aware of H&S issues.Be aware of H&S issues.

Minimising wasteMinimising waste

Every year businesses throw away over Every year businesses throw away over one million tonnes of paper.one million tonnes of paper.

Each tonne of paper needs 17 trees to Each tonne of paper needs 17 trees to produce.produce.

Offices use over 12.5 million tonnes of Offices use over 12.5 million tonnes of paper every year – and this figure is paper every year – and this figure is increasing by 20% a year.increasing by 20% a year.

60% of the average office worker’s bin is 60% of the average office worker’s bin is waste paper.waste paper.

The vast majority of paper can be The vast majority of paper can be recycled, but the UK recycles only about recycled, but the UK recycles only about 25% of its paper.25% of its paper.

Britain throws away 2 million printer and Britain throws away 2 million printer and toner cartridges every year – enough to toner cartridges every year – enough to stretch from London to Milan.stretch from London to Milan.

If you had your own business and had to If you had your own business and had to pay for every sheet of paper used then pay for every sheet of paper used then excess waste would no doubt annoy you.excess waste would no doubt annoy you.

At work it is amazing how many resources At work it is amazing how many resources are wasted each year, through lack of are wasted each year, through lack of thought, lack of planning or carelessness. thought, lack of planning or carelessness. There are 2 ways to try and control this:There are 2 ways to try and control this:

By identifying the activities which are most By identifying the activities which are most likely to lead to wasted resourceslikely to lead to wasted resources

By identifying the ways in which waste can By identifying the ways in which waste can be minimised.be minimised.

Critical work activitiesCritical work activities

PhotocopyingPhotocopying - if the copies are useless - if the copies are useless because because

the original is of poor quality the original is of poor quality crooked crooked the size of paper or the ratio is incorrectly the size of paper or the ratio is incorrectly

selectedselected too many copies are madetoo many copies are made

Manual collatingManual collating

If pages are grouped or stapled incorrectlyIf pages are grouped or stapled incorrectly Completed work isn’t stacked properly so Completed work isn’t stacked properly so

that some sets become crumpled or that some sets become crumpled or unusable.unusable.

PrintingPrinting

If repeated drafts are takenIf repeated drafts are taken Unnecessary printouts madeUnnecessary printouts made Documents are not proof-read properlyDocuments are not proof-read properly Wrong setting is used in relation to the Wrong setting is used in relation to the

quality of the printoutquality of the printout

Tidying out filesTidying out files You can reuse good folders You can reuse good folders Remove plastic wallets to use againRemove plastic wallets to use again

Ways to minimise wasteWays to minimise waste

You can save your own time, the You can save your own time, the environment and reduce the amount of environment and reduce the amount of money your company spends on money your company spends on stationery if you routinely remember to do stationery if you routinely remember to do the following:the following:

Check documents carefully before you Check documents carefully before you print or photocopy them.print or photocopy them.

Learn to proof-read properly – on screen Learn to proof-read properly – on screen first and then from a hard copy if first and then from a hard copy if necessary. Do not just rely on spellcheck.necessary. Do not just rely on spellcheck.

Take a test print or a test photocopy Take a test print or a test photocopy before starting a long print run and double-before starting a long print run and double-check that it is perfect.check that it is perfect.

Check the photocopier counter is on 1.Check the photocopier counter is on 1. Make sure the photocopier glass is kept Make sure the photocopier glass is kept

clean.clean. Photocopy both sides where possible.Photocopy both sides where possible. Take only the exact number of copies or Take only the exact number of copies or

printouts you need.printouts you need. Fan paper properly before putting it into a Fan paper properly before putting it into a

paper tray.paper tray.

Use the correct paper for the job you are Use the correct paper for the job you are doing.doing.

Print out pages from the Internet only in Print out pages from the Internet only in black and white (grey scale on you black and white (grey scale on you ‘properties’ setting).‘properties’ setting).

Don’t print out unnecessary emails.Don’t print out unnecessary emails. Send an email attachment rather than Send an email attachment rather than

sending out multiple printouts.sending out multiple printouts.

Convert wasted paper or out of date paper Convert wasted paper or out of date paper into scrap pads or message pads.into scrap pads or message pads.

Recycle paper where possible.Recycle paper where possible. Reuse envelopes for internal mail.Reuse envelopes for internal mail. Reuse brown file folders by reversing Reuse brown file folders by reversing

them.them. Reuse plastic wallets.Reuse plastic wallets. Relabel and reuse ring binders, lever arch Relabel and reuse ring binders, lever arch

files and box files.files and box files.

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