Admin Chronicles

Is Your Desk Set-up A Pain (Literally?)

One of the most significant changes I’ve seen in offices during my career has been the focus on ergonomics.

Not only can the right desk setup help you avoid problems like Carpal Tunnel Syndrome, Tendonitis or Epicondylitis, ergonomic design can even help to ease your workplace stress.

Taking the time to think about your desk setup can have big payoffs…here are some things to keep in mind when laying out your desk area:

You will spend most of the day in two or three specific positions, such as typing on the computer or answering the phone. Organize your desk in such a way that these positions are the most comfortable.

Adjustable work furniture is essential to good desk setup. You need different levels of back support and heights for comfort working at different tasks.  

Your desk should be set up in such a way that you don’t need to move equipment like computers or phones around during the normal course of your work day.

Frequently used supplies should be located close to your main work area but not so close that they are in the way.

 Desk setup is only half the equation. Give your work processes some thought, too, and see how you can make those more ergonomic or streamlined.

Spending just a little time today thinking about your desk setup can reduce your stress and your risk of repetitive injuries. 

Is Chaos The Norm In Your Workplace?

In many ways, it is your job to be the calm in the middle of a storm.

While the entire workplace may be in chaos, it’s up to the admin to know who needs to be where and when, locate all the necessary files and direct office communication.

Needless to say, managing this chaos can be a challenge. Jennifer at Tips for Admins offers some.  She points out that the root cause of chaos is usually a problem with people, processes, or equipment.

Equipment problems are relatively easy to fix. If you have one copier and 35 people who need copies on a daily basis, make the case for an additional copier to solve your problem. If you have an inefficient contact management software package, you may be able to switch for one that works better.

Process problems are harder to identify but are also easily solved. It might be that there are duplicate processes, such as having to schedule appointments manually on two separate calendars.

Maybe there are inefficient processes that you can fix with just a little effort. In some cases, changing a process requires employer approval, but you should be able to build a case to support your position.

People problems are perhaps the most complex. Whether it’s poor communication or interpersonal conflict, personal problems can create serious chaos in an office. If you can’t address these issues alone, it’s usually best to involve your supervisor or your Human Resources department.

Identifying the causes of chaos is the first step in reducing its impact on your office.

Lay-off Proof Yourself And Your Job

Are you worried about lay-offs at your job?  

It's understandable considering the way the current job market looks today. No one feels completely safe. 

But the one thing you can't afford to do is sit around and worry about what might happen. Now is the time to take action.  

There are some preventive steps you can take to decrease your chances of ending up without a job: 

·     Make sure you bring something to the table. Your work and your presence at your job should add something valuable to your company's bottom line. If you aren't sure about what that is, find out right away. 

·     Monitor your own bottom line. Start spending less money and saving more instead. Having a sizable amount in savings will help you feel more secure if something unexpected does happen. 

·     Project confidence. No matter how afraid you are of losing your job, don't allow it to show. Instead show everyone around you your confidence, strength and positive outlook.

 

Using the 80/20 Rule To Manage Your Life At Work

You have likely heard of the 80/20 Rule. This rule states that 80 percent of your outcome is the result of 20 percent of your efforts. By focusing on 20 percent of your workload that is most important, you will end up with 80 percent of the overall results. 

How does the 80/20 rule work?

There are a lot of time wasters that distract you from tasks: e-mails, endless meetings, phone calls and more.  

As busy as you are, nothing seems to get done. The 80/20 Rule forces you to prioritize your "to do" list so you can concentrate on the most important task and get it done first.  

 

Here's how you can apply the 80/20 Rule: 

·     Make a "to do" list each day. If you don't make a "to do" list each day, you should start. In fact, make your list the night before so that in the morning you can get right to work. Assign an A by the tasks that must get handled right away, a B next to less important items and so forth. 

·     Prioritize your priorities. If more than one task on your list gets an A, assign numbers 1, 2, 3 to further show the order of importance on your list. 

·     Do and review. Complete all of the A category tasks first, and then move on the category B tasks and so forth.

 

Applying the 80/20 rule will allow you to accomplish more in less time and help you get control over your busy day.

Dealing With Sloppy Co-Workers And A Messy Workplace

Dealing with messy coworkers who leave their garbage on tables in the kitchen area and dirty dishes in the sink?  

Does everyone expect you to clean up behind them?  

Is your office a bit of a mess? 

Messy coworkers are annoying. It makes you wonder if they treat their own house that way. But it's not your job to be the office cleaning person.  

Here are some tips for handling the issue professionally: 

·     Send out an e-mail. Let everyone to everyone in your department asking them to clean up after themselves. Don't point fingers, just keep it general. 

·     Post a sign in the kitchen area. Have them say something like: "Please put all trash into the trash can" or "Wash your own dishes. No washed dishes should be left in the sink." 

·     Remove the disk rack from the kitchen. This forces coworkers to clean out their own dishes and throw away garbage right away.

 

Once everyone starts pitching in and making sure their own messes get cleaned, you'll see a big difference.