How to organize work practically in public administration

1. How to organize work practically in public administration Work organization in the office PO – 03

2. What others say… • “Work and play are words used to describe the same thing under differing conditions.“ • (Mark Twain) • “Do the hard jobs first. The easy jobs will take care of themselves.“ • (Dale Carnegie) • “Everyone is the son of his own works.” • (Mexican proverb) • “Dictionary is the only place that success comes before work. Hard work is the price we must pay for success. I think you can accomplish anything if you're willing to pay the price. • (Vince Lombardi) • … what do you say?

3. What about you ? • Knowing how office organization works - What is in it for you as a leader? • The knowledge about office organization will: • increase your performance, • make you more efficient and effective • familiarize you with memos and filing systems. • … will make you a leader others follow!

4. Directory, Information desk • Floor sings, Office signs (department, area, names, etc.) • General framework (regular working hours, delegation, substitute, etc.) General elements • Standards (lists, letters, filing, checklists, etc.) • Processes in the office (tasks, tasks assignments, distribution of work, etc.) • System for incoming / outgoing files General elementsin all offices • Office equipment (desk, chair, computer, shelves, cupboard for files, nice decoration, name tags for each person, telephone, internet access, intranet, meeting table, etc.) • Self-organization (Desk, calendar, To-do-list) Workplace elements Office Organization – General Elements

5. A file has to be: ● Complete ● Documented ● Registered ● Accessible The file • „Non est in acta non est in mundo“(What‘s not in the file is not in the world) • (Old roman proverb) A file is the composition of all documents on one process of the administration with an own code.

6. Targets of a filing system • „The filing system is the mind of the administration“ • Actuality • Impersonality • Transparency • Being able to keep track of process • Safety in negotiations • Control • Legal security

7. xxxxxxxxxxxxxxxxx • Papers • Department • Author • Document name • Date • File reference,File code • Page number Cover File referenceFile Code Registry note Parts of a file

8. Your filing system • The filing plan or filing folder rules unitarily how to handle and file any kind of correspondence. • Every case must have a fixed place. • Every case must be labeled in a way that it makes sense also for outsiders. • A filing system must be organized. • Registries should provide you with needed documents fast and without much effort. • Take your time to keep your filing system up to date on a daily basis.

9. Incoming Pending Outgoing Your filing system • Incoming post and notes you never had a look at before. If you take something from this tray you become active. Pre-select the incoming post according to topics and priority. • For issues you want to deal with or continue working on because you had not been able to complete them, yet.Attention! Do not use this tray to postpone tasks you do not like. Make sure that the tasks do not pile up. • For completed tasks. Empty this tray several times a day.

10. Document Management with the Computer • The drive on your computer is your electronic file storage – the brain of your organization. • Set up a directory on your drive according to your organizational needs or your file plan. • If you have a lot of correspondence with a colleague or client set up a separate folders (name=directory name). • If a directory becomes too large and chaotic select all files with the same reference and group them in new directories. • Make sure you have back-ups (e.g. on the server or on a CD/DVD).

11. Example according to the filing/coding system of the Ministry of Finance in Baden-Wuerttemberg, Germany: 1 - 4 3 2 2 . 4 - 0 1 / 1 Process No. 1: Transportation of Employees from X Specification 2: Transportation of Employees Specification 1: Transportation Group/Sub-group: Working times Main Group: Personnel Organization Unit: „Internal and External Organization“

12. Will it be a catastrophe if I do not keep it? Is there a rule for keeping it? Ask yourself the following questions The „Throw-away“ Questions Can I get this infor-mation some-where else? Will I need it again within 1 year? Is a copy available?

13. To Mr. Hamid from Mrs. Benafsh Mr. Jamshed will come half an hour later What is a memo? “Memo has its origin in the Latin “memorandum”, “a thing which must be remembered”. • Originally a memo is a simple piece of paper to remind someone else or yourself of something or to make him/her or yourself do something. In office context often more complex memos are needed. • Memos have one purpose: “Memos have to get things done.” • A memo (or memorandum) should be very brief and to the point. • They should be written from the perspective of the reader.  • Memos will get filed. This means they can come back to “haunt” you later.

14. The Header To From:  Date: Subject: Purpose Summary Discussion Action Tool Writing memos in offices Necessary Attachments

15. MEMORANDUMTO:          All employees in the ministry of XXXFROM:        Achmad Y, Deputy MinisterDATE:         11 April, 2007SUBJECT:  Ministry’s E-Mail-Addresses should be used • All employees should use their Ministry’s E-Mail-Addresses when communicating with externals from now on. • Employees not having their own E-Mail-Address yet can turn to Mr. Noor from the XY department (Room no. 1007) and will be provided with an E-Mail-Address and necessary information. Attached to this memo you will find the 3 pages handout “My Ministry’s E-Mail-Address” for more clarification. • Please all make sure to have your own E-Mail-Address until the 30th of April and to use it for external communication in the future. Tool A memo

16. The Memo-Board • Writing down ideas for yourself is a very efficient way to capture them and have a reminder. • Avoid taking down notes on too many small papers (memos, post-its, etc.). With too many you don’t pay attention to the single one anymore and they loose their „memo-effect“… • Always write down the date on your notes (e.g. phone calls, meeting notes) • Sort your notes according to the topic and file them in a chronological order. • Better: Note your tasks on a To-Do-list. • A DIN A4/letter size sheet of paper replaces approx. 30 little papers.

17. Ergonomics at the work place (1) • Elbows at angle slightly more than 90 degrees, arms rest comfortably • Back support from pelvis to shoulder blade • Sit back in chair • Knee angel greater than 90 degrees with feet in front of you • Hip angel between 95 and 110 degrees • Approximately 5-10 cm space between back of knee and chair • Thighs approximately parallel to floor

18. Ergonomics at the work place (2) • Monitor 45-60 cm from body • In 90 degree angle to window • Head straight • Keyboard on slight negative tilt and about 3 to 5 cm above your thighs • Mouse in plane or slightly above plane of keyboard • Top third of screen at or slightly below eye level • Document holder attached to side of or in front of monitor • Feet flat on floor or footrest

19. Your desk / Characteristics of a suitable desk: • Free work space should comprise at least 1.5 sqm • Leg space should be at least 65 cm high, 58 cm wide and 60 cm deep. • Table width should be according to the depth of your monitor • All office „necessities“ you need every day should be at hand.

20. Your desk / The location • Door not to be opened towards the desk • Not between windows and door • No doors in your back • Don’t face a wall

21. Your desk / The partition “PC-desk” “Work desk” “Chaos desk”

22. Your desk / Drawers and 3rd dimension • Drawers: Divide into section with small boxes • Establish a 3rd dimension • Drawers: Tools needed on a daily/weekly basis • Drawers: Regular Check if everything is there and clear out twice yearly

23. Incoming Pending To-Do Calendar Outgoing Your desk / The surface • Holder for pens, letter opener, etc • Max. 3 letter trays: • Incoming • Pending • Outgoing • Only the documents for today on the surface • Tidy-up your desk before you finish your work day • Fixed spot for: • To-Do-list • Calendar