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. Office organization – General elements General elements • Directory, information desk • Floor signs, office signs (department, area, names) • General framework (regular working hours, delegation, substitute) • Standards (lists, letters, filing, checklist) • Processes in the office (tasks, tasks assignment, distribution of work) • 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) • Self-organization (desk, calendar, to-do-list) Workplace elements

4. Self- organization Task Your Personal Organizational Structure • The task is always in the center of your self-organization. • To fulfil your task optimally you need an organizational structure. • The quality of your work increases with self-organization because then you are able to concentrate on the really important things.

5. A file has to be: ● Complete ● Documented ● Registered ● Accessible • „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. Needs for filing system • Accuracy • Right in time • Cooperation between user and registrar • Plan of filing codes • Registry • Transport system

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

9. Your filing system (1) • 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.

10. Your filing system (2) • Place and kind of system • Economic but high quality storage • Clear order (key words, filing plan, alphabetic or numeric) • Storage time • Rights to remove or read the files • Return and control • Take your time to keep your filing system up to date on a daily basis.

11. Incoming Pending Outgoing Your filing system (3) • 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.

12. The file storage • Always attach a label to your files so you know what is inside. • Files with an alphanumeric label need a description which makes sense to you and your colleagues. • Storage • Files you need on a regular basis must be in front – in the drawer or on the shelf. • Files you do not need so often are behind. • Files you need to keep but you probably do not need anymore should be kept in (separate, lockable) cupboards or outside the office.

13. Document management with the computer • The drive on your computer is your electronic filestorage – 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).

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

15. Incoming Effective correspondence – Incoming post • Mark directly all important parts in the text. • Note immediately some ideas how you want to deal with the issue (time, key words, distribution list, etc.). You may use a template for this. • Forward right away documents which need to be handled somewhere else. • If possible, quickly handle every document right away. • Try not to read any document without doing anything with it. • Do not forget to use the waste basket. • Goal: Handle every piece of document just once.

16. Outgoing Effective correspondence - Outgoing • Write as little as possible and as much as necessary. Your addressee will be thankful. • Immediate reply: Short hand-written answers with date and signature on the document. The original document goes to the addressee. Make a copy for your records. • Pending letters for short questions and answers. A short form for the reply is integrated into the (very short) letter. E.g. check boxes for yes/no answers. • Response assistant: Send out the letter as original and copy with the remark to send back the answer simply in handwriting on the copy. • Short letters: Use templates for short standardized notes. • Individual letters: Before writing the letter make notes for yourself on the most important issues. Evaluate whether a phone call would not be more effective. But: some issues of course must be handled in written form.

17. 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 or to make him/her or yourself do something. In the 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 and they should be written from the perspective of the reader.  • Memos will get filed. This means they can come back to “haunt” you later.

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

19. Tool A memo MEMORANDUMTO:          All employees in the ministry of XXXFROM:        Achmad Y, Deputy MinisterDATE:         11 April, 2006SUBJECT:  Paper from the XY store should be used

20. 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 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.

21. X Tool The to-do-list Priority time needed date Project Task / activity Who? Until OK? A B C Until 3.5 X Mr.Achmed 26.4 Image brochure New layout of the pages interview with new potential secretary for office B Until 15.5 staffing X 26.4 me exhibition Ca.3 h 27.4 Reservation of the exhibition stand me latest 1.5.

22. Wednesday, 26 April 06 The calendar/appointments diary • Plan in „buffer“ times. • Set exact appointments. • Long notice is better than short notice (although it might be necessary to remind the other person again…) • Write down appointments immediately. • For routine appointments reserve regular times at the same weekday and hour.

23. 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

24. 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

25. 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.

26. 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

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

28. 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

29. 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