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Office Environment

Bill Lee

2006-09-01 11:54:00

 

ANSWER: Most business people feel there is a direct link between improved productivity and advances in high tech communications over the last 20 years.  Today people are more accessible – information is more accessible.  Combine this with wireless computers and telephone headsets and voila, your office is anywhere you go.  Training sessions, meetings and seminars can all take place wherever you are – this is cutting expensive travel costs and driving higher productivity as internet conferencing becomes more popular. So, what is the downside?It is thought that the benefits far, far outweigh the downsides of the new communications technologies.   Wireless security is one issue that businesses must think about if protecting information is a major part of their business.  Developers are continuing to improve this aspect. 

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Office Environment

Bill Lee

2006-05-01 16:01:00

Question: Can Setting Up a Home Office Require Planning?

ANSWER: Many homeowners have at least one office in the home.  This has been a growing trend with the advent of lower cost, high capacity personal computers and Internet availability.  Many households have two or more computers, usually handing down the old one to the kids.  Setting up a home office seems simple enough – just find a place for a desk and set up shop!  For those who think it’s that simple soon find out differently.When setting up a home office it should be everyone’s goal to create an efficient office space to support your unique work activities.  There are a number of questions to consider when creating or rearranging your home office.    1. How much desktop surface is needed?  How much is available?2. What will you be storing/retrieving and how much space will be required?3. What cabling will be needed and how will it be managed?4. How much time will the users be spending at the desk?5. Required lighting?  Is a phone necessary?6. Are distractions and interruptions a problem? (i.e. dogs, babies, phone)7. Will students be using the workspace?8. Are the users “pliers” or “filers”?9. What computer components (computer, printer, monitor, scanner, speakers, etc.) will you be using and where would you like them located?10. How will furniture location effect cabling and phone lines locations?11. Will you need dedicated lines for phones or faxes?12. Will you have books/binders to store?13. How much attention would you like given to ergonomics?  14. Will your office be located in a space that will be difficult for movers to access?15. Space design – what are the dimensions of the room?  Where are the doors?  Windows?  Air vents?16. Budget considerations?  Once you have considered these questions you can start making decisions that will get your home office organized to fit your particular needs.

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Office Environment

Bill Lee

2006-05-01 16:01:00

Question: I think our office would win the award for the biggest ‘rumor mill’.  Once it gets started, is there anyway to control it?

ANSWER: The “rumor mill” is everywhere – in business and private life.  People want information that they think might affect their future and ultimately their decisions regarding their future.  In the absence of information they take what facts they have and fill in the blanks with what they believe to be the truth.  When people start discussing these issues openly we have the “rumor mill” working in full force.  Furthermore, the tendency is to fill in the blank spaces with the worst case scenarios.  The rumor mill can be helpful in some instances but usually it leads to unproductive activity and lower morale.  Therefore, it is always better in the long run for managers and employees to practice good communications in an effort to manage the rumor mill syndrome.  What can management do?  Anticipation of change is the fuel for rumors.  1. Keep employees focused on the goals.  2. Share related information with employees.  When employees know the goal and have the facts they will reach common conclusions even though they may not have access to all the information..  3. Information usually needs repeating and updating – silence can be interpreted as “things have changed” and create more rumors.  4. Encourage employees to come to management with rumor concerns.  Don’t shoot the messenger.  You need employee feedback whether you like the message or not.  5. In extreme cases an outside consultant may be helpful in quelling inaccurate rumors.  6. Make sure managers are communicating a consistent message – different stories from different managers can add fuel to the rumor mill.7. Management is usually isolated from rumors but you need to know about them as they can result in serious problems.  Don’t shoot from the hip – put a lot of thought into your response and reaction to rumors.What can employees do?  Whatever you hear (or make up) may or may not be true.1.   Determine how the rumor might affect you but don’t react.   2. Don’t perpetuate the problem by talking with other employees.  3. Discuss the rumor with your boss.  Don’t push the boss too hard.  The boss may not be at liberty to discuss specific details.  Sometimes letters of confidentiality are involved.  4. Share information with the boss.  Let management know how the rumor will impact employee morale and productivity.

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Office Environment

Bill Lee

2006-03-30 14:20:00

Question: As a manager, what is the best place to recognize a leader in the workplace among my staff?

ANSWER: They say leaders are born, not made.  Whatever the case it is clear that most leaders start to emerge at a young age.  By the time leaders reach adolescence they are recognized as leaders by the people around them.  Young leaders can be found in sports, on the debate team and in elected offices in various school organizations.  By definition the leader is out in front, with others following their lead.  Organizations need leaders to develop new ideas, get things off the ground and get those around them to participate in the effort.  If you have a position in your company that requires a leader then you have to look for a person with the following leadership traits.  A person put in a leadership role without most of these traits will have a difficult time and most likely fail.           • High integrity and honesty• Goal oriented - likes to achieve/win• Wants to be an influence• Demonstrates good judgment• Likes and accepts responsibility/   accountability• Confidence in their ideas• Instills confidence in others• Listens more than talks• Seeks and uses ideas of those around them• Converts ideas into action• Sets an example to follow• Persuasive• Says what they mean, means what they say• Gives credit where credit is due• A team player when needed• Sticks by their team mates• Takes a realistic view of the situation• Shows determination All of these traits are important but the most important relate to being achievement oriented and having honesty and integrity.  Without these traits ideas will never get off the ground and no one will follow.  People with these traits have no limitations to their level of success given the proper training and direction.  A couple of additional thoughts:  1) Giving someone the title of “Leader” does not mean that others will follow, so, it is important for management to select their leaders carefully.2) A leader is not necessarily always found in a leadership role – they can be found anywhere, in any job or position. 3) An organization made up entirely of leaders will create problems, and, therefore, followers are also needed to balance things out.

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Office Environment

Bill Lee

2006-03-01 13:04:00

QUESTION: How can I create Ergonomic Solutions in the workplace?

Answer:Good ergonomic conditions in the workplace are “accomplished by designing tasks, work spaces, controls, tools, lighting and equipment to fit the employee’s physical capabilities and limitations,” according to the Federal Center for Disease Control.  Researchers tell us that poor ergonomic working conditions costs organizations billions of dollars each year in lost time, lower worker productivity and related healthcare treatment.  More than 600,000 employees suffer lost-workday MSD’s (musculoskeletal disorders) each year.  These injuries cost $15 billion in direct workers’ compensation costs each year.  Some sources estimate the cost to be as high as $45 billion.  Half of the injuries involve time away from work.  Half of MSD disorders go unreported for various reasons – these disorders also contribute to a significant level of lost productivity.  The direct cost of each MSD averages over $22,500.  This includes costs of lost production, medical expenses, insurance admin and indirect costs to employers.The good news is the number of related disorders is declining as more attention is being paid to ergonomics in the workplace.  Of the various ergonomic disorders, MSDs are the most prevalent, most expensive and most preventable workplace injuries. Much has been written concerning ergonomics and how to best design work environments to compliment the worker, improve productivity and reduce work related medical disorders.  Because of the enormity of this subject, we will limit our ergonomic discussion and recommendations to computer use and ergonomic seating. Office workers spend most of the day in a chair at their computer.  One manufacturer claims that an independent study conducted with 200 employees over the period of a year revealed that employees sitting in one of their leading ergonomic task chairs experienced a “17 percent increase in productivity and a significant reduction of musculoskeletal disorders.”   Results can vary depending on the adjustability of task chairs and the training that users receive.  Ergonomic task chair adjustments should include seat height, back tension/angle, back height, arm rest adjustability, seat pan tilt and seat pan firmness.  Most office furniture dealers will be able to demonstrate their ergonomic seating and show how adjustments can be made to fit each user.  Specific suggestions include:  Posture:  It is important that users know proper posture.  For example, users should be sitting back slightly with both feet on the floor.  It is good to get up and move around when possible and take 10 to 15 minute breaks at least once in the morning and once in the afternoon.   Seat Pan:  The proper seat pan height is attained when the seat pan strikes the user just below the knee caps when standing in front of the chair.  The seat pan should tilt back 2 to 5 degrees; however, too much tilt can put pressure on the back of the thigh, shutting off the flow of blood and, in some cases, cause thrombosis (blood clot).   For the same reason, short legged users will need to have a foot rest.  Arm Rests:  Arm rests should be at a height that does not promote slumping and be at a height allowing the forearms to be parallel to the computer key board.Seat Back:  The seat back should be adjusted with enough tension that allows the user to sit back slightly.  The lumbar support should be at a height to support the hollow of the lower back.  Computer Screen:  The monitor should be directly in front of the user at arms length.  The top line of the monitor should be slightly below eye level.  Keeping the screen at a vertical angle will reduce glare.  Glare can also be controlled with a glare filter.    These adjustments will help keep the neck in a neutral position, minimize muscle fatigue and reduce glare.  Computer Keyboard:  The keyboard should be at a height that allows the shoulders to be relaxed, the upper arm relaxed and close to vertical; the lower arm should be horizontal and the wrist straight.  Mouse:  The mouse should be at keyboard height and at a distance that doesn’t cause the user to reach.  While using the mouse the forearm should be sitting on the arm rest or desk top.  The finger should be resting on the mouse button, not hovering above it.  Keyboard Wrist Pads:  Foam pads placed in front of the keyboard for wrist supports can remove the sharp, uncomfortable edges.  Wrist supports tend to be misused – wrists should be resting on them only during pauses in typing, not while the user is typing.  Carpal Tunnel Syndrome:  The most common computer related malady is carpal tunnel syndrome (CTS).  CTS occurs when the median nerve in the wrist becomes compressed and ultimately damaged as tendon structures swell.  CTS is most likely to result where keyboard users keep their wrists bent rather than straight when typing.  In summary any repetitive motion or position that puts tension on muscles and nerves is an MSD waiting to happen.  There are lots of ways employees and managers can cut back on costly work related injuries.  Having the right work environment, tools and training are the three most important. 

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Office Environment

Bill Lee

1969-12-31 18:00:00

My employees don’t seem to get along. How can I stress the importance of them working out their issues?

ANSWER: Simply stated, teamwork is the process that workgroup members utilize to achieve their common objectives.  This sounds simple enough.  Developing and implementing workplace procedures and communications process is not that difficult.  Then why is it that some of our employees are at odds with each other, resulting in lost productivity?  That is the subject of this article.The ultimate goal of every employee, whether in marketing or operations, should be to “completely satisfy” their customers – others might say it is to “exceed customer expectations.”  In any event, we want our customers to be happy with our products and services and to get repeat business.One test of effective teamwork occurs when customers don’t get what they expect or what they have contracted for.  The customer doesn’t care about “why”; they just want the problem to be fixed.  When addressing the problem, there is a tendency for team members to lay blame or finger point when dealing with customers and their own team members.  These conversations usually take place behind the back of the “guilty party” rather than to their face.  The natural reaction of the “guilty party” is the feeling of being “back stabbed” and a breakdown of trust.  This “behind the back” approach happens for a number of reasons: a) the “guilty party” is not approachable; b) the “messenger” may be too timid or c) management creates an environment where there is no room for errors, thus, encouraging the problem to be kept “under the table.”   The key here is that team members and management must take responsibility, first with solving the customer problem, and secondly, with determining the causes and coming up with solutions that will correct the problem in the future.  If teamwork is to be preserved members have to avoid name calling, blaming and finger pointing.  Furthermore, management must create the environment in which a certain number of mistakes are acceptable so long as improvement is taking place. Team members must understand how their behavior can undermine teamwork.  Arrogance is especially destructive in a team environment.  A team member that acts in a way that conveys that their position is more important than the rest will be resented and create ill will.  The “all take and no give” individual should not be placed in a team oriented environment.  On the other hand, showing appreciation for fellow team members is a great form of peer recognition, reinforces good work ethic and builds trust.  There are several other factors to consider.  Team members that don’t pull their weight will find themselves on the outside looking in.  This is also true for employees with poor attendance records and those that don’t follow procedures.A final suggestion is for management and group leaders to identify teams with common goals and assess their team effectiveness.  Make sure team members really understand their common goals.  Check to see if they understand their role.  Are some team members miscast?  Is training appropriate?  Is there a recognition program?  Management must include team development as an element in their planning process to optimize productivity and customer satisfaction.