Contents

Office Procedures
Principles of Office Procedures

Advancement of Office Actions

Work Study
Thanuksha Abeywardana
Senior Consultant
Manuals
SLAS Class I
B.Sc. (Special) in Zoology and
Moelecularbioligy and Biotechnology New Trends in Office Systems
M.Sc. In Environmental Science
MBA
Master in International Relations

Basics………….. What Office Procedures do I need to work

 Know your Organization
 Know your organization's vision and mission
 Understand your organization's Code of Ethics
 Understand your organization's structure and
classifications of authority
 Build a good relationship with your superiors
and subordinates
 Be Aware of Ergonomics and the Work
environment
in today's office?
 The ability to serve as an information and
communications manager for an office
 The ability to be able to plan and schedule meetings
and appointments
 The ability to be able to organize and maintain
paper and electronic files
 The ability to be able to manage projects; conduct
research; and disseminate information by using the
telephone, mail services, web sites, and e-mail.
 The ability to be able to arrange travel and guest
arrangements.

Principles of Office Procedures

Basic Office Actions ( Jenifer

Advancement of Office Actions
(Penny Hakett)
Rowly)

 Management
 Office environment, Office goods and
equipments, Office systems and ➝ Provide information for futuristic decision
customs making
➝ Situational alertness and control
 Supervisory
 Maintaining of office systems and ➝ Financial stability and accountable utilization
customs, Training new employees, ➝ Guidance towards vision and mission- eg: Act
Productive use of office equipments ➝ Information collection
 Executive ➝ Safe guard the assests
 Handling of filing system, Obtaining
and keeping reports
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 Organizations

Individual Commercial Institutes Head Office

Organizations
Sub Office Branch Office
Non Profit Institutes

Government Organizations

Work Study

 A system of assessing methods of working so as to

IW- Work Study
achieve the maximum output and efficiency

Your definition for work study

. “with the analysis of the work methods and the

equipment used in performing a job, the design of an

optimum work study is defined as that body of

knowledge concerned, method and the

standardization of proposed work methods.”

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Work Study Work Study Evolution

 With increasing complexities of the technological world,
need to simplify the work system has been increasing day
by day
 Work study is an area of knowledge that addresses the
problem of work simplification with the basic objectives of
• Federick W. Taylor- founder of modern method and time study.
• Time study work in 1881
• Each job should have a standard time, determined by time studies-
Element
• Time was obtained for these element individually and their collective
values were used to determine the allowed time for the task.

• Gilbreth is considered as the founder of ‘modern motion study

technique’.
• Which is defined as the study of body motions used in performing an
 PRODUCTIVITY ENHANCEMENT,HUMAN COMFORT &
operation for the purpose of improving the operation by :
SAFETY
 Eliminating unnecessary motions
 Simplifying necessary motions
 Then establishing the most favorable motion sequence for
maximum efficiency

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 Taylorism
Gilbreths
"...in these experiments we were not trying to find the
maximum work that a man could do on a short time Motion‐study:
but to learn what really constitutes a Study of the body motions, eliminating unnecessary
full day's work for a first class man, the best day's motions, simplifying necessary motions, and then
work that a man could properly do...” – Taylor establishing the most favorable motion sequence for
maximum efficiency.
• Which is the best way to do this job?
• What should constitute a day's work? Divided work into basic motion elements called
“THERBLIGS”
• Selection of the best worker, training, teaching him
• Micromotion study
• The division of the work equally
–The technique of filming motions to study
• Time study
–Cyclegraph
– Divide each task into work elements
–Chronocyclegraph
– Time each element separately
– Useful than timing the whole task

STEPS IN WORK STUDY PRINCIPLES OF WORK STUDY

1. SELECT
Job Or Process To Be Studied

2. RECORD
All the details concerning job using various Recording
Techniques
1.Must come from the top level
3. EXAMINE
Recorded facts critically by asking questions like who, what, when, management
why

4. DEVELOP 2.People made aware of the objectives and

the need of the exercising such study
Most economical method

5. MEASURE
The amount of work involved and set standard time to do that job
3.Method study must precede work
6. DEFINE
New method and standard time
measurement
7. INSTALL
The new method as a standard practice

8. MAINTAIN
New method as agreed standards

OBJECTIVES

GW  To analyze the present method of doing a job, systematically

in order to develop a new and better method.
 To measure the work content of a job by measuring the time
required to do the job for a qualified worker and hence to
Objectives of doing work establish standard time.
study  To increase the productivity by ensuring the best possible
use of human, machine and material resources and to
achieve best quality product/service at minimum possible
cost.
 To improve operational efficiency.
 To reduce waste through standardization of work elements of
a job.
 To improve labor efficiency.
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 BENEFITS OF WORK STUDY
 Increased productivity and operational efficiency
 Reduced manufacturing costs
GW  Improved work place layout
 Better manpower planning and capacity planning
Why we need to do the  Fair wages to employees
work study?
 Better working conditions to employees
 Improved work flow
 Reduced material handling costs
 Provides a standard of performance to measure labour
efficiency
 Better industrial relations and employee morale
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 Basis for sound incentive scheme

 Provides better job satisfaction to employees

COMPONENTS / TECHNIQUES OF WORK STUDY Method Study

WORK
STUDY

METHOD STUDY  It is the systematic recording & critical examination of existing

• Motion Study : Examine the job and
finding more efficient method to perform it and proposed ways of doing work, as a means of developing and
applying easier and more effective methods and reducing cost

WORK MEASUREMENT
• Time Study : Determine the time necessary to
perform a job and its elements

METHOD STUDY PROCEDURE

METHOD STUDY SYMBOLS
SELECT

RECORD

EXAMINE

DEVELOP

DEFINE

INSTALL
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MAINTAIN

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 CRITICAL EXAMINATION
A popular procedure of carrying out critical
GW examination uses two sets of questions:
Primary questions (answers to these show up the
 Identify a work procedure of your working necessity of carrying out the activity), &
place Secondary questions (answers to these allow
considerations to alternative methods of doing the
activity)

Selection of the best way of doing each activity is later

determined to develop new method which is

introduced as a standard practice. 50

CRITICAL EXAMINATION

PRIMARY QUESTIONS GW

the PURPOSE for which

Critically analysis using
the PLACE at which primary questions

the SEQUENC in which

E
the PERSON by whom
the MEANS by which
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CRITICAL EXAMINATION CRITICAL EXAMINATION

SEQUENCE: When is it done? Why is it
SECONDARY QUESTIONS done?
PURPOSE: what is done? why is it
When might it be done?
done? When should it be done?

what else might be done? PERSON: who does it?

what should be done? Why does that person do it?

Who else might do it? Who
PLACE: where is it done?
should do it?
Why is it done there? MEANS: How is it done?
Where else might it is done? Why is it done that way?
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How else might it be done?
Where should it be done?
How should it be done ?

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 CRITICAL
EXAMINATION
GW

Critical analysis using

secondary questions

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DEVELOPMENT & SELECTION OF IMPROVED METHOD

 Eliminate all unnecessary operations GW
 Combine operations & elements
 Change the sequence of operations
 Simplify the necessary operations Development & Selecting

 Steps in development & selection

 Evaluation (evaluate the alternatives)

 Investigation (tech. & eco. feasibility)

 Selection 34

INSTALLATION OF THE PROPOSED MAINTAIN THE PROPOSED METHOD

METHOD

Follow-up
Recommendation phase Monitoring & control
Audit of the savings
Implementation phase Review of the approach
Evaluation of effectiveness
of proposed method

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 ADVANTAGES OF METHOD STUDY Work Measurement
• Work simplification
• Improved working method ( cheaper
method)
• Better product quality
• Improved work place layout
 “The application of techniques designed to establish
• Improved equipment design
• Better working conditions the time for a qualified worker to carry out a specified
job at a defined level of performance”
DISADVANTAGES OF METHOD STUDY
• HIGH OPERATING COST

• HIGH WASTAGE & SCRAP

• EXCESSIVE MOVEMENT OF MATERIALS AND WORKMEN

• EXCESSIVE PRODUCTION BOTTLENECKS

• EXCESSIVE REJECTIONS AND REWORK

• COMPLAINTS ABOUT QUALITY

Work Measurement WORK MEASUREMENT TECHNIQUES

 Determining how long it takes to do a job For repetitive work (short work cycle) or non-repetitive work;
 Growing importance in service sector
Services tend to be labor-intensive
Service jobs are often repetitive
Time study (stop watch technique)- Short cycle
 Time studies
repetitive jobs
Standard time
is time required by an average worker to
perform a job once Work sampling- long cycle jobs- non repetitive
incentive piece-rate wage system based
on time study

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 STEPS IN TIME STUDY:-

1)SELECT (SELECTING JOB FOR WORK STUDY) GW

2)OBTAIN & RECORD (DETAILS REGARDING METHODS,OPERATOR,
JOB AND WORKING CONDITION)
3)DEFINE (THE ELEMENT, BREAK THE JOB INTO CONVENIENT FOR Use the time study
TIMING)
4)MEASURE (TIME DURATION FOR EACH ELEMENT AND ASSESS THE
RATING)
5)EXTEND (OBSERVED TIME INTO NORMAL TIME {BASIC TIME})
6)DETERMINED (RELAXATION AND PERSONAL ALLOWANCES)
7) COMPUTE (STANDARD TIME FOR THE OPERATION FOR DEFINED
JOB OR OPERATION.)
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Work Sampling GW
 Determines the proportion of time a worker
spends on activities
Work sampling
 Primary uses of work sampling are to determine
 ratio delay
• percentage of time a worker or machine is delayed or idle
 analyze jobs that have non-repetitive tasks
 Cheaper and easier approach to work
measurement

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Mannuals New Trends in Office Systems

Multi-task

Cloud Automation

 Policy manual
 Organizational manual
 Departmental manual
 Administrative manual Add Your Text Title
Office Management software
 Multi purpose manual

Virtual Office BYOD

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Thank You!

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