Program: BA118

Course : Office Administration 1 (OBM131)

Chapter 3
WORKSTATION
MANAGEMENT
Lecturer : Intan Nurul ‘Ain Mohd Firdaus Kozako
UiTM Cawangan Kelantan

OBM131 | Chapter 3 - Workstation Management

CHAPTER OUTLINES
Manage Your Workstation

Manage Ergonomic Factors

Manage Your Office Health

Office Safety

Work Area Safety

OBM131 | Chapter 3 - Workstation Management

WORKSTATION MANAGEMENT
 Office workers must be able to manage work effectively to
be productive.

 The lighting and the way materials and the work area are
arranged affect your work.

 Most companies try to provide

comfortable and safe work
areas for their office employees.

 Employees should keep the work

area well organized and also be
aware of safety and security
issues that affect workers in an
office
WORKSTATION MANAGEMENT

MANAGE YOUR WORKSTATION

 Workstation - Physical area in which a worker performs a job.

 Arrange your work area to give easy access to the items used
frequently.

 A computer keyboard, telephone, supplies, and reference materials

should be within easy reach.

 Modular workstation - These

workstation are made up of parts
that can be put together in various
ways.

 Wall panels, storage areas, and a

desktop surface are typical
workstation parts.

OBM131 | Chapter 3 - Workstation Management

WORKSTATION MANAGEMENT

MANAGE YOUR WORKSTATION

Modular
Workstation
(Many companies use this
type of workstation)

OBM131 | Chapter 3 - Workstation Management

WORKSTATION MANAGEMENT

MANAGE YOUR WORKSTATION

 Managing your workstation includes:

1) Desktop 2) Drawers 3) Reference

Area Materials

4) Supplies 5) Office
& Equipment
Accessories
OBM131 | Chapter 3 - Workstation Management
MANAGE YOUR WORKSTATION

1) DESKTOP AREA
 Keep workstations' surface clear
 Clutter on the desktop can cause unnecessary delays
 Remove materials that do not relate to your current project
 Put descriptive labels on file folders
 Place documents in the folders when they are not needed
 Arrange your equipment
and supplies to allow easy
access so that you avoid
making unnecessary
movements
 Keep frequently used
supplies OBM131 | Chapter 3 - Workstation Management
MANAGE YOUR WORKSTATION

2) DRAWERS
 Reserve your center drawer for
frequently used supplies
(letter opener, scissor, paper clips)

 The top side drawer may be used

to store supplies of file folders
containing current work.

 To protect any confidential items,

avoid cluttering the desktop by
putting the file drawers in a specific
location in your desk.

OBM131 | Chapter 3 - Workstation Management

MANAGE YOUR WORKSTATION

3) REFERENCE MATERIALS
 Type of reference materials used
depends on the nature of your job

 May be in printed form or may be

accessed via computer

 Includes dictionary, telephone

directories, company and office
reference manuals, safety
handbooks, and equipment and
software manuals

OBM131 | Chapter 3 - Workstation Management

MANAGE YOUR WORKSTATION

4) SUPPLIES & ACCESSORIES

 Use supplies properly for best results and to save money.
 Guidelines to follow in using your supplies properly:

1) Select the quality of the supply according to the

nature and importance of the task

2) Learn to read product labels for the correct use of

a product.

3) Look for ways to conserve supplies

4) Do not keep more supplies than you need in your

workstation.
OBM131 | Chapter 3 - Workstation Management
MANAGE YOUR WORKSTATION

5) OFFICE EQUIPMENT
 The condition of your equipment
affects the quality of your work.

 Need to do Preventive
Maintenance (servicing equipment
& replacing parts, as needed, to
keep equipment in working order)
and give your equipment routine
care.

 By doing this, you can extend

the life of the equipment.

OBM131 | Chapter 3 - Workstation Management

MANAGE YOUR WORKSTATION
GUIDELINES FOR OFFICE
EQUIPMENT MAINTENANCE :
(1)
Learn how to use
and care for the
equipment
properly.
Read and understand
the manufacturer’s
operating
instructions.
Follow the care
guidelines.
(2) (3)
Inspect and clean Report problems
equipment immediately to the
regularly. appropriate person.
Know the basic care Many minor
routines your problems can be
equipment requires. corrected before
they become serious
Make repairs as and require costly
needed. repair.

OBM131 | Chapter 3 - Workstation Management

MANAGE ERGONOMIC
FACTORS
Ergonomics is the study of the effects of the work
environment on the health of employees.

 Workstation components consists of chairs, desks, lighting and

computer equipment.

 Their design can influence your productivity, efficiency, and

physical well-being.

 Keep the desktop clear of materials not related to the current

desk.

OBM131 | Chapter 3 - Workstation Management

EXAMPLE OF ERGONOMIC EQUIPMENT

Keyboard

Mouse Standing Desk

OBM131 | Chapter 3 - Workstation Management
MANAGE ERGONOMIC FACTORS

OBM131 | Chapter 3 - Workstation Management

MANAGE ERGONOMIC FACTORS

OBM131 | Chapter 3 - Workstation Management

MANAGE ERGONOMIC FACTORS
INCORRECT INCORRECT
SITTING POSTURE SITTING POSTURE

OBM131 | Chapter 3 - Workstation Management

MANAGE ERGONOMIC
FACTORS
 An ergonomic chair must be
adjustable to fit individual
requirements for comfort and
good posture.
 The height of the desktop should
allow your elbows to be parallel to
the computer keyboard and floor to
prevent unnecessary strain on
the arms and wrists.

OBM131 | Chapter 3 - Workstation Management

MANAGE ERGONOMIC FACTORS

ERGONOMIC CHAIR

OBM131 | Chapter 3 - Workstation Management

MANAGE ERGONOMIC
FACTORS
 Computer monitor should be placed at eye level.
 Common symptoms of eyestrain are:
o Teary or burning eyes
o Blurred vision
o Headaches
 Peripheral input devices
(mouse), should be located
next to the computer
keyboard.

OBM131 | Chapter 3 - Workstation Management

MANAGE ERGONOMIC FACTORS
TWO KINDS OF LIGHTING:

• Provided by overhead light fixtures for the

Ambient entire work area.

• Focuses on the immediate work area and

should be adjustable for your specific needs.
• Always adjust your task lighting to avoid
Task glares on your computer monitor or from the
desktop.
• Computer monitor should be place at eye level
to help reduce eyestrain and neck pain.

OBM131 | Chapter 3 - Workstation Management

MANAGE ERGONOMIC FACTORS | TWO KINDS OF LIGHTING
AMBIENT LIGHTING

OBM131 | Chapter 3 - Workstation Management

MANAGE ERGONOMIC FACTORS | TWO KINDS OF LIGHTING
TASK LIGHTING

OBM131 | Chapter 3 - Workstation Management

MANAGE YOUR OFFICE HEALTH
The following guidelines may help you complete your work without feelings of
strain, fatigue, or other physical discomforts:

1. Learn to adjust the workstation

parts for the best fit to your work
habits and procedures.

2. Take rest breaks often

– at least 15 minutes every 2 hours.

OBM131 | Chapter 3 - Workstation Management

MANAGE YOUR OFFICE HEALTH
The following guidelines may help you complete your work without feelings of
strain, fatigue, or other physical discomforts:

3. Learn stretching exercises for

your hands, wrists, arms and fingers
to relieve pressure on them.
This will helps to avoid Carpal
Tunnel Syndrome – a repetitive strain
injury that occurs when stress is
placed on the hands, wrists, or arms
(working at the computer for long
periods of time)
OBM131 | Chapter 3 - Workstation Management
MANAGE YOUR OFFICE HEALTH
The following guidelines may help you complete your work without feelings of
strain, fatigue, or other physical discomforts:

4. Focus your eyes away from your

computer monitor often (blink always,
place antiglare filters)

5. Adjust the screen brightness

to a contrast level.

6. Learn and use good posture. Keep

your back straight and feet flat on the
floor.
OBM131 | Chapter 3 - Workstation Management
MANAGE YOUR OFFICE HEALTH
The following guidelines may help you complete your work without feelings of
strain, fatigue, or other physical discomforts:

7. Arrange your work materials

so that you don’t have to reach
far to a telephone or supplies.

8. Report any prolonged physical

discomfort that affects your work
performance to your supervisor.
OBM131 | Chapter 3 - Workstation Management
MANAGE YOUR OFFICE HEALTH

CARPAL TUNNEL SYNDROME

A repetitive strain injury that occurs when stress
is placed on the hands, wrists, or arms (working at
the computer for long periods of time).

OBM131 | Chapter 3 - Workstation Management

MANAGE YOUR OFFICE HEALTH

CARPAL TUNNEL SYNDROME

OBM131 | Chapter 3 - Workstation Management

MANAGE YOUR OFFICE HEALTH

CARPAL TUNNEL SYNDROME

OBM131 | Chapter 3 - Workstation Management

MANAGE YOUR OFFICE HEALTH

CARPAL TUNNEL SYNDROME

OBM131 | Chapter 3 - Workstation Management

MANAGE YOUR OFFICE HEALTH
SIMPLE EXERCISE STEPS IF WORKING
LONG HOURS USING COMPUTER

OBM131 | Chapter 3 - Workstation Management

MANAGE YOUR OFFICE HEALTH
SIMPLE EXERCISE STEPS IF WORKING
LONG HOURS USING COMPUTER

OBM131 | Chapter 3 - Workstation Management

MANAGE YOUR OFFICE HEALTH
SIMPLE EXERCISE STEPS IF WORKING
LONG HOURS USING COMPUTER

OBM131 | Chapter 3 - Workstation Management

WORKSTATION SAFETY
 Many accidents have been reported to occur in the office.
(Example: Falling, tripping or slipping)

What do you think the

causes these accidents??
• Accident Prevention
– Accident Prevention Approach should
used to decrease the chances of an undesirable
incident in the office.
– Employees who able to develop positive safety
attitudes may able to detect potential safety
problems and take steps to eliminate them.

OBM131 | Chapter 3 - Workstation Management

WORKSTATION SAFETY

LOOK AT THIS PICTURE & LIST DOWN WHY

ACCIDENT HAPPEN IN THIS OFFICE?
OBM131 | Chapter 3 - Workstation Management
WORKSTATION SAFETY
You must be aware of potential safety problems:
• Put all sharp objects away from the edge of your
1) Desktop workstation.
• Pencils are best stored flat / with points down.
Area • Use a staple remover, not your fingernails to remove staples.

• Keep your drawers neat.

• Any sharp objects should be placed in closed containers.
2) Drawers • Close drawers by the handle & not by placing your hand
at the top or side of the drawer.

3) Chairs / • Be careful not to lean too far forward or backward when

Mats / Static sitting on a chair. You might fall out or fall over.
Control • Replace any worn mats when they become a hazard.

OBM131 | Chapter 3 - Workstation Management

 Do you want to have
a workstation like this??

OBM131 | Chapter 3 - Workstation Management

WORKSTATION SAFETY
The objects at your workstation may either add to your comfort
or be a source of injury:

1) Office Furnishings
• Furniture with rough edges should be
sanded or taped to prevent injury.
• File drawers should be filled beginning with
the bottom drawer of the cabinet and
moving to the top drawer, and should be
emptied from top drawer to bottom.
• Avoid placing objects that have the potential
to harm you on top of the file cabinets.

OBM131 | Chapter 3 - Workstation Management

WORKSTATION SAFETY
ACCIDENT BECAUSE OF OFFICE FURNISHINGS

OBM131 | Chapter 3 - Workstation Management

WORKSTATION SAFETY
The objects at your workstation may either add to your comfort
or be a source of injury.

2) Electrical Equipment
• Electrical cords should be neatly placed behind the
equipment and avoid placing them in the walkway or
stairways.
• If cords must be placed where people walk, tape them
down or cover them with specific materials.
• Surge protector – an electrical outlet that controls
sharp increases in electricity

OBM131 | Chapter 3 - Workstation Management

EXAMPLE OF SURGE PROTECTOR

OBM131 | Chapter 3 - Workstation Management

WORKSTATION SAFETY
ACCIDENT BECAUSE OF ELECTRICAL
EQUIPMENT

OBM131 | Chapter 3 - Workstation Management

WORKSTATION SAFETY
The objects at your workstation may either add to your comfort
or be a source of injury.

3) General Office Equipment

Always keep the following safety procedures in mind when using office
equipment:

 Follow the manufacturer’s directions for safe and efficient use.

 Avoid other activities that will distract you from the operation of
the equipment.
 If you feel something wrong while you are operating the
equipment, turn it off; investigate the problem; or report it to the
appropriate person immediately.
 Know where the power switches are located on the equipment.

OBM131 | Chapter 3 - Workstation Management

 Task Lighting

In and Out Tray

Stationery holders
OBM131 | Chapter 3 - Workstation Management
Being
ORGANIZED
is being in
control

End of Chapter 3