Organizing and Prioritizing Your Work. This power point covers the following topics: –Why and How to Organize –Workstation Ergonomics –Prioritizing Your.

Organizing and Prioritizing Your Work

Organizing and PrioritizingYour Work

This power point covers the following topics:

– Why and How to Organize

– Workstation Ergonomics

– Prioritizing Your Work

– Organization for the Eligibility Worker

Why Organize?

Organized people save time and money.

Being organized leads to less stress in your workday.

Organized people are more productive.

Why Organize?

Professional Organizer, Jeannie Triezenberg states, “There is no right or wrong way to get organized”.

So, if your desk is covered in stacks of paper and if you don’t know where important things are then consider the following tips:

How to Organize1. Come up with an organization system that works

for you.

Having an organization system for your work and incoming papers leads to fewer “lost” papers and files. Searching for a needle in a haystack is frustrating and wastes time, thus wasting money.

2. Plan what you want to accomplish each day.

Having a plan for your work day increases productivity and helps manage time more efficiently.

How to Organize

“The amount of information available to us continues to grow at a rapid pace, as do the number of demands on our time. Organizing systems help you deal with everything from your papers to your professional responsibilities and gives you parameters on what to keep, what to toss and what to take action on.”

Triezenberg, Jeannie. “Life Organization Tips.” Hire Order Professional Organizer. 2005. 23 Mar. 2009 http://hireorder.com/lifetips.htm.

Workstation Ergonomics

One way to get and stay organized is to ensure your work space is right for you.

This improves productivity, health, safety and comfort and minimizes fatigue and injury.

Workstation Ergonomics

er.go.nom.ics (noun)

The design of workplace or equipment.

The study of how a workplace and the equipment used there can be designed for comfort, efficiency, safety and productivity.

Source: Encarta Dictionary

Workstation Ergonomics

The Chair– Your feet should rest flat on the floor when you are

seated at your keyboard, use a footstool if necessary.

– Your thighs should be horizontal and the chair should support your back. This position supports your body the best.

Source: lenovo.com

Workstation Ergonomics

Keyboard and Mouse– Your forearms should be horizontal from your body to

your keyboard, with your elbows close to the body.– Extend your wrists straight, not angled up or down to

avoid wrist strain.– Your mouse should be comfortably within reach.– Keep your wrists and shoulders in a neutral, relaxed

position.

Source: lenovo.com

Workstation Ergonomics

Monitor– A comfortable viewing distance is 20-24 inches from

you to the monitor. – You should be able to see the screen without tilting or

adjusting your body. – Set the contrast and brightness of the screen at a

comfortable level.

Source: lenovo.com

Prioritizing Your WorkOne of the goals of organization is to minimize the number of times each paper is handled. Repetition wastes time.

There are 4 options for handling each piece of paper that comes across your desk:

1.Handle it

2.File it

3.Delegate it

4.Get rid of it

Prioritizing Your WorkPrioritize your work by urgency of the task

1.Needs to be done now

2.Should have been done yesterday

3.Should be done today

4.Can wait until tomorrow

5.Can wait until time permits

After prioritizing your work by urgency, it should then be prioritized by the date it was received.

Prioritizing Your Work

Know the times of day that you’re at your best.– We all have times of the day that we’re more productive

than others. Use those better periods of the day to spend on the toughest tasks you need to accomplish.

Deadlines are good.– Set deadlines for yourself on important tasks. By doing

this you will notice yourself getting more done in less time.

Excerpts from Office Organization – Tips to Being More Productive by Terry Edwards

Organization for the Eligibility Worker

Use a calendar or appointment book.– An electronic calendar is a good resource, but a

desktop calendar will work just fine. Write in all appointments, meetings and deadlines.

Refer to the Production Calendar.– SIR has the Production Calendar available to all

workers. Use this calendar as a good work tool to accomplish and complete tasks timely.

Organization for the Eligibility Worker

Example Calendar – Create Your Own

Monday Tuesday Wednesday Thursday Friday

WORK ON

NEW APPS

ALL WEEK

1. DAIL

Messages

2. DAIL

Messages

3. New Hire

Messages

4. Returned

Mail

WORK ON REVIEWS ALL WEEK

7. HC

Reimbursements8. CS DAILS 9. 10. HC

Reimbursements

Due 12:00

11. MMIS

Errors

WORK ON INCOMPLETE

REVIEWS

ALL WEEK

14. 15. 16. HRF

Cut-Off

17.

18.

WORK ON COMPLETING PAPERWORK TO AVOID CASE CLOSURES

21. 10 DAY

Notice

22. 23. 24. Cash Cut-off 25.

WORK ON OVER-PAYMENTS

& MISC

28. 29. 30. SNAP Cut-off

Organization for the Eligibility Worker

Production Calendar

Organization for the Eligibility Worker

Create a Filing System for Incoming Papers

– Create files for Reviews, HRF’s, Incompletes, 10-day Notice, Managed Care, Faxes and New Hires.

– Create a separate filing system for Bulletins, e-mails, program updates, PolicyQuest, etc.

– Keep a filing drawer or a online folder with important forms and papers that are often used. Remember eDocs has the most updated version of forms.

Organization for the Eligibility Worker

Your “To-Do” List is Crucial!

– Create a list which could be as simple as a post-it note with tasks written in the order of priority.

– The important part is reviewing your list in the morning before you start your day and updating your list at the end of the day.

– Using a list shows you what needs to be done at a quick glance rather than sorting through stacks of paper.

Organization for the Eligibility Worker

It is important to use the resources MAXIS has available to you:

Check your PND1 and PND2 daily

Remember to work off your DAIL

Create DAIL/WRIT (TIKL) for future changes

In Summary

Now that you have learned the importance of:

– Why and How to Organize– Workstation Ergonomics– Prioritizing Your Work– Organization for the Eligibility Worker

Try to incorporate these in your every day work schedule to get and stay organized.