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
in today's office?
Know your Organization The ability to serve as an information and
communications manager for an office
Know your organization's vision and mission
The ability to be able to plan and schedule meetings
Understand your organization's Code of Ethics and appointments
Understand your organization's structure and The ability to be able to organize and maintain
classifications of authority paper and electronic files
Build a good relationship with your superiors The ability to be able to manage projects; conduct
and subordinates research; and disseminate information by using the
Be Aware of Ergonomics and the Work telephone, mail services, web sites, and e-mail.
environment 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, • Federick W. Taylor- founder of modern method and time study.
• Time study work in 1881
need to simplify the work system has been increasing day
• Each job should have a standard time, determined by time studies-
by day Element
Work study is an area of knowledge that addresses the • Time was obtained for these element individually and their collective
values were used to determine the allowed time for the task.
problem of work simplification with the basic objectives of
• 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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Thank You!
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