Minimise wastage Conserve resources eg practise paper conservation techniques.
1. Ergonomic requirements
Workspace, furniture and equipment are adjusted to suit the ergonomic requirements of the user
Chair
• Chair height should be set so that feet are flat on the floor (where a footrest has not been provided) and thighs are horizontal.
• The backrest should provide firm lower back support so adjustment up or down, and/or backwards or forwards may need to be made until comfortable.
• Armrests should not interfere with performance of general tasks.
• The height of the desk or chair should be adjusted so that the surface of the desk is at elbow height (when sitting).
• There should be plenty of room for legs below the desk surface
• Personal and stationery items should be arranged for easy access, to minimise twisting and bending.
• The monitor should be positioned after adjustments have been made to the desk or chair. It is recommended that the top of the screen be level with the eyes and be positioned about 50cm away from the body when seated.
• The keyboard should be placed on the desk, as close to the user as possible. Allow room for it to be moved away when not in use. The angle of the keyboard can be adjusted by altering the supports underneath.
• The mouse should be positioned next to the keyboard on the preferred side. Wrist should be straight whilst using the mouse with the desk supporting the wrist and not the arm.
• The telephone should be easily accessible, yet not in the way of the work area.
• The user should be able to talk on the phone without standing or having to stretch to reach it. A headset is a convenient alternative for constant phone users.
Document holder
• The document holder should be placed close to the screen to minimise the movement required to turn from one to the other.
• Depending upon personal preference, it may be preferable to swap the screen position with the document holder, if tending to look at the document more often.
2. Work organisation
Work organisation meets organisational and occupational health and safety requirements for computer operation
• Work area should be kept uncluttered. Desks should only have on them what is really needed.
• Trays should be used for sorting documents, and any documents that are finished with or will not be needed for some time, should be filed away.
Rest periods
• It is important to have frequent breaks away from the workstation. The recommended interval is ten minutes for each hour worked in front of a computer.
• If unable to take this time out, work tasks should be varied. For example, phone calls could be made, filing or other work related tasks could be done for a few minutes.
• Exercises should be done at regular intervals.
• Exercises for office workers can include head rolls, shoulder rolls, wrist stretch, back arching, foot rotation and even eye exercises. For more information, and instructions on how to carry out these exercises go the Exercises for office workers website of Comcare Australia.
3. Conservation techniques
Energy and resource conservation techniques are used to minimise wastage in accordance with organisational and statutory requirements
• Proofread and edit documents on screen before printing
• Don't print more pages than needed, use the "print range" function of software to only print those pages which have been edited
• Print on both sides of your paper where possible
• Use scrap paper from printed documents no longer needed. Write on the back for informal notes or memos
• Use the duplex facility of the photocopier.
• Paper should be saved for recycling where possible - if the information is confidential, it can be shredded before disposal into a recycling container
• Use recycled paper products wherever possible
• Reuse office products such as folders, envelopes and packaging materials.
• Use the "power save" feature of your printer, if available
• Switch off lights and equipment when not required.
Activities
Activity 2
Activity 3
Activity 4
You are working for Freedom Travel Pty Ltd, and you have been asked to carry out the following tasks. The company has the following policy and procedures which must be adhered to for all documentation and correspondence as follows.
The company's policy is to
• use white A4 paper only
• set out letters in fully blocked, open punctuation style
• use a sans serif font, size 11
• use the spell check and grammar check function
• carefully proofread before submitting work to author for signature
o Address - 55 City Road, Annandale 2038
o Phone - 9319 1234
o Fax - 9319 1235
o Email - freedom_travel@ozenet.com.au
2. Save a copy as Freedom Travel letterhead to a suitable location.
Activity 2
Today
Mrs J Bluntman
• Aswan and the opportunity to sail the Nile on a a felucca
• Red Seasnorkeling
Activity 3
• use a selection of
• font styles and sizes
• different alignments
• bullets and tables
• centre the document vertically on the page
• insert graphics appropriate to the topic where indicated.
Freedom Travel
graphic here
-Airfares are return per person
-Airport taxes and levies specified are based on the most direct flight route
Departure Destination Departure Period Fare From Tax
-Sydney New Zealand
-Queenstown 1st July 04 -
31st July 04 AUD 766 AUD 100
Australia
-Brisbane
-Melbourne New Zealand
-Queenstown 1st July 04 -
31st July 04 AUD 836 AUD 100
Activity 4
2. Make the necessary corrections as indicated by the proofing marks shown below. You can download and print a copy of some common Proofreading symbols to help you.
3. Convert the edited memo into a mail merge document, so that it can be distributed to the staff with relevant session details.
o Jane Hobbs, Ervien Lee, Bob Jankowski, Andrea Epinidis, Julie Singh Travel consultants
o Sebastian Tran, Ingrid Johns, Your name here Administrative Staff
4. Merge the document ready for distribution.
o How many merged documents will you have?
o Should you save this document?
o Who will the first memo be addressed to?
Activities answers
Activities 1 and 2
Sample letterhead and a fully blocked letter
Freedom Travel
55 City Road, Annandale NSW 2038
Telephone 9319 1234
Facsimile 9319 1235
freedom_travel@ozenet.com.au
30 September 2003
Mrs J Bluntman
29 Umber Street
MAROUBRA NSW 2035
Dear Mrs Bluntman
Thank you for your enquiry about travel to Egypt later this year. It is a wonderful destination and offers a variety of experiences for the visitor.
I recommend a flight to Singapore (with the possibility of a stopover) and then onto Cairo. A four star hotel in Dokkia, a leafy suburb in Cairo that allows easy access to the Pyramids, is reasonably priced. Three or four days in Cairo would be sufficient to see the main attractions. Other must sees in Egypt include
• Luxor and the Valley of the Kings
• Aswan and the opportunity to sail the Nile on a felucca
• Red Sea snorkelling
Australian visitors require a visa, which Freedom Travel can arrange on your behalf and it is advisable to take $US cash and travellers cheques.
Freedom Travel will happily organise your international and local Egyptian travel and arrange accommodation. If you would like to join an organised tour, we can make recommendations and take a booking on your behalf.
We look forward to assisting you with your travel plans.
Yours sincerely
Jane Hobbs
Jane Hobbs
Tours and Travel Manager
Activity 3
Sample advertising flyer
Freedom Travel
New Zealand Holiday Specials
Queenstown flying Air New Zealand from $866
New Zealand’s adventure capital is fuelled by adrenalin. Visitors flock to Queenstown to ski, bungee-jump, skydive, go jet boating and white-water rafting. But if you’re happy just to sit and watch, you won’t be disappointed.
Inclusions
• Airfares are return per person
• Airport taxes and levies specified are based on the most direct flight route
Departure Destination Departure
Period Fare
From Tax
Australia
Sydney New Zealand
Queenstown 1 July 2004 –
31 July 2004 AUD 766 AUD 100
Australia
Brisbane
Melbourne New Zealand
Queenstown 1 July 2004 –
31 July 2004 AUD 836 AUD 100
Freedom Travel
55 City Road, Annandale NSW 2038
Telephone 9319 1234 ~ Facsimile 9319 1235
freedom_travel@ozenet.com.au
Activity 4
Sample data file
• Data should be sorted by the Last_name field
• Jane is not included in the list, as she is the author of the memo
First_name Last_name Position Tea Time
Andrea Epinidis Consultant morning 10 am
Bob Jankowski Consultant morning 10 am
Ingrid Johns Administration afternoon 1 pm
Ervien Lee Consultant morning 10 am
Julie Singh Consultant morning 10 am
Sebastian Tran Administration afternoon 1 pm
Your name here Your name here Administration afternoon 1 pm
Memo edited and saved as a mail merge main document
• How many merged documents will you have?
You should have six, because Jane will not receive a merged copy.
• Should you save the merged document?
No, usually a merged document is printed but not saved in the merged format.
• Who is the first memo addressed to?
The first memo should be addressed to Andrea Epinidis, who would appear first if the data is correctly sorted.
Test your knowledge
Select the correct answer for each of the following
1. Which of the following cannot be changed using the Page Setup command?
a. The margins in a document
b. The line spacing in a document
c. The orientation of a document
d. All of the above
2. Which of the following is a serif font?
a. Arial
b. Times New Roman
c. Both Arial and Times Roman
d. Neither Arial nor Times Roman
3. If you want to see the margins of a document, which view should you be in?
a. Print Layout view at 100% magnification
b. Print Layout view at Whole Page magnification
c. Normal view at Whole Page magnification
d. Full Screen view
4. In a document, which of the following procedures most efficiently moves selected text from one location to another?
a. From the menu choose ‘copy’ and then ‘paste’
b. From the menu choose ‘cut’ and then ‘paste’
c. From the keyboard choose ‘delete’ and then ‘insert’
d. From the keyboard choose ‘backspace’ and then ‘insert’
5. The Save command
a. Stores the document you are currently working on to disk
b. Stores all documents in memory on disk, then erases them from memory
c. Saves all the editing changes you have made in a temporary file
d. Creates a backup copy of the current document
6. What is the most likely cause of the appearance of a red wavy line under a word in a document?
a. You have formatted the word with a special effect
b. You are in overtype mode and the underlined word was deleted; Word gives you the option of undoing the deletion
c. The automatic spell check has detected an error and underlined it
d. You have retrieved the backup copy of a document and are editing it
7. Which of the following will not be copied by the Format Painter?
a. The text of the heading
b. The font
c. The bold formatting
d. The italic formatting
Answers
Answer True or False for the following statements
True False
8. The Undo command is only available on the Standard toolbar.
9. It is possible to see a document before opening it using the Preview button in the Open dialog box.
10. If you select text, then start typing, the selected text will be replaced.
11. The only method you can use to change a font is to use the font ‘drop down’ list on the formatting toolbar
12. Both Backspace and Delete can be used to delete characters in a document.
Test your knowledge answers
1. Which of the following cannot be changed using the Page Setup command?
b. The line spacing in a document
2. Which of the following is a serif font?
b. Times New Roman
3. If you want to see the margins of a document, which view should you be in?
b. Print Layout view at Whole Page magnification
4. In a document, which of the following procedures most efficiently moves selected text from one location to another?
b. From the menu choose ‘cut’ and then ‘paste’
5. The Save command
a. Stores the document you are currently working on to disk
6. What is the most likely cause of the appearance of a red wavy line under a word in a document?
c. The automatic spell check has detected an error and underlined it
7. Which of the following will not be copied by the Format Painter?
a. The text of the heading
8. The Undo command is only available on the Standard toolbar
False – the Undo command is also available from the Edit menu
9. It is possible to see a document before opening it using the Preview button in the Open dialog box.
True
10. If you select text, then start typing, the selected text will be replaced.
True
11. The only method you can use to change a font is to use the font ‘drop down’ menu on the formatting toolbar
False – the font can also be changed using the Font dialog box, from the Format menu
12. Both Backspace and Delete are used to delete characters in a document.
True
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