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Office Appearance and Arrangement - 14261_12
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Yeoman Basic
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Office Machinery
Make  sure  all  supplies  such  as  ink  and correction  fluid  that  may  stain  other  materials are  put  away  properly. Do  not  leave  any equipment on the deck that might be damaged when the office is cleaned. Avoid accumulations  of  loose  papers  or  other  objects that  may  create  a  fire  hazard.  Desks  should be  dusted  frequently.  Do  not  allow  dirt  to build  up  until  field  day. In  putting  away  things  others  have  been using  or  in  dusting  someone  else’s  desk,  use care  and  good  judgment  so  that  you  do  not lose  or  misplace  anything.  Do  not  disturb  the arrangements  they  have  made  of  their  papers. ARRANGING   YOUR   DESK Your  own  desk  is  one  item  for  which  you are   always   responsible. Arrange  it  in  a manner  that  is  neat  and  organized.  Set  the example  for  those  individuals  who  are  less organized  than  yourself. The  following  suggested  plan  is  suitable  if you  spend  most o f    y o ur time  typing letters  or  other  correspondence  and  forms. Your  work  may  require  that  you  provide space   for   other   types   of   supplies,   but   the general  principle  will  still  apply. l  Keep  pencils,  erasers,  paper  clips,  and other   small   articles   in   shallow   drawers   or trays. l  Insert  slanted  stationery  trays  in  one  of the  upper  drawers. Use  a  separate  tray  for each   type   of   stationery   or   form. Place  the most   frequently   used   stationery   or   forms   at the  front,  with  the  additional  trays  similarly containing   forms   according   to   frequency   of usage. l   Keep   carbon   paper   in   its   box   to   keep it  from  curling  or  from  soiling  the  stationery. c  If  you  keep  any  personal  belongings such  as  clothes  in  your  desk,  place  them  in  a drawer  away  from  public  view. l  At  the  end  of  the  day,  clear  everything possible   from   the   top   of   your   desk.   You should  straighten  any  articles  that  remain  on top  of  your  desk  and  close  all  drawers.  Make sure   all   classified   or   sensitive   material   is properly  stored. OFFICE   ARRANGEMENT If  you  have  an  opportunity  to  arrange  the furniture   in   your   office,   do   some   advance thinking and planning before you start moving it.  You  should  place  desks  so  that  those  who work  at  them  will  have  enough  light  without having  to  face  the  light.  Avoid  arranging desks so that anyone’s back is to the reception area.  Everyone  in  the  office  should  be  in  a position   to   see   and   assist   customers,   Also make  sure  there  is  enough  working  space  for your   office   co-workers   to   move   around. Chairs  should  be  adjusted  so  that  typists’ feet rest firmly on the floor and chair seats are at  least  12  inches  below  the  base  of  the typewriters.  Think  of  the  work  that  has  to  go on regularly and place equipment where it can be   used   most   conveniently   and   where   work will  flow  in  one  direction  rather  than  in  a crisscross  manner. You   should   place   tables   or   counters conveniently   for   handling   supplies   or assembling   papers. You   should   place   files where they are handy for those who use them. SKILLS   AND   KNOWLEDGE So far we have talked about what a YN is. But,  what  do  you  need  to  know?  The  rest  of this   TRAMAN   will   provide   information   to teach  you  what  is  needed  to  function  as  a  YN third  and  second  class  petty  officer. TYPING Typing   is,   of   course,   a   skill   absolutely necessary,  but  it  cannot  be  taught  by  just  a book.  To  qualify  for  YN3,  you  must  pass  a performance  test  by  typing  30  words  per 1-3

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