Tools and Organization Rev. 5/13/2009 1

Staying Organized Tools to Keep Near the Phone

Paper, Pen and Pencil– For messages– For notes

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Files, records– Have handy for outbound calls – For office visits

Tools and Organization Rev. 5/13/2009 2

Staying Organized Tools to Keep Near the Phone

Policy– Learn navigation

through OLMs

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____ Post Job Aids that assist you

with policy

Job

Aid

Tools and Organization Rev. 5/13/2009 3

Staying Organized Tools to Keep Near the Phone

Phone Numbers– Within Your Agency– Other Agencies

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• Use the Bridges Calendar for scheduling.

Tools and Organization Rev. 5/13/2009 4

Staying Organized Tools to Keep Near the PhoneSome people use an

alpha-file for sorting incoming mail.

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Common Phrases in Different Languages to find out:

• See the Limited English Proficiency Policy L-Letter L-03-101

Tools and Organization Rev. 5/13/2009 5

Staying Organized Time Management

Maintain a “To Do” list

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day if possible

TO DO:

Tools and Organization Rev. 5/13/2009 6

Staying Organized Time Management

Take your lunch break

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____ Knowing your limits will help

you do your best work.

Tools and Organization Rev. 5/13/2009 7

Staying Organized Safety & Efficiency Suggestions

Setting up a Client/Computer Friendly Work Area

• Maintain a clear line of sight with your clients.

•Be aware of cultural exceptions to making eye contact.

• Position your computer at a comfortable angle.

• Position your computer so your clients cannot see the screen.

• Keep a neat clear desk – limit personal items and be careful of their placement.

• Only print essential items. Remember – Bridges automatically stores correspondence, budgets and case data in online history. You do not need to print and keep copies of documents in your case file.

• Face your clients when asking questions.

Tools and Organization Rev. 5/13/2009 8

Staying Organized Summary

Tools to Keep Near the Phone:1. Paper, pen and pencil for messages and notes.2. Files and records are handy for outbound calls and office

visits. 3. Learn to navigation through OLM.4. Post Job Aids that assist you with policy.5. List of frequently called Phone Numbers within your agency

and of other agencies.6. Use the Bridges calendar.7. Some people use an alpha-file to sort incoming mail.8. Common phrases in different languages to find out:

• How much English your client speaks and• If there is anyone else in the home that speaks English.

Tools and Organization Rev. 5/13/2009 9

Staying Organized Summary

Time Management Techniques:1. Maintain a “To Do” list.2. Return phone calls the same day if possible.3. Take scheduled breaks.4. Know your limits and do your best possible work each day.

Safety & Efficiency

Set up a Client/Computer Friendly Work Area• Maintain clear line of sight with your clients.• Position your computer at a comfortable angle.• Position your computer so your clients cannot see the screen.• Keep a neat clear desk – limit personal items and be careful of their placement.• Only print essential items. Remember – Bridges automatically stores correspondence, budgets and case data in online history. You do not need to print and keep copies of documents in your case file.• Face your clients when asking questions.