The appearance of the assistant secretary forms an opinion about the organization as a whole. It is no coincidence that the secretary-assistant is considered the “face of the company.”

The secretary's appearance should be carefully thought out, modern and neat. The main requirement for a suit is rigor and elegance. It all depends on the taste of the person. The main thing is that the suit should be comfortable, practical, strict. It is not pleasant to talk with a person who is dressed sloppily, untidy, and does not take care of himself.

Such a conversation leaves a negative impression of this organization. The same applies to the choice of accessories for the costume.

It is not recommended to complement a work suit with flashy, especially large precious jewelry; the variety of jewelry styles does not suit the secretary. The decoration should emphasize the dignity of the costume and its owner. Shoes should match the tone of the suit. Shoes should be comfortable and fashionable. Changeable shoes are recommended for work.

The assistant secretary must constantly remember about his personal life. You need to be especially careful about hygiene issues on hot days. You should not use perfumes that have a strong odor. The secretary's hands should always be in perfect order, the hairstyle should be neat, suit the face, and be in harmony with the suit and the surrounding environment.

Organization of the secretary's workplace

A workplace is an area of ​​work for one or more employees, equipped with the necessary means to perform job duties. Rational organization of workplaces and creation of the best working conditions for employees of secretarial services, including layout. Office space is planned in accordance with the nature of the work performed, rational placement of furniture and special equipment, as well as the creation of the necessary comfort contributes to effective work.

A set of furniture for equipping a workplace includes: regular and specialized desks, auxiliary tables and bedside tables for storing reference material for installing office equipment, telephones, filing cabinets, and so on. Armchair, lifting and turning chairs, regular and specialized cabinets.

Office workers must be provided with the necessary reference materials and instructions.

For example: job descriptions, office work instructions, telephone directories.

The office desk is the main workplace of the employee; the desk should contain items that are needed at a given time. The table has drawers and shelves where various office supplies (magazines, files) are placed. In a desk, work supplies that are constantly used are located on the upper shelves, all items that are used less frequently are located below, the telephone should be on a table or a special stand, on the left or right so that the handset can be held with one hand, and in the other hand, a pen for writing down the necessary information. Exemplary order on the desktop is the key to high productivity.

Iron cabinets and safes are used to store secret documentation, seals, stamps, forms for strict reporting of money; the safe must always be closed; there should not be anything superfluous in it, much less personal items. Keys to cabinets, tables, and safes are stored in places established by the head of the organization. In accordance with current standards, the area of ​​office premises is set at the rate of four square meters per employee.

The workplace of a secretary-assistant is an area of ​​his work activity, equipped with the necessary means to perform his job duties. Within the zone, three sectors can be distinguished - the main one, where the desktop with consoles and necessary office equipment is located, the visitor service sector and the auxiliary sector, where cabinets, a copy machine, a fax and other auxiliary equipment are located.

The total area of ​​the reception area where the assistant secretary is located should be between twelve and sixteen square meters.

Organization of the workplace is a system of measures to equip the workplace with means and objects of labor and their functional placement. In addition, the organization of the workplace involves taking into account the anthropometric data of the performer and ensuring working conditions that comply with the standards. Let's touch, first of all, on furniture - a table and a chair.

The use of the most efficient furniture plays an important role in the work of any management employee. In some cases, labor productivity from well-chosen furniture increases by ten to twenty percent.

Considering the saturation of the secretary-assistant's work process with office equipment, a U-shaped workplace layout would be justified (Figure 1).

Figure 1. U-shaped layout of the assistant secretary’s workplace

The surface of the table should be matte (gray, green, brown with a reflectance of 20-50%) and easy to clean; the corners and the front top edge of the tabletop should be rounded. The height of the space under the table for the legs is recommended to be six ten centimeters (at knee level) and at least eight ten centimeters at foot level. Everything that the secretary constantly needs while working should be located within arm's length so that he can take what he needs without getting up.

Accessories should be placed compactly on the work and extension tables, systematized by type of work.

An important element of the workplace is the internal organization of the desk compartments, depending on its design, capacity, and the nature of the documents being processed. Drawers should slide out easily, smoothly and silently. A large box is best suited for vertical storage of materials; the remaining boxes should contain various special devices - for cards, small office equipment, and office supplies. It is advisable to allocate one drawer for storing personal items. You should constantly monitor the order on your desktop. It may seem like an exaggeration, but such a simple type of furniture as a chair plays a big role in organizing the workplace of a managerial employee. The efficiency of work largely depends on the choice of chair - an uncomfortable position tires and makes a person less productive.

The secretary-referent's chair should be rotating and have a back that can be moved in vertical and horizontal directions, which will allow it to be adjusted to any height (Figure 2).

The seat of the chair should be slightly rounded at the edges so as not to impede blood circulation in the thighs, and with a slightly depressed seat at the location of the center of gravity. For administrative workers, chairs and armchairs are made with armrests; for working on a computer or with a computer, they are made without armrests so as not to restrict movement.

To work while sitting, with an average height of 1.7 meters, it is advisable to maintain the following dimensions:

The height of the lifting chair is 0.45 - 0.6 meters;

Seat area no more than 40x40 centimeters;

Area in which the chair can be moved:

0.6 meters in depth;

1 meter - in length;

The total area is 1.2 meters.

The seat of the chair should be covered with latex about one centimeter thick, on top of which a moisture-proof material (melange fabric, natural fiber) should be applied.

In addition to the chair with attachments, the working furniture of the secretary-assistant also includes a chair for the visitor.

There should be three to four chairs in the visitor service sector. The auxiliary sector is equipped with a wall cabinet (three to four sections) or a rotating rack for storing documents (Figure 3).

Figure 3. Document storage rack

A metal safe is used to store confidential documents, seals, and stamps. In some cases, a wardrobe is also installed. It is advisable to make the closet built-in (the secretary should not clutter the aisles in the reception area with personal belongings and place things in a visible place).

The obligatory technical means that the assistant secretary most often uses are a personal computer, telephone (possibly also a radio or cell phone, pager), telefax and copying machine (copier), and sometimes a voice recorder.

The equipment includes stationery, folders and binders, a six-day notebook, a calendar, pens, felt-tip pens, a music stand, markers, a hole punch, devices for filing papers, a calculator, a table lamp, a waste paper basket, document trays, a control card file, a paper stapler , adhesive tape, buttons, paper clips and other small items and a tray for storing them.

It is allowed to place information stands or tables on the walls of the reception area indicating the reception time, sample documents, calendar and other things.

In the reception area, the secretary-assistant should have a first aid kit, suitably equipped (bandages, iodine, validol, ammonia, headache tablets, sterile cotton wool, etc.) to provide first aid.

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Rational workplace planning involves establishing convenient reach zones for performing certain operations.

The secretary's workplace includes a table with attachments, a swivel chair or armchair, and a chair for a visitor who communicates directly with the secretary. The secretary must also be provided with an overview of all incoming visitors. In this regard, it is convenient to place the workplace next to the entrance to the office and opposite the doors to the reception area. The location should be consistent with the technical document processing process to avoid unnecessary movement of both documents and the secretary. You should avoid cluttering the space with objects unnecessary for immediate work. Ensuring free and safe access to places where office equipment is connected to the electrical network is a necessary condition for arranging a secretary's workplace.

Everything that is constantly required during work should be placed within arm's length. Each item must have a permanent place. The arrangement of items should be systematized according to the types of work performed. This will help save time and will also prevent documents from going missing.

Documents and equipment for working with them should be placed at the workplace - a table lamp, a weekly calendar, a notepad for writing. A necessary attribute is a desktop organizer for placing pens, pencils, scissors, rulers, boxes with paper clips and buttons. Also, “small” office equipment should be at hand: a hole puncher, a document stapler - a stapler, an envelope opener, a glue gun.

The secretary's workplace must have the necessary set of reference books:

* dictionaries (Belarusian, Russian, foreign language, spelling, synonyms, antonyms, foreign words, economic, special, industry, production directories, statistics and editing);

* telephone directories;

* atlas of cities and administrative-territorial units of the Republic of Belarus.

On the table in the distribution folder there should be only those documents on which the current work is being carried out, and executed documents should be placed in files according to the nomenclature of files and put away in the closet.

Cards or log books should be within reach of a manual system for document registration and retrieval. Cards and log books can be placed in desk drawers. It is recommended to use two cards: control and reference.

The work desk should also be in strict order. Drawers should slide out easily, even if they are heavily loaded. One of the boxes should always contain clean paper, forms, envelopes, and cards.

Constantly maintaining order in the workplace is an indicator of a high work culture and a stable image of the organization.

A computer with a printer is placed on the table attachment. Fax, copier, and mini-PBX can be located on special auxiliary tables.

Cases and folders stored in the table, as well as in cabinets, must be marked with code marks and case numbers according to the nomenclature. This helps you quickly find the document you need.

A special area should be allocated to serve visitors. The equipment of the zone depends on the reception area. In a small reception area there are 2-3 chairs or light armchairs and a small table. If the space allows, you can put a set of upholstered furniture. On the coffee table you can lay out advertising brochures, newspapers, and magazines for visitors.

Plants can perform artistic and decorative functions in the reception area. Greening the room promotes clean air. Indoor plants increase air humidity and give rest to the eyes. Various methods of landscaping can be used - single and group arrangement of flowerpots, microlandscapes, vines. It is advisable to choose those types of plants that are easy to care for and correspond to the basic parameters of the room.

Non-official elements of the reception interior, which, as they say, rest the eye, will make communication with the secretary or waiting for an audience with management pleasant.

Based on safety requirements, you should, if possible, exclude the adverse effects of radiation from the monitor screen.

During the working day, the secretary has to enter the manager's office several times.

The manager's office must also be properly equipped. I think it is not worth listing from the very beginning the equipment of the manager’s office, since it is similar to the working equipment of the secretary. To this it is necessary to add a meeting table and, accordingly, a larger number of chairs.

Thus, favorable working conditions, a well-organized workplace for the secretary and manager are the key to high efficiency, efficiency and quality of work, maintaining efficiency throughout the working day.

Report. Working conditions in the office.

Employers do not promise easy work to their employees. But they usually don’t even suspect that they have certain rights to their working conditions. What should a workplace be like in an office?

Temperature

The temperature regime of the office space in the warm season should be +23-25°C, in the cold season +22-24°C. If the thermometer deviates from the specified levels, the employee has the right to limit his stay at the workplace (continuously or cumulatively for a working day). If the office temperature exceeds +29°C, the working day should not exceed 3-6 hours.

When a manager ignores the problem of overheating of his employees, a complaint can be filed against him with the Sanitary and Epidemiological Service of Russia. If the arriving experts confirm the complaint, the boss will be fined 10-20 thousand rubles. or suspend the company’s activities for up to 90 days (Article 6.3 of the Code of Administrative Offenses of Russia).

Lighting

The standard illumination range is considered to be 300-500 lux. Scientists also remind that the lack of a picturesque view from the window negatively affects the performance of staff. Blinds or curtains must be attached to the window. If there is no window at all, employees have the right to a working day shortened by 1 hour, 7 days of additional leave and an increase in wages. If the listed standards are not observed, the manager violates the rules and regulations of labor protection and falls under administrative liability in the form of a fine of up to 5 thousand rubles. (20 thousand rubles for violation of fire safety rules).

Constant noise exposure of 80 decibels or more is considered harmful. For comparison: a normal telephone conversation is about 62 decibels, the rustling of leaves is about 20.

Personal space

Each employee with a modern work computer is entitled to at least 4.5 m² of office space. For computers with CRT monitors, this norm is even higher. The distance between the desktops on which the monitors are installed must be at least 2 m on the front side. The lateral distance between the edges of the monitors must be at least 1.2 m. The minimum distance between the eyes and the surface of the monitor is 0.5 m.

Other standards

The employer is also obliged to provide subordinates with a place for lunch, rest rooms and a first-aid post (Article 223 of the Labor Code of Russia). Article 226 provides for deductions for improving the working conditions of personnel in the amount of at least 0.2% of the total costs of producing goods or services.

Working conditions of the assistant secretary

The most important factor in ensuring productive and high-quality work of the secretary-assistant while maintaining health is the appropriate sanitary and hygienic standards of working conditions.

The sanitary, hygienic and aesthetic components of the workplace include: normal lighting, favorable coloring of the workroom, noise elimination, ventilation and air temperature, landscaping of the room, establishing the correct work and rest regime.

Table 5 - Basic sanitary and hygienic labor standards

An important condition for a favorable microclimate in the workplace is optimal lighting. Since most documentation operations involve the use of vision, visual strain causes tension in all the muscles of the human body and leads to general fatigue.

The reception area should have natural light whenever possible.

The light should fall on the working surfaces of the table and office equipment from the left side or from the front. In this case, the light source should be positioned at an angle of more than 30 from the horizontal line of sight.

Workplace lighting can be general (lights installed on the ceiling) or local (table lamp).

The microclimate is characterized by such values ​​as

temperature, relative humidity and air speed. Optimal temperature conditions in the room are a prerequisite for good performance. High room temperature causes drowsiness, fatigue, and reduces performance. In a cold room, attention is scattered, which is harmful for people engaged in mental work.

The sanitary standards for the microclimate in office premises define the requirements for humidity and air speed. These physical quantities, according to the laws of physics, have a direct impact on the heat exchange of the human body. Temperature and humidity are quantities that depend on both the time of year, day, and weather conditions. In addition, heat sources in office premises can be various equipment that consumes energy, part of which is released into the environment in the form of heat, and the person himself, who emits up to 1200 kJ per hour. The most comfortable temperature for humans is 19-20 °C. Taking into account seasonal and daily fluctuations, the temperature in service

indoors should not exceed 22 ° C - on hot days, and should not be lower than 18 ° C on cold days, regardless of the number of people in the room.

From those given in table. 5 data shows that the temperature level is related to air humidity. At lower temperatures, higher humidity is allowed; at high temperatures, the air humidity should be lower. Physiologically, high humidity at high temperatures has a depressing effect. Psychologically, at the same temperature, moist air seems hot, dry air seems cold. The minimum humidity should not be lower than 25 - 30%, normal - within 40 - 60%.

There is one more characteristic that you need to pay attention to. This is the purity of the air.

When working with paper media, as well as in rooms where operational printing facilities and high-frequency devices are located, the air is filled with various toxic substances and biological agents (bacteria), which penetrate the human body and have an irritating effect on the mucous membranes of the respiratory tract, eyes, and skin. . It is especially dangerous when toxic substances enter directly into the bloodstream through the respiratory tract or damaged skin, which disrupts the functioning of the entire body or its systems.

The most common harmful airborne factor in a modern office is ozone. Ozone is released by office equipment, which during the technological process generates electrical charges and ultraviolet radiation.

The other most common type of air pollution is dust, including paper dust. The impact of dust depends on its toxicity and concentration in the air. Dust particles contain spores, bacteria, and fungi, which are carried indoors with the air flow.

More recently, scientists have discovered the existence of microscopic dust mites. This mite lives in upholstered furniture and carpets. When it gets on the mucous membrane of the respiratory tract, it causes sneezing, tearing on the membranes of the eyes, and can cause, for example, a runny nose and other allergic reactions. With constant exposure to the lungs, specific diseases occur.

You can combat harmful microscopic substances through general hygiene measures: wet cleaning, ventilation, regular vacuuming.

The reception area should be regularly ventilated or air-conditioned. Fresh air for a small room, where many employees and visitors often accumulate, is a very important factor for normal operation. Opening windows for a short time (5-8 minutes) is easier to tolerate than a constant light air flow (draft).

The fight against noise in the premises is carried out by soundproofing noisy equipment and workplaces. To reduce noise directly at its source, you can put felt or foam pads, put silencers on telephone sets, lubricate doors, glue the legs of chairs with flannel or similar material. To protect against external noise, it is recommended to use earplugs, which reduce the perception of external noise by 50%.

It’s worth putting some effort into landscaping the reception area, since fresh flowers not only brighten up the room, but also significantly improve the microclimate in it. This is especially important if the office is located in the central part of the city.

Plants reduce noise, improve the composition of the air, and humidify it by evaporating water from their leaves, which is especially important in rooms with steam heating. Plants for the office must be selected skillfully, taking into account the area of ​​the room, which side the windows face, and whether the flowers are allergens.

As for the color design of the reception area, the use of the appropriate color not only improves the appearance of the room, but also increases productivity, reduces fatigue, and has a positive psychological effect on a person. Color performs three functions: physiological, psychological and aesthetic. The choice of colors for office decoration is determined by the architectural features of the room, lighting, climatic conditions and, to a large extent, the direction of the employees’ activities.

At low air temperatures, preference is given to warm colors - yellow, beige, pink, orange. For a warm, sunny room, white, gray, blue, green colors are suitable.

In small rooms, light, low-saturated colors create a feeling of distance and increased space. Richer tones will make a large space feel cozier.

It is recommended to use warm colors with a yellowish tint in rooms where there is no natural light. It is advisable to choose warm colors in rooms where there is likely to be a high noise level.

Thus, the rational organization of work of a secretary-assistant consists of the organization of the workplace, working conditions and planning of the working day.

Bibliography:

1) Appak M. A. Automated workplaces based on personal computers. M.: Radio and communication, 1989.

2) Pavlyuk L.V., Vorobiev N.I. A reference book on office work and the basics of working on a computer. - M.; SPb.: Publishing house. house "Gerda", 1998

3) Popov G.Kh. Personal work technique. - M., 1979.

4) Soloviev E. Ya. Etiquette of a business person: Organization of meetings, receptions, presentations. - Minsk: PKIP “Asar”, 1994.

5) Fedotov V.V. Rational organization of mental work. - M.: Economics, 1987.

A workplace is an employee’s work area, equipped with the necessary tools to perform job duties.

Organizing a secretary's workplace begins with equipping it with furniture, special equipment, and office supplies.

The required set of furniture should include:

§ office desk with a sliding cabinet;

§ lift-and-swivel chair;

§ auxiliary table or stand for office equipment;

§ cabinet for storing documentation;

§ safe for storing important documents, forms, stamps and seals;

§ chairs for visitors.

Among the office supplies and special equipment, we can highlight items that are often used when working with documents:

§ writing instrument;

§ folder or tray for current documents and paper;

§ reference and alphabetical notebooks, diary, weekly;

§ hole punch, stapler (stapler);

§ paper knife, scissors;

§ corrective certificate (“stroke”), glue;

§ magnetic device for storing paper clips, buttons and other small metal items;

§ Wall Clock;

§ a folder with the inscriptions “For the report”, “For signature”, “Documents in progress”, etc.

Any employee requires certain working conditions to successfully perform the functions assigned to him. They must provide maximum comfort for the employee while working with minimal effort and time. Working conditions consist of a number of factors: technical, hygienic, social, psychological, psychophysical and aesthetic.

Working conditions are a set of factors in the working environment that influence the health and performance of a person in the process of his activity.

Technical factors of working conditions include equipping his workplace with modern office equipment and using the latest information technologies in the work process. When organizing a secretary's workplace, you should take care of special furniture and office supplies.

Hygienic factors should ensure the preservation of strength and health, minimal fatigue and good well-being of the employee during work. These factors include illumination of the workplace, optimal temperature and humidity conditions in the room, thoughtful colors in the design of the premises, comfortable furniture that meets ergonomic requirements, etc.

Social factors create a feeling of comfort and social security in the employee. These include food for employees, medical insurance, access to sports and gyms, management’s concern for employees’ summer holidays, etc.

Psychological factors are determined by the relationships of employees in the team, leadership style, i.e., the psychological climate of the organization. Joint holidays, “health days”, sports competitions, encouragement for employees who have proven themselves in their work, congratulations on holidays - all these are indicators of a good psychological climate in the team. Such a psychological environment contributes to the working spirit; employees value it and value their workplace.

Psychophysical factors should take into account fluctuations in the employee's physical condition during the working day. The load must be distributed according to this condition. For example, the first hour of work and immediately after the lunch break should not be planned for the peak of production activity, since the body at this time is somewhat relaxed and is not ready for intensive work. By the end of the working day, general fatigue occurs, so for this period you should leave less responsible work that does not require concentration and mental stress.

Peak human performance occurs from 9 to 12 hours and from 14 to 17 hours. The main production load should be planned for this time.

Aesthetic factors contribute to the good mood of the employee, form in him respect for his work and pride in the enterprise, and increase the prestige of work. Furniture, flowers, blinds, modern interior, pleasant quiet music, color scheme in decoration and much more can be attributed to aesthetic factors that influence working conditions.

Working conditions include compliance with ergonometric requirements. A set of secretarial furniture must meet these requirements.

Ergometric requirements for secretarial furniture

The placement of furniture and equipment must comply with the following principles:

§ frequently used objects should be in the work area, “at hand”;

§ the arrangement of objects on the table must correspond to the rule of “right and left hands” (on the right - what is taken and done with the right hand, on the left - what is taken and done with the left hand);

§ each object in the room must have its own place and a constant movement area.

Sanitary and hygienic standards for office workers equipped with computers and office equipment are regulated by SanPiN 2.2.55.542-96 “Hygienic requirements for video display terminals, personal electronic computers and work organization.”

Sanitary and hygienic requirements for office workers

Thus, creating a rational layout of the secretary’s workplace in an enterprise is of great importance, both to make work easier and to increase its attractiveness, which has a positive effect on labor productivity. As for the rational organization of work of the secretary-assistant, it consists of the organization of the workplace, working conditions and planning of the working day.