Staying Organized Tools to Keep Near the Phone

1. Staying OrganizedTools to Keep Near the Phone Files, records • Have handy for outbound calls • For office visits ____________________________ Paper, Pen and Pencil • For messages • For notes Tools and Organization Rev. 5/13/2009

2. Staying OrganizedTools to Keep Near the Phone Post Job Aids that assist you with policy ____________________________ Policy • Learn navigation through OLMs Job Aid Tools and Organization Rev. 5/13/2009

3. Staying OrganizedTools to Keep Near the Phone Calendar • Use the Bridges Calendar for scheduling. ____________________________ Phone Numbers • Within Your Agency • Other Agencies Tools and Organization Rev. 5/13/2009

4. Staying OrganizedTools to Keep Near the Phone Common Phrases in Different Languages to find out: • See the Limited English Proficiency Policy L-Letter L-03-101 ____________________________ Some people use an alpha-file for sorting incoming mail. Tools and Organization Rev. 5/13/2009

5. Staying OrganizedTime Management Return phone calls the same day if possible ____________________________ TO DO: Maintain a “To Do” list Tools and Organization Rev. 5/13/2009

6. Staying OrganizedTime Management Knowing your limits will help you do your best work. ____________________________ Take your lunch break Tools and Organization Rev. 5/13/2009

7. Staying OrganizedSafety & Efficiency Suggestions • 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. Setting up a Client/Computer Friendly Work Area Tools and Organization Rev. 5/13/2009

8. Staying OrganizedSummary • 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 OrganizedSummary 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. Tools and Organization Rev. 5/13/2009