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ergonomic tips
Five Tips for Effective Writing
Business Meets Casual
Instant tips for disciplining your inner-procrastinator
Time Management
Setting up a Self Service Copy Center
Setting up a Personal Workspace
How to Create a Temporary Staple
Set Up a Self Service Copy Center
Activities When planning a self service copy
center, think about what actions the users will want to perform
in that area. You may even want to send a survey out to your
employees to get their direct input. Some of the activities
you will want to allow for include:
| Copying |
Sending Information by fax or mail |
| Collating |
Cutting and Pasting |
| Constructing presentations |
Destroying/Eliminating |
| Writing |
Attaching/Detaching pages |
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Number of Users
Next, you'll want to determine how many users will need to utilize
this room and how many will want to be working simultaneously.
This count will allow you to estimate the quantity of equipment
and supplies that will be required.
Location
You should also consider the location of the copy center to
ensure that it is central to the user community. Consider locating
a mail center within or adjacent to the copy center to add to
user convenience.
Necessary Items
An optimal copy center might be set up with the following items
to best satisfy the users needs:
High Speed Copier: Whichever brand you
choose, you will want to have a model that includes a finishing
station, the part of the copier that allows you to staple, sort,
and collate. You should also determine if you need to have a
color copier available.
Printer: If your office's computers are
linked via a network, you would want to locate the network printer
in the copy center. This allows for easy transfer of documents
from printer to copier when high speed copies are needed. You
may also want to have a non-network cable available to allow
laptop users, not connected to the company network, access to
the printer.
Fax Capabilities: If the printer or copier
is not fax enabled, placing the fax machine in the copy room
improves efficiency.
Phone: While this might seem an odd addition
to the copy center, it is logical in many ways. The phone is
handy for when employees in the center need to respond to a
page or run out of supplies or have questions on the projects
which need input from someone else.
Big Workspace: One of the things that
typifies a 'really good' copy center is the available counter
space for processing work. The copy center is more than simply
a room in which the copier is located; it is a processing center
for documents and presentations. You should provide a minimum
of 4 linear feet of workspace at counter height. The tools/supplies
the user will require at this workspace should be stored handily
nearby, but not on the workspace.
Supplies: There are 2 aspects to supplies
that you need to take into account. The first is what the appropriate
supplies are for your copy center. The second is the replenishment
process you will use to ensure the copy center is always well
stocked. Here is a list of the most commonly requested supplies
for the copy center.
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Paper clips: both standard and jumbo
size
Binder clips: variety of sizes
Highlighters
Pens/Pencils
Cover-up Tape/Fluid
Sticky notes
Transparent tape
Desktop Stapler: consider both manual and electric
Heavy Duty Stapler
Staples: both standard and high capacity
Staple remover
Scissors
Paper cutter
Hole puncher: 2 and/or 3 hole depending on users needs
Envelopes: Interoffice, manila clasp, letterhead envelopes
Paper: Letterhead, white, colored, letter, legal, 11x17
Fax coversheets/labels
Garbage can
Shredder
Recycle bin: for White paper, Color paper |
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