OFFICE ARRANGEMENT AND
LEARNING OBJECTIVES: State the
importance of office arrangement and office
procedures, including telephone procedures.
Identify the major components of a computer.
The amount of control you will have over the
physical arrangement of your office varies with the
office location and the type of duty. Both aboard ship
and ashore, conditions outside your control (space
limitations) usually determine the kind of office and
equipment you will have. You may or may not have a
choice in the arrangement of furniture. Without a
doubt, you will be expected to take your share of
responsibility for the general neatness and care of the
place. You should perform these duties as a routine part
of the job and not wait to be asked or told.
When you begin work in a new billet, one of your
first concerns should be to learn as much as possible
about the overall organization, your office
organization, and the immediate chain of command.
After you understand all the functions of the office, the
role that you will play should be readily apparent. This
knowledge not only makes the various jobs more
interesting but makes your job easier to perform as
well. The files, for instance, take on a new interest with
the knowledge of the use of the records they contain.
You should know the name and the rank or rate of
every person in your office, and the manner in which
every signing official makes a signature. You should
learn as much as possible about other jobs in the office
and how the performance of these jobs contributes to
the overall operation of the office.
The next step is to see the office as part of a larger
plan. The office may be viewed in two waysas a part
of the squadron or station and as a part of the overall
aircraft maintenance program that operates through
similar offices throughout the Navy.
If it becomes necessary to rearrange the office
furniture, you should plan before you start to move
things around. The following guidelines may help you:
Locate desks so that people who use them will
have enough light but no glare. There should be
as much air as possible at a desk without locating
anyone in a draft.
Place equipment where it can be easily used and
where work will flow in one directionnot
crisscrossing the room.
Arrange tables or counters to handle supplies or
to assemble papers.
Place files where they can be easily accessed but
out of the flow of general office traffic.
Use bookcases and special shelves for books,
magazines, and pamphlets to keep these items
from using up workspace on desks and tables.
While striving for orderliness and good
appearance, do not go to extremes. Remember that the
office exists to get work done, and too much emphasis
on appearance may interfere with the day-to-day work.
It is possible to plan an arrangement that is not only
convenient but also looks orderly and uncluttered.
Within reasonable limits, the best arrangement is the
one that gets the work done.
The appearance of an office is improved by simple
practices, such as the following:
Putting things away from day to day. This is one
of your responsibilities.
Clearing correspondence baskets daily to avoid
the accumulation or misplacement of
Properly stowing supplies that may stain
documents or deteriorate rapidly.
Not stowing cleaning or hazardous materials in
Removing equipment from desks that might be
damaged when the office is cleaned.
Avoiding accumulations of loose paper or trash
in the office. They may create a fire hazard.
Securing all gear well.
When securing equipment or supplies that
others have been using, exercising good
judgment to avoid loss or misplacement of
material. What may look like complete
confusion to one person may have complete
order and meaning to another.