NAME: ______

Smart Working

Creating a safe working environment

HOW TO AVOID PROBLEMS:

HAZARD / CONTROL MEASURE
Repetitive Strain Injury
Overuse of device (E.g. too much typing/tapping) / Regular breaks
Check workspace allows easy access to devices
Fire and Electrocution
Overloaded electrical sockets
Trailing wires / No trailing wires (tidy them, use wireless)
No overloading power sockets
PATs (portable appliance tests)
Suitable fire extinguishers (typically CO2)
Working and regularly checked smoke detectors
Trip hazards
Trailing wires
Bags on the floor
Rubbish discarded on the floor / No trailing cables…ever.
Designated area for bags…or keep under desks.
Use bins!
Eye Strain/headaches
Working in close proximity to devices without a break / Regular breaks
Sight test
Good lighting, blinds to shut out sun/avoid glare
Stress/Fatigue (tiredness)
Too much work
Poor relationships
Computers not working or inappropriately designed
Not understanding the task
Lack of support from colleagues / Regular breaks
Training – EVERY EMPLOYER MUST DISPLAY A HEALTH AND SAFETY POSTER
Well ventilated room/air conditioning to dispel heat from devices
Back/Neck pain
Inappropriate seating, e.g. non-adjusting chairs
Poor workspace arrangement / Redesign the workspace using ergonomics*
Adjustable chair
45cm between chair and screen
Arms at 90-120 degree angle in easy reach of keyboard/mouse
Viral/Flu infections
Caused by dirty work surfaces / Don’t eat at keyboards
Regular anti-bacterial cleaning of work areas and devices
*ERGONOMICS – the science of designing equipment in a way that reduces fatigue (tiredness), discomfort and injury. E.g. office chair design uses ergonomics.

THE BOTTOM LINE: RSI is a common problem. MOST problems can be overcome with regular breaks and ergonomic equipment.

Anytime, anywhere

Teleworking: Working from anywhere other than the office.

Supporting technology

  • Mobile phone, sim card, 3G (NB Mobile Operator networks use 3G, NOT WiFi)
  • Wireless tablet/netbook, WiFi

Do you know your…dongles? USB devices providing network connectivity:

WiFi – connect to computer networks
/ 3G Dongle – mobile broadband. Connect to networks via mobile phone networks.
REQUIRES A SIM CARD.

Needs a WiFi hotspot to connect to / Needs a mobile phone signal/
nearby mast to connect to

3G mobile broadband dongles don’t need a WiFi hotspot to work.

Why work on the move?

PROS
Not restricted to a specific location so can work around other commitments e.g. looking after children, holidays
Flexible hours - work even when the office isn’t open
No travel expenses e.g. fuel / CONS
Might not always get a good connection signal resulting in no or poor access.
Might incur roaming charges if abroad
Might not know when to stop working thereby causing stress.
Lack of face-to-face contact reduces social contact

Did you know...? Home broadband typically has a faster connection than mobile broadband.

Collaborative Working

Working together to achieve a common goal.

Multiple people solving the same problem is quicker than solo efforts

Share ideas and therefore be more creative

Supporting Technology:

  1. Wiki – members contribute to online written documents – anyone can edit/modify
  2. VoIP – voice over IP – useful for video conferencing/web calls to multiple people
  3. Headsets freeing up people for multitasking– i.e. typing and talking at the same time.
  4. Web cams, microphones/headsets for video conferencing
  5. Forums – post messages, create new topics and respond to other people’s posts
  6. Online workspaces - access to files. Could get various file read/write permissions based on rights given by an administrator

Software Choices: evolving Tech

Software as a service (SaaS). E.g. Google Apps includes a Word Processor that needs nothing more than access to a web browser. Great for accessibility though lacks features and needs an internet connection. Some software is free, some requires payment e.g. Microsoft Office 365.

Leased Software: installed locally but pay a monthly fee for it

Locally Installed software: software purchased and installed on one machine. Great if the software needs good hardware. Great…unless your away from the machine it’s installed on!

Open Source software: e.g. Open Office. Free software in the public domain that can be developed by anyone . Limited support meaning if you have a problem, there is no customer service .

Generic Software: e.g. Microsoft Office, Open Office

Specialist Software: e.g. Avid Pro Tools music creation software

Software comes with LICENCE AGREEMENTS which typically include:

  • A legal contract which makes it illegal to copy, sell, distribute, adapt.
  • The number of copies you can make (e.g. one for backup)
  • The number of times it can be installed (e.g. 1x desktop and 1x laptop installation only)
  • Licence Type:
  • Single user
  • Multi-user
  • Site licence

Buying software online is good for the environment as it reduces the number of CDs/DVDs that typically end up in landfill sites.

Storing and backing up data

Q. How can you lose data?

a)Building burns down

b)Mechanical error

c)Stolen

Method / Pros / Cons
Tape / Copy can be kept off-site
Huge capacity / Tapes could be lost/stolen
USB memory stick / Data saved / Small capacity
Could be lost/stolen
Cloud / Data kept off-site
Access from anywhere / Needs an internet connection
Connection might be slow