[nabop] Advice on performing general office tasks

[Judy Jones]

Ashley, see below, I answer your questions within your message.

Judy

-----Original Message----- 
rom: AshleyBramlett via nabop
Sent: Thursday, May 7, 2015 4:42 PM
To: National Association of Blind Office Professionals
Cc: Ashley Bramlett
Subject: Re: [nabop] Advice on performing general office tasks

Judy,

Good advice.
I would use accomodations such as jaws as well with openbook.
I agree with the perkins too so you can write notes on the spot and  label.
slate and stylus works as well if you are efficient at it.

Slate and stylus is invaluable backup.  I failed to mention that I also use 
the Hims Braille U2 Mini as a note taker.  The main file I am in is my 
office log, where I record messages, bills paid, tasks that need doing, 
authorizations created, and new referrals.  Once I have completed a task, 
issued an auth, or delivered a message, I place a braille cell in front of 
that task, letting me know it is a done deal. I also use it's calculator for 
the store and managing budgets, and definitely the calendar.  Other files I 
keep are inventories, staff lists, price list, record of receipts, rolodex 
file, and my case load files, to name the most commonly used.  From time to 
time, I still need to go to the office procedures file to remind myself of 
something.

But its unlikely Min's school has openbook. I hope they are willing to buy
it for her if she needs it.
These accomodations are expensive. Her school likely has jaws already for
students to use on school computers such as the library or computer labs. So
it’s a matter of getting a copy to place on the office pc, but openbook,
well, is another ball game.
Its also unlikely
that Min can get an optican because they are not manufactured anymore; so
unless a nfb member has one she can borrow, this idea will not work.

There is an open source screen reader that can be downloaded called NVDA and 
works quite well, being very similar to Jaws.  One can also download other 
voice profiles to use with it.

One does need a way to get at printed information, so I can't see how to get 
away from the need for OCR camera or scanner and software.  Could she check 
with her state's assistive technology bank since she is a student?  Many 
times they have items that can be loaned to students.

You're right about the Optacon.  The only reason I brought it up is because 
it is an integral part of my workplace access, but only those who have had 
the training and can get hold of one can use it.  Since you are reading 
print, cursive, whatever, one needs to know how to read these.  I knew my 
letters as a kid although I was a braille user, so fell quite easily into 
Optacon use.

Can you expand more on how you file?

For instance, someone puts a hard copy on my desk.  I can either scan it in 
or use the Optacon to figure out what it is.  I find it much faster to use 
the Optacon, then, if I need to do more detailed reading, such as a letter 
or report, I scan with OpenBook.  I take care of the bill paying with the 
Optacon, as there is no way the best OCR can handle the graphics.  It can 
only give you its best guess.

Anyway, once I have identified this piece of paper, I braille on the bottom 
2 lines of the page, usually the date received, what it is, and who from.  I 
also have developed a paper flow, very important with items to tackle on my 
left, moving to my right and front of my desk.  I have this big L-shaped 
executive desk, so have plenty of room.

How can you identify what the papers are to file?
Is the optican so useful and accurate?
I've known older nfb members who use them.
Wouldn't you need a reader for that so you can label it first?
Are you labeling the papers as well as the files?

Your answer to the above questions.  Yes, the Optacon is that accurate.  A 
better way of putting that is that, yes, the Optacon gives me accurate 
feedback.  The Optacon is not an app that interprets.  It shows you what you 
are scanning with the hand camera, and you are actually "seeing" with the 
camera what is on the paper.

All folders have braille labels I have affixed either with clear laminate 
cut into strips or with dimo tape.  I label the backside of the file or 
folder tab, leaving the print label alone in the front for sighted 
colleagues.  Yes, one can see through the clear material, but the braille 
dots do distort.  Plus, it's quicker to "walk" through a drawer of files 
with my fingertips reading the backs of the tabs as I go.

Sure we can do many tasks such as  database cleanup, faxing and printing,
answering phones, routing calls to personnel, and
organizing tasks like booking meeting rooms and ordering supplies. All tasks
are common to admin assistant jobs.

That said, I think there are a number of significant challenges to being an
admin assistant in this increasing digital touch screen world.

I would agree with you there, but there may be the possibility of 
job-trading if everyone is willing.

I also fail to see how we can electronically index and file documents. I
wanted a volunteer position in a county office requiring me
to do just that! They said I would not know what the files were once
scanned. So how on earth could I file or index them?
How could I properly scan them as well? They did not think the software was
compatible.
I was not even allowed to try because I was told they had enough admin
volunteers in that job by the time they got back to me.
I understand their concerns, and I honestly had the same ones.

I think you are right about the scanning systems in place nowadays, although 
there are accessible systems out there.  Personally I do not know what they 
are, but I know our agency is working toward that system, and they have 
found an accessible system that will work for everyone.  The hold-up is the 
money to implement it to all the offices statewide.

Administrative assistant jobs strike me as visual.
I've been seeking such a job as an entry level  job and cannot even find a
volunteer position to practice.
I need experience before someone will hire me!

My barrier is that many office volunteer jobs require you to
scan, copy, file, and most of all data entry and more data entry.
I cannot see the papers to perform data entry.

Are there places that use a dictation type system.  I worked for a place a 
long time ago where the case workers phoned in their dictations to a main 
steno pool.  Like I said, this was a long time ago, so just curious.

My concern with copying is we cannot put the copies in order or visually
check if everything copied.
Sure someone can show us the copier and what buttons to press, but it copies
in print, and wouldn't you get copies mixed up  if you had a lot of them?

The Optacon solves that problem, but again, maybe you could take on more of 
the tasks you can do.  A matter of assigning workflow for the supervisor to 
assign, or to work out with coworkers.

Anyway, more ideas would be welcome.
I have a  bit of central vision but cannot see standard print. I'm thinking
maybe different colors of file folders would assist me in organization.

My daughter worked for a place that used the color system with their files, 
starting with the A group being one color, then the e through H group 
another color, the I through N being a third color.  The dividing lines were 
the vowels, so that system only had to use five colors.

Thanks.
Ashley
-----Original Message----- 
From: Judy Jones via nabop
Sent: Wednesday, May 06, 2015 9:54 PM
To: National Association of Blind Office Professionals
Cc: Judy Jones
Subject: Re: [nabop] Advice on performing general office tasks

Hello, Min,

Part of my job is that of being an administrative assistant.   The most
important thing I do is to use a Perkins brailler to braille on the bottom
of any paper that comes across my desk, since I am responsible for all
office communications and ordering, filing, billing etc.  One of my
colleagues in Lewiston said it, every hard-copy the office deals with lands
on our desks, and we make the final decision what happens to that paper and
where it goes and how quickly.

I use a typewriter to address envelopes, make individual labels as needed,
write sticky-notes to colleagues, and fill in occasional text on a hard-copy
document.  I use an Optacon to help with this, about the Optacon in a
minute.

Most definitely I use a computer with Jaws that is totally accessible with
the work sites.  I could use the computer to print labels, but is time
consuming for the individual label.  I also use the typewriter to write
deposit slips, since I am in charge of our supplies store.  I had a reader
for the first month on the job to help me get set up in the office and
store, and she helped me map out how many lines down from the top, spaces
from the left, backspaces from the right, lines down, etc.

I have a scanner with OpenBook, plus I use Epson Scan to create image docs
for colleagues if they are needed.  Our agency is not yet scanning directly
into any online database yet, but are getting there.

Now for the Optacon.  It is a piece of older technology that is still around
that allows the blind person to directly read printed material through use
of a hand camera and a display that raises the print letter.  As you scan
the camera across the page, you can read what is on that page.  It will
tackle things that a camera and app can't touch.  If I need to sign my name,
I mark the signature line with a stylus dot, make a crease straight on the
line, and know where to sign or use my signature stamp.  I also make this
crease so I know where to fill out with typewriter when I need to.

I use the Optacon for spot-checking and disseminating mail, paying bills,
proofing layout of a newly created document, and sometimes have used it on
my computer screen when Jaws hasn't been working properly.  If it were not
for the Optacon, I would be needing reader hours.  I can even read cursive
as long as it is neat and not over anything else on the document.

I have my own case load but manage a second case load as well, and all those
files have braille labels on the back of each folder tab.

The first thing I would say is that braille skills are essential!  I could
find ways of doing the job if I didn't know braille, but my productivity
would be way down.  It has been said that although 70% of blind people are
unemployed, approximately 90% of those employed use braille.  Those stats
speak for themselves.

You must also have good written and communication skills.

About scanning.  You will want to investigate whether or not the office uses
image scanning, or if their system will be accessible to you.  As you need
to scan in, you will also more than likely be needing to retrieve documents
as well.

You will also want to make sure your screen reader interfaces properly with
their system.

One part of the issue is having the skills to do the job.  The other part is
having the systems and software in place that will allow you to do the job.
One thing that can help is job trading.  For instance, if there is a certain
task that is not accessible to you, maybe you can take on someone elses work
that is accessible, freeing them up to do your inaccessible task.

My productivity equals that of my sighted counterparts, and this is what you
will want to strive for.

Let me know if you have any further questions, and best wishes.

Judy

-----Original Message----- 
From: minh ha via nabop
Sent: Tuesday, May 5, 2015 10:12 PM
To: nabop at nfbnet.org
Cc: minh ha
Subject: [nabop] Advice on performing general office tasks

Hello everyone,

I hope you are all doing well. I subscribed to this list in order to
get some tips and tricks on how you all perform office tasks as a
totally blind person. A little bit about me: I am currently a junior
at Boston College double majoring in Applied Psychology and Sociology.
I am also from the Central Massachusetts area. I have an interview for
an administrative assistant position in my university's Corporate and
Foundations Relations office coming up this week and I want to be
prepared to answer questions they might have regarding how I can
perform the outlined tasks. I've pasted the job description below:

And a basic job description for our position is: Provide
administrative support to the Corporate and Foundation Relations team
in University Advancement.
Responsibilities will include updating alumni database; uploading and
indexing electronic filing system; scanning and copying; online
research/projects;
monitoring and reporting on CFR twitter account; working with
Development Assistants for data reports and clean-up; conducting
on-campus errands, proofreading documents,
and other general office projects. The position is 15 hours a week.

Most of the tasks described I can do with ease, but stuff like
scanning, copying, indexing electronic files and general office tasks,
I've never had any experience with. If I could get some suggestions on
how you all go about doing these jobs, I would greatly appreciate it.

Best,
Minh


-- 
Minh Ha
Boston College | Lynch School of Education '16
minh.ha927 at gmail.com

"All men dream, but not equally. Those who dream by night in the dusty
recesses of their minds, wake in the day to find that it was vanity:
but the dreamers of the day are dangerous men, for they may act on
their dreams with open eyes, to make them possible." T. E. Lawrence

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