[nabop] Advice on performing general office tasks

[minh ha]

Hello ladies,

Wow, thank you so much for all the great suggestions! I brain stormed
a lot of these ideas on my own as well, but it's good for me to hear
how they are actually implemented in the workplace. I had my interview
today and it went incredibly well; it's down to me and another
student, so keep your fingers crossed that I get it. The interviewers
didn't specifically ask how I could accomplish these tasks, but I
volunteered that I use a screen reader so the biggest accommodation
they would have to provide is installing Jaws on one of their
computers. They were very open to the idea.

I am a braille user and I couldn't imagine how I could even try to do
some of the duties outlined if I didn't know how to read it. I'm
fascinated by the opticon; I had vision up until the age of seven so I
know what print letters look like. I would love to get my hands on one
of these devices and see it in action for myself. I work pretty
closely with the Mass. Commission for the Blind, and if I need any
equipment for the job, they will provide them for me. I already have a
laptop with Jaws, braille note apex, scanner with kurzweil 1000 and a
victor reader stream for recording.

Again, thank you a lot for the feedback. I will update on the status
of my application.

Cheers,
Minh

On 5/7/15, Judy Jones via nabop <nabop at nfbnet.org> wrote:
> 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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-- 
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