[nabop] Advice on performing general office tasks

[Judy Jones]

Of course, you could always have Jaws on a thumb drive.

----- Original Message -----
From: minh ha via nabop <nabop at nfbnet.org>
To:  nabop at nfbnet.org
CC: minh.ha927 at gmail.com
Date: Thursday, May 7, 2015 9:15 pm
Subject: Re: [nabop] Advice on performing general office tasks

>
>
> 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 CFRIEND 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 #'after
> 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 #'after
> 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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> 

Judy
(Sent From My Braille U2 Mini)