Category Archives: Fellowes

How Long Should You Stand at a Standing Desk?

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standing desk usage

You’re already aware of the benefits that a standing desk can offer. Your question now is, how should you use it?

How long you should stand is open for debate. However, some ergonomic and health experts generally agree on 20-minute intervals. Briefly standing for 5-20 minutes every hour causes muscle contractions in your back and legs. These contractions stimulate enzyme production that breaks down the fat in your bloodstream.  Starting out you may find that standing that period of time may be tiring. Listen to your body and sit down as needed.

Using Your Standing Desk For Fitness

Developing a routine around standing and sitting is one way to help improve your standing stamina. Start out standing for five-minute intervals, if that is all you can take. Then gradually increase the length of time standing. Having the right equipment helps transitioning from sitting to standing and back again much easier. Your standing desk should effortlessly rise and fall to accommodate changing positions without you having to strain.  Setting an egg timer to help you regulate your sitting and standing sessions is also helpful for developing a disciplined regimen.

standing desk fitness

Get a Sit-Stand Desk with Smooth Lift Technology for effortless transitioning.

Learning How to Sit

Learning how to sit properly, once you sit, is also an important part of a sit-stand regimen. Slumping forward, also know as “vulture neck” can put a strain on neck and back muscles and cause pain. Poorly positioning your legs and feet under your desk can also lead to painful cramping.

When sitting, be sure to sit up straight (your mother was right after all). Keep your shoulders back and balance your body weight so it is evenly distributed on both your hips. In other words, be aware if you are unconsciously leaning to one side in your office chair and make the correction. For additional support, you can add an ergonomic backrest to your chair. Lumbar backrests maintain the normal curves in your back while sitting and help train your body on proper posture.  For your legs, be sure to bend your knees at a right angle, with feet flat on the floor. You can also invest in a footrest to offer additional support.

Why MSD’s are Costing Companies Billions in Worker’s Comp

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Neck pain

While safety and health managers do their best to eliminate accident risks in the workplace, from minimizing the potential for falls and other mishaps, the less conspicuous costs incurred from MDS’s, or muscular-skeletal disorders, are causing a significant impact—and employees may not even realize it. Many workers may assume that pains in their shoulder, wrists, neck, back and elbows may be “part of the job” until the increasing severity of these conditions leads to debilitating results. According to the Occupational Safety and Health Administration, OSHA,  MDS’s account for more $15 billion a year in worker’s compensation costs.

Training Managers to Become Ergonomic Watchdogs

Identifying pending MSD situations, even when an employee isn’t complaining, can avoid costly consequences for the business and painful consequences for the employee.  Look out for these red flags:

  • Employees holding their backs or straining when they get up out of their office chairs
  • Employees stopping work to massage or shake their wrists
  •  Employees rubbing their neck or shoulders frequently
  • Look for vulture neck-the drooping of the head and neck forward due to improper monitor height

Recommended Solutions to MSD’s

Ergonomic office chair back rests are specifically designed for use with desk chairs and provide the added support to the lumbar, minimizing back strain.

Wrist supports position the hands properly and protect the wrists to prevent strain from repetitive motions like mousing.

Ergonomic keyboard trays position the arms and wrists at the proper angle and distance to prevent strain from the repetitious actions from daily typing.

Monitor risers elevate the computer screen to the proper height to prevent “vulture neck.”  Vulture neck may eventually lead to chronic neck and shoulder pain.

Get more information on implementing ergonomic practices that reduce MSD’s and keep employees happy and your office productive.  Workplace Well-Being Guidelines.

Adding a Sit-Stand Desk to Your Home Office

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home office sit stand desk

The daily office grind, doesn’t change if you are managing a small business out of your home or working full-time from a home office. Much like a desk job in a corporate setting, sitting down all day can compromise your health.  In fact, as Marc Hamilton a physiologist and professor at the Pennington Biomedical Research Center in Baton Rouge, La. indicates: “a man who sits 60 hours at a desk job but still works out for 45 minutes a day five times a week still has a sedentary lifestyle.”

Making the Change to a Sit Stand Workstation

Sit-stand desks are a healthy option to the traditional workstation in that regular standing and sitting throughout the day provides the flexibility and movement that can encourage calorie burn and minimize the weight gain that comes with a excessive sitting, and the great benefit of having one in your home office is that you don’t need to make a request to HR. Newer sit stand designs come fully assembled so they are easy to set up. Most importantly new Smooth Lift Technology makes it easier to transition from sitting and standing and back again throughout the day.

Customizing Your Home Office with Sit-Stand Workstations

Personalizing your home office to fit you is one of the great benefits of working from home.  Select a Sit-Stand that has full adjustability. The Lotus Sit-Stand features 22 different height settings and 17″ of vertical adjustment so that you can position your workstation for personal comfort.

So Many Computer Cords to Manage!

The high-tech nature of the modern home office may mean tangles of computer cables. Choose a sit-stand with cable management options so your home office looks uncluttered. The Lotus also features a device charging slot which allows your entire workspace to move freely with you-no cable strain or tangles.

Working with More Than One Monitor

If your home office profession requires multiple monitors, you will need to find a sit-stand workstation that accommodates that need. The Lotus offers the option of a dual monitor arm kit that transforms your sit-stand into a multi-screen workstation-perfect for programmers!

Learn more about Lotus Sit-Stand Desks.

 

Getting Productive at Work Without Late Hours

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Taking on more hours at work may not be the best path to productivity. As a manager or business owner, expecting staff to stay late may be negatively impacting morale, as 72% of employees believe that more hours doesn’t necessarily mean greater productivity. And they are right.

Research that examined the relationship between hours worked and productivity found that employee output falls sharply after a 50-hour workweek, dramatically decreases after 55 hours—so much so that someone who puts in 70 hours produces nothing more with those extra 15 hours, according to a study published by John Pencavel of Stanford University. In addition, extra hours led to increased absenteeism and employee turnover. Yet the “working more” myth still prevails as nearly half of U.S. workers say they routinely put in more than 50 hours on the job each week, often without overtime pay.

Improving Productivity from Nine-Five

An efficient, productive work day is actually easier to achieve than most think and offers the remarkable benefits of an improved work-life balance. Here are some tips:

Better Time Management

Making the most of the time you have at work is one of the simplest ways to be more productive. For example, the average employee spends approximately 15 minutes each day shredding documents. Employers can help reduce the amount of time spent performing this task by incorporating automatic shredders into the office. These machines automatically shred documents and do not require a staffer to hand-feed papers, thus reducing the number of minutes needed to complete the task. The time saved can now be allocated to other work-related tasks. Learn more about what you can do with 15 minutes at work.

Set Personal Breaks

Taking scheduled breaks can actually help improve concentration. Short rests to stretch or take a quick walk, or even a deep breath during long tasks helps you to maintain a constant level of performance.

Set Personal Deadlines

Rather than relying on a project deadline to gauge your time during the work day, set your own self-imposed deadline. You may be surprised how productive you become when you determine your own limits, and you will feel good you finished projects sooner.

Set Performance Intervals for Your Work Day

Researchers have found that elite performers (athletes, chess players, musicians, etc.) who work in intervals of no more than 90 minutes are more productive than those who work 90 minutes-plus. By scheduling your day around 90- minute time slots you may find that you have completed a lot more by the end of the day, and without feeling exhausted or stressed at quitting time.

A combination of personal focus and time management can eliminate those long hours at the office and improve your productivity. You will certainly enjoy the time away from work as well so you are recharged and fresh for work in the morning.

Seven Productive Tasks You Can Perform in 15 Minutes

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15 minute productivity tips

Given the opportunity, many of us will focus on major projects and put aside the minor tasks. Eventually, these smaller “to-dos” become “must-dos” that cut into our time better spent on the big picture assignments. With 15 minutes to spare, here are everyday tasks you can easily complete. But how can you get that precious 15 minutes?

 Your 15 Minute Office Hack

The average office worker spends about 15 minutes a day shredding. Using an automatic shredder, which does the shredding for you hands-free, you can get lots done.

Respond to email-Answer those emails that have been lingering in your in-box.

Organize your desk-It only takes a few minutes to transform a desktop nightmare into an organized work space.

Send a thank you email to someone-It’s not an email that requires your immediate attention, but a courteous gesture that you now have time to do!

Update your calendar-Things change, which means so does your calendar. Make sure cancelled meetings are removed, which can make time for other tasks.

Organize your computer files-Your computer desktop can becomes as cluttered as your real desktop. Take fifteen to organize folders and word docs so you are not staring at a wall of square icons.

Review your voicemail-If that red dot of unanswered calls is staring at you, your fifteen minutes is the perfect time to delete unwanted messages and return calls.

Take a break-15 minute breaks actually improve productivity. While your automatic shredder is shredding away, you can take a few minutes to stretch, breathe and simply meditate.

Learn more about  productivity in the workplace with this infographic

Do You Know Paper Shredder Security Levels?

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shredder security

When selecting a new paper shredder, think about your identity theft prevention needs and how it applies to shredding. A shredder cut size can range from strips to infinitesimal particles. Choose from one of these four levels of shredding security.

 

Strip-Cut Shredders-Security level P-2

If you only shred junk mail or are shredding just to declutter your home office, a simple strip-cut shredder is useful. A strip-cut machine reduces documents to 7/32″ strips of paper.

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Cross-Cut Shredders-Security Level 3-4

Cross-cut shredders are the first choice among most small offices and homes for destroying confidential information. Cross-cuts reduce documents to 5/32″ x 1-1/2″ particles, roughly 397 particles per sheet of paper, making them practically impossible to reassemble.

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Micro-Cut Shredders-Security Level P-5

Micro-cut shredders are growing in popularity, especially after former con man and security expert Frank Abnagle indicated that he “shreds everything with a micro-cut.” Micro-cuts are the highest level of document destruction, meeting many federal guidelines for shredding, literally turning documents to dust and leaving behind 5/64″ x 5/16″ particles in your shredder bin—that’s 3,770 particles per sheet! If you manage confidential documents including financial papers or documents containing personal information like social security numbers, than the micro-cut is the best choice for your business.

micro cut shredder

 

Government Approved Shredders-Security Level P-7

The government isn’t satisfied with micro-cut. When it comes to classified and top secret documents, government agencies use high-security shredders, transforming paper into 1/32″ x3/16″ particles. If you are looking for absolute peace of mind when it comes to shredding, selecting a government shredder ensures nothing will be left behind to piece back together.

The Risks of the Ready-to-Shred Slush Pile

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shredder slush pile

Many busy offices may not shred daily. In fact, Fellowes consumer research shows that as much 30% of offices still shred only a few times a week rather than everyday, which means confidential documents are accumulating in a ready-to-shred slush pile. When you consider that 43% of data losses were directly accountable to internal factors, ranging from disgruntled employees to corporate spies, the unattended slush pile becomes an overlooked risk.

Slush Pile Solutions

An office of any size can still manage a daily shredding policy without compromising productivity. Using an automatic shredder, makes the process easy.

Automatic shredders can handle loads of shredding all at once hands-free, eliminating the need for hand-feeding documents into the machine. This is the most common cause of the slush pile, as papers are typically set aside for a time when an office employee can handle a large shredding task.

Some models of automatic shredders feature scheduled shredding options, allowing automatic shredding to be done after business hours on a daily basis. Piles of confidential documents left exposed overnight are vulnerable to identity thieves who often take jobs with cleaning crews for the very purpose of gaining access to these documents.

Automatic Shredding-Not Just for the Big Corporate Office

Add automatic shredders to a small business as well. With the 130C  automatic shredder, small offices can also improve productivity and eliminate the risk of the ready-to-shred slush pile.

Why Accountants Need To Review Their Shredder Policy During Tax Season

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shredding during tax season

Digital identity theft is the primary concern for most business professionals, including accountants. Yet during tax time, strategic dumpster diving is a common technique used by identity thieves. Focused on dumpsters behind office buildings where accountants and tax preparers conduct business, identity thieves rely on the hectic busy season to create lapses in document-based identity theft prevention.

Shredding Policy Basics

  1. Ensure all employees know what documents must be shredded. Create a list of key documents as reference for all employees.
  2. Shred all documents during working hours. Avoid leaving slush piles of paper to shred while not in the office. Cleaning crews may accidentally toss these papers if they appear as trash.
  3. Ensure shredder bins are emptied regularly. When employees are busy, full shredder bins often lead to documents being set aside to be shredded later, only to be discarded as regular trash.

Choosing a Shredder for an Accounting Office

Select a paper shredder that accommodates the size of the office.  Large, commercial shredders are ideal for any size shared office as they require less frequent emptying. Small office shredders placed by employee desks work well too. Automatic shredding is the latest in shredder technology and allows documents to be safely destroyed even after office hours with computerized settings. Learn more about Automatic Shredding

Make sure to use cross-cut shredders. Strip cut shredders are okay for households, but do not provide adequate document destruction for businesses. Cross-cut shredders grind documents into 5/32” x 1-1/2” cross-cut particles.(Security Level P-4).  For greater peace of mind, consider a micro-cut shredder.

Learn more about shredding security levels

Lax  Tax Document Destruction in the News

 

How Tax Preparers Add Extra Security During Tax Time

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privacy filter for tax preparers

 

With tax time comes the increased risk of identity theft. Many accountants and tax preparers ramp up their digital security with malware protection, encryption and high security networks. Yet often visual security is overlooked. The tactic of gleaning information from computer screens in a glance is one of many used by the modern hacker.  A privacy filter is the best way to thwart this information hunting expedition.

Why Privacy Filters Are Not Used

In many instances, workers complaint that privacy filters are inconvenient. After all, sometimes it is necessary to show your screen to a coworker and the privacy screen has to be removed and put back on. For this reason, Fellowes created the PrivaScreen Filter with Quick Reveal Tabs, making the screen easier to attach and remove as needed.

Learn more about PrivaScreen:

Financial Professionals at Risk

Accountants in corporate offices are especially vulnerable. Feeling secure in their department, they lower their guard, reviewing sensitive information on their screens at computers that are within visual range of office traffic areas. And the larger the office the better, as unidentified workers from different departments, mailroom workers and building maintenance can wander through without suspicion. Many IT professionals recommend the use of blackout privacy filters on computer screens company wide. Blackout screens conceal visual content when viewed from side angles, while keeping the straight on views completely clear.

Many independent tax preparers, not having the traffic concerns of a busy corporate office are vulnerable as well. With a storefront office and a steady stream of clients during tax time, a quick glimpse at a screen may go unnoticed. Maintaining security with a privacy screen is a simple and effective measure that minimizes the risk for freelance preparers who can’t afford the liability.

Use the Perfect Fit Selector Tool to find the right size to fit your computer screen.

 

Twelve Flexible File Storage Categories for Your Small Business

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Categories for File Organization

Records storage may seem an incidental part of your small business operation. But flexibility in records management plays an important role in the scale of your business.  Just think of the smaller space of your offices and how a sudden surge in business means more paper records and the need to fill up your limited space with bulky filing cabinets. File boxes offer a more flexible option, as they can be stacked, stored and transported quickly and easily as your business needs change. Providing a box for each category of your business paperwork also creates a self-contained and highly organized file that can moved to a back office or to off-site storage with ease.

Here are twelve box categories to keep your business nimbly organized.

Accounting

Create and fill this box with sales and expense info including balance sheets and cash flow statements.

Banking

This box contains cancelled checks, bank statements, deposit slips and loan documents

Contracts

Keep all of your business contracts in this box including those for equipment leases and purchase agreements. You may also include work-for-hire contacts joint venture agreements.

Corporate Documents

If your business is incorporated you will need a box for articles of incorporation, bylaws and shareholder records such as minutes and consents.

Business Forms

This box is specially essential for accountants and attorneys who use standards forms daily. You may want to include sales agreements, tax forms, purchase order forms and employee applications here.

IPO

If you work with intellectual property, even on a small scale, you need to stay organized. A box containing trademark applications, patents,  licenses and non-disclosure agreements go in this file.

Marketing and Advertising

If you are promoting your business, you will need to keep records of your marketing brochures, past ads for print and web, press releases and other materials.  You may need to refer back to this file as you continue to market your company to see what produced the best ROI.

Permits and Licenses

The documentation to operate your business needs its own file. Use this box to keep operating permits, business licenses and other documents that you may need quick and easy access to for legal verification.