may   reveal   that   the   individual   needs   some guidance  in  organizing  the  work.  On  the  other hand,  the  work  load  of  another  individual  may have  gradually  increased  to  the  point  that  present duties are completely out of line with the original assignment. In such cases, the work assignments must  be  reviewed  and  adjusted  to  ensure  equity  of assignments and the timely completion of the work. As office manager, the RPC or RP1 may have an opportunity to help arrange the office. When planning  and  carrying  out  the  layout  of  the office,  the  manager  must  be  concerned  with  the work  flow  and  personnel  as  well  as  the  office equipment.  Personnel  and  equipment  should  be arranged in the office in the manner that permits the  following  advantages: l l l l l l l Effective  supervision Adjacent  location  of  personnel  perform- ing  similar  functions Location of personnel who have the most frequent visitors near entrances and ser- vice areas Maximum comfort for both staff members and visitors Easy access to files, duplicating equipment, and  communications  equipment Good  lighting  and  ventilation Clear passages Additionally,  it  is  important  to  remember  that the appearance of the office reflects the caliber of work  being  accomplished  by  the  office  force;  there- fore, the following practices should be employed: l l l l Office  spaces  should  present  a  neat  and uncluttered  appearance. Personal  belongings,  such  as  articles  of clothing,   stereo   tapes,   and   paperback books,  should  be  stored  in  closet  spaces out  of  sight. Desks should be kept free of excess papers or  supplies. File baskets should be well organized and emptied  frequently. located so that the entire office is in full view. This will  enable  the  manager  to  be  aware  of  what  is going   on   in   the   office   at   all   times   without interrupting  the  work  in  progress. The  office  of  the  chaplain  should  be  readily accessible to people who seek help or information from this source. Placing the desk of the leading RP  or  assistant  supervisor  near  the  entrance  to the  office  can  provide  support  in  this  area. If there are two office spaces, the RP manager should  consider  locating  assigned  personnel  in  one room and the supplies, duplicating machine, and other frequently used equipment in the other. This arrangement will eliminate the need to call back and forth between offices and will make supervi- sion   easier.    Another   advantage   of   such   an arrangement  is  that  noisy  jobs,  such  as  dupli- cating, will not disturb the regular office routine. Office arrangement is an area in which there is  often  room  for  improvement.  It  may  be apparent  from  even  casual  observation  that  an office has been laid out with little regard for the tasks  to  be  performed.  One  room  may  be  over- crowded, while in another, space is being wasted. Good  planning  will  result  in  efficient  use  of space  and  manpower.  Therefore,  a  great  deal  of attention  must  be  given  to  the  mission  of  the office, the work flow, and the duties of personnel when office arrangement is being planned. If the office of the chaplain is not functioning properly, a  relocation  of  personnel  and  equipment  could improve  the  overall  operation. Time The  one  basic  management  resource  that  is perishable and can never be replaced is time. In order   to   manage   time   effectively,   an   office manager  must  do  a  great  deal  of  planning. Effective management of time involves establish- ing  priorities,  delegating  work  properly,  clearly defining individual jobs, and ensuring that good working conditions and equipment are provided. Two  tools  that  are  effective  in  the  management of time are wise planning and the proper assign- ment  of  priorities. PLANNING.—  The question is often asked, “Why  is  there  never  enough  time  to  do  the  job right but always enough time to do it over?” No one  knows  who  first  asked  this  question,  but  it is  one  worth  considering.  The  time  and  effort devoted to planning will pay large dividends later in  terms  of  time  and  effort  saved. To  plan  properly,  a  person  must  first  have accurate information about both the present and past working systems. When a new assignment is undertaken,   the   person   often   makes   changes before  understanding  how  the  current  system If   possible,   the   manager’s   desk   should   be 3-3