1.1 Task Management Methods

Question 1

Delegation

Answer 1

-assigning work to employees
Allows employees to build on their experience/skills on the job
Allows employees to feel empowered
Freeing up time for the manager to work on urgent tasks

Question 2

Setting SMART targets

Answer 2

S- specific, states exactly what has to be done
M- measurable, includes a form of measuring the target, often a quantity or value
A- agreed, discussed and improved by line manager and team members
R- realistic, challenging but achievable, resources should be considered
T- timed, include a deadline to work towards

Question 3

E-diary

Answer 3

Access other people’s diaries to check appointments
Avoid double booking as an automatic warning is given
Regular appointments can be scheduled for automatic reminders
Set up an address book or priorities/task list online
Using search tools
Can access e-diary remotely ie. smartphone
Password protection improves security
Often linked to email for improved communication
Invite multiple people quickly using mailing lists

Question 4

Gantt charts

Answer 4

-Allows managers to plan and chart progress visually
-Tasks are broken down into chucks and given time frames to compare the proposed time taken with the actual time
-Gantt charts compare work planned against work completed using a timeline=used to ensure work is completed on schedule

Question 5

To do lists (priority lists)

Answer 5

-tasks which need to be completed in list order
-should be created at the end of everyday
Each task on the list can be marked as:
High= urgent
Medium=should be done
Low= could be done

Question 6

Action plan

Answer 6

Action plan is prepared when a longer term project needs to be planned
-Lists the tasks in order which they will be done
-Gives an estimate/actual time each task will take
-States who will complete the tasks
-Contains notes to give extra details on tasks

Question 7

Monitoring targets

Answer 7

Once a target is set it is important to monitor progress to ensure they will be achieved effectively and on time
- regular supervision by a team leader
- buddy systems (paired working)
-mentoring systems (senior advisor)
-double checking work once completed (quality control)
-sample checks of work throughout (quality assurance)
-regular meetings

Question 8

Personal development plan (PDP)

Answer 8

This is used by an individual to formally record strengths and areas for development

-once the weakness has been identified a target is set, which involves the method going to be taken to improve and a time limit as to when this will be done

• A PDP is often used in a staff appraisal and is considered when putting staff on training

Question 9

Changing priorities

Answer 9

-priorities may change at short notice when unforeseen circumstances arise,
For example;

Staff absence
Technical issues
Goals change
Financial situation changes
Client changes their mind

Question 10

Evaluating progress

Answer 10

In addition to the personal development plan (PDP), employees should discuss the following with their line manager;

• Were the targets SMART and understood
  -Did any unforeseen circumstances arise that caused the work to fall behind schedule
• Did the actions of others whom you were dependent upon hold up the work
  -Was the work plan structured correctly or did additional tasks occur after the job started
  -Did the task extend beyond your capabilities and experience
  -Did your line manager support you when undertaking the task