AHH Flashcards
What are the roles of an adminstrative assistant? (8)
- carries out routine tasks delegated by the senior admin assistant
- enters/updates business data into a database or spreadsheet
- maintains documents and files
- assists with scheduling meetings
- sends emails to colleagues
- prepares documentation for meetings
- greets and directs visitors
- deals with answering incoming calls
Skills for time and task management? (4)
Planning, delegating, organising, directing and controlling
Why is planning a required skill for time management?
- important to plan ahead
- create a to-do list, priorities list, or action plan as they help to identify individual tasks and the order they need to be done
What is a to do list?
- a list of all tasks that need to be carried out over a period of time
- everything you have to do in order
- makes everything more manageable
- helps you feel organised and focused
What is an action plan?
A document that lists what steps must be taken in order to achieve a specific target or goal
- allows you to clearly identify what resources are required and the timescale needed to complete the tasks
uses SMART targets
What are the SMART targets?
Specific - exactly what has to be done
Measurable - how much has to be done - know when it has been achieved
Attainable - acceptable to all
Realistic - within your capability and have resources
Time-based - has a start and end date
What is a priorities list?
a list showing what is urgent and what is important
to create one:
- collect a list of tasks
- identify what is urgent and what is important
- assess value
- order tasks by estimated effort
- be flexible and adaptable
- be realistic and know when to cut tasks
Why is delegating a required skill for time management?
once all tasks are clearly shown in an action plan or to-do list the senior admin assistant may want to hand off some of these to lower level staff
- can ensure deadlines are met - is important to be aware of the level of control needed over a task - failure to delegate can lead to poor quality work, stress and low morale
Why is organising a required skill for time management?
can mean less stress in the work place - as you are thinking about what has to be done and when
keeping tidy helps with being organised - easier to stay on top of things -
Why are directing and controlling a required skill for time management?
controlling and monitoring work and workflow can be achieved by setting targets for individual members of staff and the organisation as a whole - targets/goals can be easily measured against work achieved - could be done by updating and reviewing action plans and to-do lists regularly
What is personal development planning?
This is where an employee sets their own targets for future skills development. These targets would match with those of the organisation/department. - Having a personal development plan helps you make sure your knowledge, skills and abilities are constantly upgraded.
What is a gantt chart?
A gantt chart shows tasks or events displayed against a time limit - consists of a list of tasks to be done and along the top is a suitable timescale
allows you to see - what the tasks are, when each task begins and ends, how long, where tasks overlap and by how much, the start and end date of the whole project - at a glance
How to deal with changes in priorities?
set aside time each day to deal with unexpected issues - if nothing develops you will have the benefit of extra time to complete other work
How to monitor and evaluate progress through: reviewing meetings?
A manager can carry out periodic checks on progress by meeting with the members of staff on a regular basis to ensure progress is being made as scheduled and can offer support and advice when required
How to monitor and evaluate progress through: a buddy system?
Buddy systems where an employee is paired with a more experienced employee at the same level who can
provide guidance and advice.
