Chapter 4 - Planning Work and Time Flashcards
Good planning can
Help you stay on top of things
Give you time to do those things you must do and want to do
Help produce better results
Reduce stress.
For supervisors, planning means determining
What needs to be done
The order of the tasks
When the work must be completed
What support will be needed to complete it
Who will do the work
What the expected quality of the results will be.
Planning also means
Scheduling your time and the time of your employees
Scheduling the use of equipment, materials, and any other resources needed to get the job done.
Five steps for planning work
State goals Streamline the work List objectives, tasks, and activities Schedule resources Check on progress
Goal statements should be SMART
Specific Measurable Attainable Results based Time bound
To check on progress, ask
Are we on schedule?
Is the work being done correctly?
Are the quality and service level as expected?
Can we improve on our processes for next time?
Could any part of the operation be improved by teaching new skills?
A good procedures manual
Identifies the goals and standards that have been established for specific jobs
Breaks down work processes into tasks and activities, and presents those tasks and activities in the order in which they are to be performed
Outlines the steps necessary to perform a given job productively and safely.
Project management
Involves a series of complex tasks
Is bounded by time and by resources
Has a clearly defined outcome.
Five tasks in project management
Initiating Planning Executing Controlling Closing
Step 1: Initiating a project involves
Writing project goals
Developing the statement of work (SOW).
Step 2: Planning a project involves
Refining the project scope
Selecting team members
Developing a list of tasks and activities
Determining the sequence of these tasks and activities.
A work breakdown structure (WBS)
divides the project into smaller parts.
Typically, a WBS shows
Overall project goals
Project milestones
Details on activities, resources, and assignments.
Step 3: Executing a project involves
Scheduling and coordinating the use of resources
Meeting regularly with team members
Obtaining any special talent the project may require
Issuing regular and complete updates to stakeholders
Delegating tasks.
Step 4: Controlling a project involves
Watching over the project Monitoring any deviations from the original plan Taking corrective action when necessary Evaluating project and schedule changes Resolving problems that occur.
Step 5: Closing a project involves
Shutting down operations
Disbanding the team
Writing the final project report (if any)
Determining whether intended outcomes were achieved
Evaluating what was learned from the project process.
Most supervisors spend only ___ percent of their time on the activities that produce ___ percent of the results.
20
80
Improving time management
Concentrate on doing those things that help your team reach goals.
Identify your top priority and tackle that first.
Break large projects into smaller parts.
Keep a log for one week to see how you are using our time.
Time-saving tips
Jot down the main points you want to discuss before you make a phone call.
Be friendly on the phone, but businesslike.
To avoid playing “phone tag,” make phone appointments.
Visit employees where they are working.
Schedule a block of time for employees to drop by with questions or concerns.
Include time in your schedule for unexpected interruptions.
Use a day planner or PDA.
Delegate effectively.
