Chapter 4 - Planning Work and Time

Question 1

Good planning can

Answer 1

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.

Question 2

For supervisors, planning means determining

Answer 2

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.

Question 3

Planning also means

Answer 3

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.

Question 4

Five steps for planning work

Answer 4

State goals
Streamline the work
List objectives, tasks, and activities
Schedule resources
Check on progress

Question 5

Goal statements should be SMART

Answer 5

Specific 
Measurable
Attainable
Results based
Time bound

Question 6

To check on progress, ask

Answer 6

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?

Question 7

A good procedures manual

Answer 7

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.

Question 8

Project management

Answer 8

Involves a series of complex tasks
Is bounded by time and by resources
Has a clearly defined outcome.

Question 9

Five tasks in project management

Answer 9

Initiating
Planning
Executing 
Controlling
Closing

Question 10

Step 1: Initiating a project involves

Answer 10

Writing project goals

Developing the statement of work (SOW).

Question 11

Step 2: Planning a project involves

Answer 11

Refining the project scope
Selecting team members
Developing a list of tasks and activities
Determining the sequence of these tasks and activities.

Question 12

A work breakdown structure (WBS)

Answer 12

divides the project into smaller parts.

Question 13

Typically, a WBS shows

Answer 13

Overall project goals
Project milestones
Details on activities, resources, and assignments.

Question 14

Step 3: Executing a project involves

Answer 14

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.

Question 15

Step 4: Controlling a project involves

Answer 15

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.

Question 16

Step 5: Closing a project involves

Answer 16

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.

Question 17

Most supervisors spend only ___ percent of their time on the activities that produce ___ percent of the results.

Answer 17

20

80

Question 18

Improving time management

Answer 18

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.

Question 19

Time-saving tips

Answer 19

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.