Effective time and task management

Question 1

Time and task management

Answer 1

The ability to manage time and tasks is essential in an administrative role. A senior administrator will be required to work to deadlines and to ensure that others achieve targets and deadlines set. To be effective, they must be able to coordinate and prioritise their work and manage their time efficiently.

Question 2

Skills Required for Effective Time and Task Management

Answer 2

planning - identifying the goals or objectives to be achieved, the strategies to achieve them, and the actions required.
organising - identifying and co-ordinating tasks that need to be carried out and the resources required.
prioritising - judging the relative important of tasks and deciding which are important and which are less important.
delegating - allocating work or tasks to other colleagues
controlling - tackling tasks systematically and in order of priority.
evaluating - being able to look at systems and processes, identify the causes of problems and seek improvement.

Question 3

Setting targets

Answer 3

Targets can be set for individuals, departments or teams, and for the whole organisation. Target setting is important because it helps ensure that everyone in the organisation is working towards the same goal or aim. Targets can also help to motivate employees and job satisfaction increases when targets are achieved.

Question 4

SMART:

Answer 4

specific - the target should be clearly expressed and state exactly what is required.
measurable - the target should be able to be measured in some way.
agreed - the target should be discusses and agreed between the employee and their line manager.
realistic - the target should be able to be achieved but it should also be challenging.
timed - the target should have a clear time for completion.

Question 5

tools that can help plan, monitor and evaluate progress towards targets

Answer 5

Personal development plan
Action plan
Priorities list
Gantt chart
E-diaries

Question 6

Personal Development Plan

Answer 6

This is a document that allows employees to formally record areas of strengths and areas for training and development. Employees should discuss the plan with their line manager on a regular basis and it can form the basis of an annual review or appraisal. A PDP also allows the employee to:

Review and discuss progress towards targets and achievements.
Identify strengths as well as aspects of the job where further development or training is required.
Identify training needs.
Identify skills that can be shared with other employees.
Discuss career progression and possible promotion through training and development.
Gain valuable feedback from managers on their performance and targets for the future.

Question 7

Action Plan

Answer 7

An Action Plan can be used when a large or longer-term project or activity is undertaken. It may include:

The tasks or activities and the order in which they should be completed.
The planned time or deadline for each task or activity.
Additional notes or details on each task or activity.

Question 8

Priorities List

Answer 8

The ability to prioritise is an important skill of time and task management. A priorities list sets out the tasks and activities that need to be completed and then attaches a priority to each one: high, medium, or low.

High priority tasks should be tackled first to ensure that the most important tasks, or those with shorter deadlines, will be completed in good time. Less urgent or less important tasks will be medium or low priority, and these can be tackled later.

Priority lists can be used on their own or together with an action plan, for example, prioritising the various tasks needed to complete the action plan.

Question 9

Gantt Charts

Answer 9

A Gantt Chart is used to plot actions on a timeline and provides a visual reminder of what actions are to be completed and by when. For example:

Key events on the chart are called milestones.
Each task or item of work is represented by a coloured bar on the chart which indicates the start date and end date.
Allows managers and individuals to quickly identify tasks/projects which are behind scheduled deadlines.
Chart highlights times where an employee’s workload may increase or decrease, or where overlapping activities may conflict.
Shows where there is space to take on other tasks or projects.
Highlights periods where staff may struggle with their workload and where work could be delegated to other employees.

Question 10

Diaries and E-Diaries

Answer 10

Diaries and electronic diaries can be used to help administrators manage time and tasks. Both a manual diary and an e-diary will allow appointments to be scheduled and noted down with additional details to ensure that important tasks, activities and meetings are not missed.

E-diaries have additional features that are useful in supporting good time and task management.

An E-diary allows users to record events, appointments, schedules, notes and tasks in digital format.
Most E-diaries include a personal organiser with a calendar that allows the user to add appointments with a colour-coding option to keep personal and business appointments separate.
Most E-diaries include an address book and the ability to link to e-mail systems.
E-diaries have To-Do List feature that allows the user to keep track of outstanding tasks.
E-diaries have a reminder feature to alert users to upcoming items. As the event approaches, the electronic diary can sound an audible alarm, pop up a visual reminder, notify the user by email and send a text message to the user’s mobile phone.
Documents and detailed notes can be added to appointments or meetings.

Question 11

why plans may change

Answer 11

Staff absence
Problems with technology or network issues
A new deadline for an important work project
A customer cancels or makes alterations to an order

Question 12

Managing changing priorities

Answer 12

Extending a deadline
Offering overtime
Being assertive and saying ‘no’ to additional work
Delegating tasks to others
Requesting help from others
Changing work schedules

Question 13

Failure to manage changing priorities effectively can lead to problems

Answer 13

increased stress - as employees try to tackle increasing workloads.
work overload - with new tasks being added and employees trying to complete an expanding workload.
activity panic - where jobs are not prioritised and time is spent working on too many jobs at once, resulting in poor quality work and some jobs being incomplete.
reactive working - where the employee jumps from one task to another, reacting to short term goals or instructions but failing to complete tasks overall to a good standard.

Question 14

Monitoring and Evaluating Progress

Answer 14

Where targets are set there should also be an agreed procedure for reviewing, controlling, monitoring and evaluating those targets. This will mean that targets can be adjusted if necessary leading to better outcomes and improved productivity for the employee and the organisation.

Targets may be reviewed at their end point but should also be monitored on an ongoing basis, allowing issues or problems to be highlighted and addressed before it is too late.

Question 15

target control mechanisms

Answer 15

regular meetings - scheduled meeting with line manager to discuss and review progress.
random or sample checks - work is sampled by the line manager or supervisor to check for progress, quality and consistency.
buddy systems - an employee is paired with a more experienced employee who provides guidance and advice.
mentoring systems - an employee is assigned to a more senior or experienced member of staff who can provide help and guidance.
gantt charts - which can show whether a task or project is running to schedule.
audit or system check - current procedures are reviewed, and changes made to improve efficiency.

Question 16

mechanisms to track your own progress

Answer 16

Desk diaries
Electronic diaries
Priorities lists
Action plans

Question 17

Time stealers

Answer 17

Time stealers are time-wasting activities that eat away at time and reduce effectiveness in the workplace.

Question 18

Visitor interruption

Answer 18

Social interaction is important at work, but constant interruptions by colleagues can be a distraction and interrupt your working day. A lot of valuable time can be lost through unnecessary conversations which make it harder to stay focused on work tasks and which reduce productivity.

Solutions

Learn to control or limit the time spent on social conversations.
Make time for chatting to colleagues during your lunch hour or breaks.
Explain that you are busy and arrange a more convenient time to meet.
Wear headphones while you’re working. It signals to your colleagues that you’re busy and focused, and they’ll only interrupt you if it’s something important and work related.

Question 19

Taking on too much work

Answer 19

Being hardworking is a great quality but taking on too much work can lead to inefficiency, poorer quality of work, failure to meet deadlines, and increased personal stress. It can be difficult to say ‘no’ when a manager asks you to take on a new task, and work can quickly pile up resulting in overload. Similarly, volunteering to do someone else’s work might make colleagues grateful, but it’s likely to cause workload problems for you.

Solutions

Be assertive and learning to say ‘no’.
Talk to your line manager and re-prioritise tasks.
Delegate some tasks to other colleagues.

Question 20

Failure to plan or prioritise

Answer 20

It’s often said that failing to plan is planning to fail. If you don’t have a clear work plan and know what you need to accomplish, you are unlikely to be effective. And, if you haven’t prioritised the right tasks, you won’t be making the most efficient use of your time.

Solutions

Make a habit of sitting down and planning your work for the next day or an entire week.
Prioritise tasks based on their importance and urgency.
Make use of planning aids such as priorities lists, action plans and e-diaries.

Question 21

Being disorganised

Answer 21

If a cluttered workspace means you can’t locate that important file among the untidy pile of papers on your desk, your online document organisation is likely to be just as bad. Being disorganised also means you’re more likely to forget something or miss that important deadline.

Solutions

Declutter your workstation.
Use a desk organiser and folders.
Improve your online organisation of folders and documents and standardise your naming of files.
Put everything in its proper place and tidy your desk before you leave work each day.

Question 22

Procrastination

Answer 22

Tasks that seem overwhelming or too boring are easy to ignore or put off until later, even where you know there will be negative consequences of doing so. Procrastination (putting something off or delaying something intentionally) only leads to work piling up, missed deadlines, and increased stress. It can also affect the quality of the other tasks you have to complete.

Solutions

Instead of procrastinating, tackle jobs based on urgency and importance, not personal preference.
Create a schedule and set specific times for completing each task and commit to it.
Try completing the most difficult tasks during your most productive hour.
Break down large tasks into smaller subtasks or checklists.

Question 23

Meetings

Answer 23

A lot of valuable work time can be wasted by holding unnecessary meetings, or by meetings overrunning. Not all meetings are necessary - holding a meeting just to explain tasks or share information are time wasters. Not only are you wasting your own time, but you also steal time from other attendees — giving them less time to complete their tasks. Even where meetings are necessary, they are sometimes poorly managed so that they overrun, which steals everyone’s time and stops people getting on with other work.

Solutions

Decide whether a meeting is necessary or if there are alternatives – eg text, email, or phone call.
Decide whether you need to attend a meeting personally, or whether a colleague can go in your place.
Ensure that meetings have clear agendas and a time limit.

Question 24

Benefits of good time and task management to employees

Answer 24

Doing a better job can increase motivation and job satisfaction.
Being more effective can result in increased earnings or promotion.
Being more in control of workload reduces stress levels and improves wellbeing.

Question 25

Benefits of good time and task management to the organisation

Answer 25

Productivity is higher as employees are more efficient.
Staff turnover is lower as employees are more content.
Absenteeism is reduced due to lower workplace stress.
The standard of work is higher as employees are more content.
Reduced stress leads to better relationships with management.
Service standards are higher, and deadlines are met.

Question 26

Consequences of poor time and task management - employees

Answer 26

The quality of the employee’s work could be poor if rushing to meet deadlines.
Producing poor work may reduce an employee’s job satisfaction.
Employee experiences lower morale and motivation.
Higher stress levels, resulting in health problems/absenteeism.
Relationships with other team members may suffer, as it holds up other people’s work.
Employee may receive a poor appraisal, affecting pay and/or future career.

Question 27

Consequences of poor time and task management - the organisation

Answer 27

Productivity is lower due to inefficient employees.
Staff turnover is higher as employees are dissatisfied.
Absenteeism is higher due to increased workplace stress.
The standard of work is lower as employees are inefficient and stressed.
Increased stress leads to poorer relationships with management.
Service standards are lower, and deadlines are missed.