M5 - Organise personal work priorities Flashcards
What Information is typically included in a job/role description/statement
Job title, job purpose, location, duties and responsibilities, immediate boss, required qualifications and skills, relationships, salary range, special demands, goals and objectives
What is the difference between work objective, goal and task
objective: sets out targets to achieve within a timeframe, often shorter and measurable. Progress can be measured, confidence is boosted, a sense of accomplishment, aids decision-making, provides expectations for workers
goal: overall aims that can be short or long-term.
-motivates workers, identities and sets priorities, streamlines decision making, gives direction and focus, encourages workers
Task: A piece of work to be done
What is the meaning of key performance indicator (KPI) and their relationship to work goals
KPI: measures success against the business’ goals, objectives, targets and competitors.
This tracks the progress made in achieving a long-term goal
What is the difference between individual and workplace goals and plans
Workplace goals are framed for different levels of business while individual goals represent the people working in the business.
Workplace and individual goals should be in harmony with each other so workers can develop, learn and grow.
What are work tasks typical to a business services workplace
Routine task: complimented regularly or at a specific time during the day/week/month.
e.g. opening office in beginning of each day, completing banking after lunch, ordering shredding truck e.o.f.y
Non-routine task: completed irregurlary or for the first time
e,g. Greeting visitors, replying to emails, filing, restocking paper
Rostered task: allocated on a schedule so tasks are equally shared amongst employees.
e.g. Property managers rostered to work alternating saturdays to conduct open house inspections
information sources relating to work responsibilities – work instructions and workplace policy and procedures
Work instructions can either be verbal or written. instructions can be clarified verbally and explained in other ways for better understanding. Instructions in writing can be given or workplace policies and prcedures manual can be refered to for greater detail and explanation of guidelines and protocol.
How should instructions be?
Clear: easily understandable, without complex sentences, jargon, technical terms, acronyms
Accessible: to all workers
Credible: helpful and accurate
Consistent: style, terminology, layout
Short and simple: no unnecessary details
visual: images and drawings to aid understanding
Written by people with best knowledge and experience
What are sources of information on work responsibilities and instructions
legislation
trainee manual
policy and procedure manuals
colleagues, supervisors, managers
employee contract or SDS
Principles and techniques of goal setting
Setting goals is essential in providing purpose, direct and motivation. This sets a target to strive for to allow improvements to be made.
Five principles of offective goal setting
Clarity: specific to direct a course of action
Commitment: determination to achieve goal
Challenge: challenging yet attainable
Complexity: yet achieveable
Feedback: determines whether goal is achieved
Individual goals should be:
Positive: focus on what to achieve, not avoid
Personal: reflects on own desires, making responsibilites
Possible: assessing talents to determine what you can achieve
Prioritised: concentrating on most important goals
SMARTER Approach
The most effective way be set goals while keeping site of the bigger picture for future development
Specific: can be more easily accomplished e.g. setting an actual figure over just making more money
Measureable: tracking progress and measuring it against desired result
Achievable: short-term goals
Realistic: can be actually reached
Time: set a time frame
Ethical: sits within moral standards
Reward: for when goal is achieved to build motivation
What are the factors affecting the achievement of work objectives and goals:
limitations
Cost: businesses must work within a budget, costs may increase, affecting ability to achieve plans
Time: effective time management is necessary to enable as many goals to be achieved
Access to resources, including technology: short supply can limit effcicency and production
knowledge, skills and/or training gaps
Shortage of skilled workers or support personnel: slows down production and achievement of goals
Competing work demands: priorities can cause certain tasks to be neglected
poor communication
Wrong message regarding tasks can waste time and money
Creates tension where workers are unmotivated and unproductive
Little brainstorming for problem solving
Lack of trust and value in workers
unforeseen or unplanned events
Environmental factors: can impact production or sale, delays
Minor mishaps, environmental disasters, injuries and deathL delaysm increased cost, customer dissatisfaction
Workplace hazards and risks: prevents safety, causes delays
absence of crucial staff: increases others workload
Development of a personal work plan to meet work objectives and achieve work goals:
understand and clarify work instructions
identify work tasks to be completed and resources required
consider workplace policy and procedures relevant to work tasks
determine timeframe, prioritise workload and schedule work
implement time and task management
resolve constraints
prepare contingencies for identified risks
Explain technology available to schedule, prioritise and monitor completion of tasks in a work plan
Computers and laptops: word processing, sending and receiving emails, calendar, network, storage
Wifi: network connectivity and access to internet services
Cloud technology: view and edit files from anywhere for apporved business devices
Communication technology: telephones, mobile phones, fax machines: collect and send information
Printers, fax machines, scanners, turn electronic information paper-based, visa-verse
Sources of support and advice for work performance review and evaluation:
coach or mentor: enhances skill, creates stronger bonds, comfort, opportunities for feedback and communication
colleagues and supervisor: positive relationship benefiting physical and psychological health, lower risk of burnout, support, higher productivity, improve skill
counsellor: helps to understand issues affecting workers and their work, solutions and advice to adress them
human resources staff: growth and development of all workers provides advice, career planning, continuing education, work schedules, promotions
trainer: helps workers develop competency and skill for work effectively and efficiently
value of feedback to an individual worker, the workplace and the industry
Feedback is receiving information regarding one’s performance of a task or reaction to a product or service, used for future improvements and modification
Can be motivational to work or perform better
Allows effective listening
Leads to improvements in performance
Tool for continued learning
Types of feedback
Direct: given when a mistake is identified, correction suggested - what is wrong, what is required
indirect: Mistake identified byt own corrections are made
formal: Formal performance reviews or meeting, planned beforehand, official procedure
informal: Communicated in everyday conversation when necessary, prevents surprises for formal
personal reflection: Asking oneself questions, strengths, weaknesses, problems, achievements to allow improvements
