Strategies for Effective Time and Task Management

Question 1

Describe the skills necessary for effective time and task management. (4)

Answer 1

• Planning: Employees must effectively think about how they are going to apply their time/resources to a task in order to achieve their objectives.
• Organising: Employees must be able to look ahead and identify future tasks that will have to be undertaken as well as the importance of each task.
• Directing: Employees will have to direct other employees in order to ensure the work gets done.
• Controlling: Employees must be cautious that work does not become derailed when unexpected circumstances arise. This can be done by prioritising and monitoring progress.

Question 2

Describe some time and task management strategies. (5)

Answer 2

• Personal Development Plan: A document completed by an employee with their line manager to plan how the employee could develop while at the company. A PDP motivates an employee, identifies training needs, identifies skills that can be shared with other employees.
• Action Plan: Outlines a step-by-step plan for larger or long term projects that notes the tasks/activities that need to be completed, employees responsible, resources needed etc.
• To-Do/Priorities lists: A day-by-day planning tool that guides an employee through tasks that still need to be completed, can be arranged in order of priority to highlight important tasks that need to be completed first.
• Gantt Charts: A diagram useful for monitoring the progress of projects by organizing tasks and the length of time required for each task. Helps plan how long a task will take, see where tasks/activities will conflict, motivate staff to complete a task before the deadline etc.
• E-diaries: Allows appointments or meetings to be recorded in a calendar to ensure employees are kept informed. Allows for regular events to be repeated, employees e-diaries can be checked to avoid conflict, entries can be searched for specific dates, information or events etc.

Question 3

What are 3 reasons for having to deal with changes in priorities and what impacts do they have? (3)

Answer 3

• Staff absences: Staff members need to be re-allocated to ensure tasks are completed and staff priorities will be changed as new tasks will get added to their workload.
• Technical issues: Jobs that are often tackled using technology will have to be completed in a different manner, resulting in tasks taking longer and more staff will be needed for task completion.
• Organization changes their priorities: Last minute changes to deadlines or targets due to customer or supplier issues will result in a multitude of changes to a employees workload.

Question 4

What are some ways progress can be monitored or evaluated? (4)

Answer 4

• Meetings: regular meetings with employees/teams working on projects for updates.
• Accessing files: Checks that review current procedures or documents and altering them to gain greater efficiency towards a tasks completion.
• Buddy System: An employee is paired with a more experienced member of staff who can guide and monitor them.
• Gantt Charts: Compare progress with the chart to see whether a project/task is running on schedule.

Question 5

Name some time stealers and ways to solve them. (4)

Answer 5

Interruptions (Calls, colleagues etc.): Learn to politely control the conversation and arrange a separate meeting time or set up ‘Do Not Disturb.’
Procrastination: Use a To-Do or priorities list and stick to it.
Meetings take longer than expected: Ensure meetings have time limits and a realistic agenda .
Panic in crisis management: Stay calm and take time to create a clear plan to handle the unexpected emergency.

Question 6

Benefits/Consequences of good/poor time and task management on the individual. (4)

Answer 6

Benefits:
- An increase in morale and job satisfaction leading to a happier and content worker.
- High service standards will lead to positive customer reviews.

Consequences:
- Higher stress levels will lead to a decline in mental health and time off work.
- Reduction in productivity as work is not produced efficiently and will lead to the employee gaining a negative reputation, reducing chances of promotion.

Question 7

Benefits/Consequences of good/poor time and task management on the organisation. (4)

Answer 7

Benefits:
- Improved working relationship leads to a positive working environment.
- Improved staff morale reduces staff turnover and therefore lowers recruitment and selections costs.

Consequences:
- Poor customer relations as a result of expectations not being met may lead to customers leaving to another company.
- Higher stress levels from staff may lead to absences from work and disruptions to workflow.