Theory- Prelim revision Flashcards
Describe skills of time and task management
Evaluation: ability to reflect on tasks with a Kew to improve and minimise problems. Employees should review and evaluate all work undertaken, identify cause and find strategies to improve those problems.
Prioritisation : involves identifying and ranking tasks based on their importance and urgency. Employees must be able to decide which tasks are more important and should be carried out first, and which are less important and should be carried out later in the day.
Delegation: when you allocate work or take to your colleagues. This helps develo employee’s abilities and give the manager more time to carry out other tasks. This save time and allows the manager to get on with more important tasks.
Ways which employees ensure that their targets are effective
Have to be SMART:
SPECIFIC: target should be clearly expressed and state exactly what is required.
MEASURABLE: target should be measured in some way, so it’ll be easy to see whether it’ll be achieved.
AGREED: target should be agreed with your line manager, and everyone should be aware of the shared vision
REALISTIC: the target should be achievable but also challenging
TIMED:they should know when they are to have the task completed.
Describe tools that can help plan, monitor and evaluate progress towards targets.
- Priority list: this is when the tasks are put into a list in order of their importance, for example, High, Medium, and Low. This should be created at the start of the day to ensure that deadlines are met.
- PDP: a document that allows employees to record their strengths and weaknesses
area for future development, this allows employees to focus on parts of their job, identify training requirements and prepare them for promotions - Gantt chart: a chart used to plot actions on a timeline to ensure employees are working towards achieving a deadline. Gantt chart is a visual representation of how
long a task should take, it will show if there are any conflicts completing the task. - Action Plan: is for long term project, it details who/when and resources that will be required to complete the project. It also has an additional space for any notes to be taken, that may be useful for completing the project
Dealing with changing priorities
-Staff absence – meaning that tasks may need to be re-allocated to other staff members to ensure they are completed. The priorities of each staff member may then change as new tasks are added to their workload.
-Technical Issues – IT systems or machinery may break down meaning that jobs which are usually tackled using technology must be completed in a different manner. This may take more time and involve more staff members to keep work flowing through the organisation.
-Organisation priorities change – last-minute changes to deadlines or targets may result in changes to all employees’ workload at any time. This may be due to customer or supplier issues or a necessary change in the organisation’s plans.
Describe time stealers and their possible solutions
Taking too much work: can lead to inefficiency, poorer quality of work, failure to meet deadlines, and increased personal stress.
SOLUTION: by learning to say no to new tasks if work is piling up
Lack of forward planning: when there may be no plan for each working day or week, meaning that tasks, may not be managed in the best way.
SOLUTION: Make better use of the priority list and action plans.
Poor organisation: may result in information or documents being lost and time wasted searching for them.
SOLUTION: Make sure your work is organised and that you have a clear place to work
Benefits of good time and task management
- Reduce risk of stress: effectively managing your time and tasks, you can avoid feeling overwhelmed and pressured. For example, you can create a schedule that allows for breaks and ensures that you have ample time to complete your tasks. Lead to more balanced and less stressed work experience.
-Meet Deadlines: as individuals can ensure that they complete their work within the specified time frame. This help reducing the likelihood of last-minute rushes,
therefore lead to decreased stress and improved reputation
- Increase productivity: This allows individuals to achieve bigger results in a shorter period. For example, by effectively managing their time, they can complete a project ahead of schedule, allowing for additional time to review and improve the work. Leading to reduced stress and a simpler, easier work process
Concequences of poor time and task management
-Missed deadlines, which can negatively impact the organization’s productivity and
reputation. This can lead to financial problems, such as losing clients or missing out on business opportunities.
- lead to unwanted stress: when employees are piling up with too much work and many of them must be done, this can negatively impact an employee’s ,mental and
physical wellbeing - impacts the relationships and communication within the team. When an Administrative Assistant is unable to manage their time effectively, it may lead to delays in responding to emails or requests from colleagues, causing frustration and
stopping teamwork.
Reasons why some teams are more effective than others
- Good communication: Effective teams have members who communicate well with each other. They listen actively, ask questions, and provide feedback. They also share information and ideas openly and honestly. This helps to build trust, respect, and
understanding among team members, which leads to better collaboration and productivity. - Having leaders who are supportive, encouraging, and inspiring. They provide clear
direction, set high standards, and encourage team members to take ownership of their work. They also provide feedback and recognition to help team members develop their skills. This helps to create a positive and motivating work environment - Having shared goals. Effective teams have members who share a common purpose and vision. They know what they are working towards and why it is important. They also have a clear understanding of their roles and responsibilities
Stages of forming teams
- Forming- The team relies on their leader for guidance and direction and are unsure of their individual roles and responsibilities. The team leader will make most decisions for the group during the forming phase.
- Norming- Team members adjust to their roles and their position within the team. Some conflicts may arise, and Some members may challenge the leadership of the team.
- Storming- The team members begin to agree with each other and to support each other in their defined roles. Decisions are made by the team as opposed to the team leader. Commitment is forming within the team, and they begin to share common purposes and aims.
- Performing- The team knows its purpose and has a shared vision. It can operate effectively with little participation from the leader. The team accepts delegated tasks
from the leader but does not need to be instructed or assisted with these tasks.
Belbin’s Team Roles
the motivator: someone who drives the team forward by encouraging and motivating others. They are often the ones who provide positive feedback and
recognition for good work.
the checker: someone who can monitor and ensure that tasks have been carried out correctly. They are good at analysing data and information, also they are good at spotting possible problems and can help the team to avoid mistakes.
the organiser: someone who can play and coordinate activities and pull things together. Organizers have a natural ability to structure work, set deadlines, and ensure that everyone is on track.
Benefits of effective teams
- improved productivity and better results. When individuals work together as a team, they can share their knowledge, skills, and expertise to achieve a common
goal. - better communication and collaboration. When individuals work together as a team, they can share their ideas, perspectives, and feedback, which can lead to
better decision-making and problem-solving. - Feeling valued and recognised: Individuals working as part of a team may feel more valued within the organisation and experience a greater sense of belonging. Feeling
recognised increases an employee’s level of motivation and commitment.
Responsibilities regarding HASAWA
-Staff are well trained: involve providing training programmes to educate employees on potential hazards, such as risk assessments. This help encourage employees to
make good decisions and responding effectively to H&S situations.
-Respond any hazards in workplace: include notifying employer/supervisor about
risks or unsafe conditions they face. This help maintain a safe working environment for everyone.
Responsibilities regarding First Aid
-Keep a record of accidents in accidents report form: includes details such as date, time, locations, name of people involved and the description of the accident. This help employers to identify workplace hazards and take actions to prevent similar
accidents from happening.
-Provide access to a qualified, up to date first aider: involves having someone who knows how to provide immediate medical help when someone gets injured. This
helps keep everyone
Responsibilities Regarding DSE
-Providing risk assessments and take actions to minimise problems: This includes providing eye tests and ensuring that employees have access to appropriate eyewear,
such as glasses or screen filters, to reduce eye strain and potential vision problems. This help promote the well-being and comfort of employees.
-Make use of job rotation and take regular breaks: This includes resting and switching tasks to avoid doing the same thing for too long. This helps prevent discomforts such as muscle strains and mental fatigue.
Consequences of breaching workplace legislation.
–Written warning: This involves the formal documentation of the breach and the potential consequences if the behaviour does not change. This can lead to further disciplinary action, including dismissal, if the issues are not addressed within the
specified time frame.
-Verbal warning: This involves the employer informing the employee about their conduct or actions that need to change, without it being recorded on their employment record. This can lead to further formal disciplinary action if the
employee’s behaviour does not improve.
