Time And Task Management

Question 1

What does the job of an senior administrator entail ?

Answer 1

• delegating tasks
• making decisions
• develop systems and procedures
• encourage and support staff

Question 2

Name the skills of an admin assistant

Answer 2

• quick to learn
• attention the detail
• organisation
• motivated and a team player
• customer care
• problem solving/tactical

Question 3

What are the features of an action plan?

Answer 3

• identifies the tasks to be done
• identifies who is responsible
• allows complex tasks to be broken down into SMART targets.

Question 4

Describe a smart target

Answer 4

SPECIFIC - state exactly what has to be done.
MEASURABLE - state how much/what size, so you know how to achieve them.
AGREED - with line manager as part of PDP.
REALISTIC - achieve-able but still a challenge.
TIMED - key dates identified when the work will be completed.

Question 5

Name advantages and disadvantages or delegation

Answer 5

(+) -develops staff abilities and motivation.
-allows managers to have time, to carry out more important tasks.

(-) -fear of losing control

• Don’t want to over burden staff
• lack of knowledge and strength of the team

Question 6

What are the consequences of poor delegation?

Answer 6

• Work not completed on time or to a poor standard.
• increased stress and possible absenteeism.
• decreased motivation and unhappiness.
• low productivity and efficiency levels.

Question 7

Explain a Gantt chart

Answer 7

Allows you to see…

• what the various tasks are
• when each task begins and ends
• how long each task is scheduled to last
• start and end dates
• it’s a graphical representation of planned work against completed work with the aid of a timeline.
• identifies quieter/busier times and tasks which are falling behind schedule

Question 8

Name some time stealers

Answer 8

• interruptions
• meetings
• emails
• talking too much (delegation)
• desk stress (clutter etc)
• procrastination

Question 9

Effects of poor time management

Answer 9

• staff become stressed and absence levels increase with work load.
• poor productivity.
• morale will decrease (low job satisfaction)
• increased costs to management.