Time and Task Management Flashcards
Name and describe the 5 organising strategies
- Planning - employees must plan the use of their time and sources.
- Organising - employees should look ahead to identify any future tasks that will be required to be completed.
- Delegating - employees and managers will need to delegate tasks to allow them time to get on with other commitments. This can give other employees increased motivation if they are trusted with more responsibility. Managers may find it difficult to delegate because they think they can do a better job themselves and may not want to give up control.
- Directing - some employees will be required to direct other employees to get the work done. This will involve leadership, communication, motivation and delegation.
- Controlling - employees must exercise control by keeping calm and completing tasks in the order of priority.
What is a ‘micromanager’?
A micromanager is a manager who insists on controlling or doing all of the work themselves. It is important to find the right balance between micromanaging and trusting others to do a task.
What is Personal Development Planning (PDP)?
Personal Development Planning is a document which helps record the development of an individual in an organisation.
Clearly identifies steps which must be taken for the employee to progress in their career.
Records area of strength.
Discussed with line manager, targets agreed.
Individual targets have to be in line with the organisations.
Written in a structured way, recorded and reviewed.
What is an Action Plan?
An action plan is a document used to record large or long -term projects. The purposes is to clearly identify what resources are required and the timescale of the task.
It should:
Break down the project into smaller parts.
Show tasks, responsibilities and deadlines.
Arrange tasks in order of when they should be done.
Estimated time for each task and notes to explain actions.
Outline the advantages of an Action Plan
- Beneficial for individual employees and for the company as a whole.
- Project managers can monitor progress step by step.
- Allow you to create a structured plan for the end goal which you intend to achieve.
- Allow you to prioritise the amount of time to spend on each task.
What is a To-do List?
A to-do list is usually a note to yourself to show a list of tasks that need to be completed over a period of time.
This document can be used on a daily basis to keep track of all tasks that need to be completed.
Organising your tasks with a list can make everything much more manageable and will help you stay focused.
What is a Priorities List?
A priorities list is similar to to-do lists but is put in order of priority - which tasks need to be tackled first, which second and so on. May include a mixture of high, medium and low priority tasks (high needs to be tackled first) so that some tasks can be delayed if necessary.
An indication of time to complete the tasks may also be included. Lists of tasks to be completed in order they are to be completed in.
This is an active working document which is subject to continual change.
What is a Gantt Chart?
A Gantt chart shows tasks or events displayed against a time limit. It contains a list of the tasks and a suitable timescale (days, weeks or months) along the top.
Can see: What the tasks are When each task began How long each task is scheduled to last Where tasks overlap Start and end date
Will compare work planned and work accomplished. Key targets dates will be marked on the chart and adjustments can be made where additional time is needed.
What is an E-diary?
An e-diary is an electronic diary which is useful for arranging meetings. Meetings and appointments can be easily entered, edited and saved.
E-diaries of several participants can be seen at the same time. Most e-diaries also have an electronic to-do list.
Automatic invitations can also be sent out and reminders set to alert the user.
Outline the advantages of Target Setting
- Employees and departments know what is expected of them.
- They can be used as a measure of success.
- Targets allow work to be monitored and problems can be addressed sooner rather than later.
- All employees understand their role therefore productivity increases.
- Increased motivation as employees try to meet targets.
Outline the disadvantages of dealing with changes in priorities
- Work plans and targets may have to be changed due to unforeseen circumstances.
- Some flexibility has to be built into plans e.g., a computer system crashing.
- Work on a day-to-day basis may be effected e.g., a member of staff may call in sick.
- Long term targets could also be affected e.g., staff changes at Senior management level may effect the business.
Outline the solutions for dealing with changes in priority
- Extending deadlines.
- Requesting overtime.
- Being assertive and saying ‘no’ to extra work.
- Calling on additional help from employees.
- Eliminating the ‘time stealers’.
Name the time stealers
- Lack of forward planning
- Interruptions
- Taking on too much work
- Desk stress
- Procrastination
- Meetings overrunning
- Communication problems
- Unnecessary journeys
Outline the benefits of good time and task management
- Increased productivity and better quality of work.
- Organisations can plan, delegate and organise employees more efficiently.
- Progress of projects can be traced.
- Increased employee morale and motivation
- Increased job satisfaction and lower staff turnover.
- Lower stress levels and staff absence.
- Better relationships.
Describe how to monitor and evaluate progress through a meeting
The business can have regular meetings with employees or teams to get updates on the progress of a task/project.
