Time and Task Management

Question 1

What are the 6 time and task management strategies?

Answer 1

To do list
Priorities list
E-diary
Action plan
Personal development plan
Gantt chart

Question 2

What is a to do list?

Answer 2

This is a list of tasks that need to be completed.
It is good practice to tick or cross off the items as they are completed.
Organising tasks in this way can make your workload feel more manageable and focused.

Question 3

What is a priorities list?

Answer 3

This is similar to a to do list but tasks will be put in order of priority.
This may be because they are important or urgent.
Your tasks should be labelled and tackled first, second and so on.

Question 4

What is an e-diary?

Answer 4

This is an electronic record of appointments.
Most e-diaries have an electronic task list which can aid planning.
Days, months and years ahead can be seen and tasks and targets entered as well as meetings scheduled to help achieve your targets.
Reminders of dates and meetings can be set.

Question 5

What is an action plan?

Answer 5

An action plan lists what steps must be taken in order to achieve a specific goal.

Question 6

What can an action plan identify?

Answer 6

The tasks to be completed- in order of priority.

Who is responsible for completing them.

Resources required.

Timescale needed to complete specific tasks.

Notes are shown to explain any actions or changed in priority.

Question 7

What is a personal development plan?

Answer 7

This is a document that allows employees to formally record areas of strengths and areas for training and development.

Question 8

What is a gantt chart?

Answer 8

A gantt chart is a visual view of a project/tasks over a period of time. Coloured bars, similar to a bar chart, are used to show progress.

Question 9

What do gantt charts show?

Answer 9

What the various tasks are.

When each task begins and ends (each bar represents a task)

How long each task is scheduled for.

Where tasks overlap.

Start and end date of the whole project.

Some gantt charts will also show planned and actual progress of tasks.

Question 10

What are the 8 ways of directing and controlling?

Answer 10

Line manager reviews
Accessing files
Buddy system
Appraisal
Gantt charts
Mentoring
Random checks
Action plans

Question 11

What are line manager reviews?

Answer 11

A manager can carry out checks on employee progress by meeting staff on a regular basis.

Question 12

What is accessing files?

Answer 12

By sharing files/documents with a manager an employee can allow the manager to check tasks are on schedule.

Question 13

What is a buddy system?

Answer 13

This involves finding another more experienced employee but at the same job level to provide advice and check understanding of targets. Often used for new employees.

Question 14

What is appraisal?

Answer 14

Formal meeting between employees and managers to set targets, review performance and identify any training requirements. This is also an opportunity to discuss career development.

Question 15

What is mentoring?

Answer 15

A mentor is a more senior employee (not your manager) who can offer career advice and help in achieving targets.

Question 16

What are random checks?

Answer 16

A selection of the employee’s work is checked by the manager.

Question 17

What are the 7 time stealers?

Answer 17

Interruptions from phone/calls/visitors/e-mails
Meetings
Procrastination
Poor management of software
Desk stress
Taking on too much work- inability to say no
Crisis management

Question 18

How do you minimise the effect of interruptions from phone/calls/visitors/e-mails?

Answer 18

Use do not disturb.

Use voicemail and set aside a time to return calls.

When making calls be polite but as brief as possible.

Only check e-mails at certain times of the day.

Set up folders and file e-mails.

Delete irrelevant e-mails

Question 19

How do you minimise the effect of meetings?

Answer 19

Ensure meetings have time limits.

Block off times in your e-diary to complete tasks so that they cannot be booked for meetings.

Question 20

How to minimise the effect of procrastination?

Answer 20

Creating a to do list or priorities list may help to focus your mind.

Question 21

How to minimise the effect of poor management of software?

Answer 21

Close programs and documents when you have finished using them.

File your documents in a logical way.

Close web pages when you are finished with them or you may end up using old information.

Question 22

How to minimise the effect of desk stress?

Answer 22

Introduce a good file management system.

Question 23

How to minimise the effect of taking on too much work?

Answer 23

Discuss workload with line manager.

If in a promoted post consider delegation.

Question 24

How to minimise the effect of crisis management?

Answer 24

Don’t react hastily.

Take time to consider solutions.

Have plans/strategies in place for unexpected
circumstances e.g. staff absence.

Question 25

Benefits of good time and task management?

Answer 25

Staff are less stressed so less likely to be absent.

Targets and deadlines are met.

Greater productivity.

Staff are empowered and so more motivated.

Workload is shared and so deadlines are more likely to be met.

Information can be found quickly.

Staff will be working on the correct files.

Improved chances of promotion.

Higher quality work may be produced.

Possible pay rise/bonus if targets are met.

Question 26

Consequences of bad time and task management?

Answer 26

Managers may be overwhelmed with work and fail to meet deadlines.

Staff will feel demotivated and morale will be low.

Can lead to stress.

Targets and deadlines being missed.

Can result in illness and staff being absent.

Poor performance