Time and task management Flashcards
Overall benefits of good time management to an employee
- Time wasting activities are minimised therefore deadlines are met
- More time becomes available for the more important tasks
- There is a reduction in stress and employees will be more motivated/happier in their work, so productivity will generally improve
- Employees are more effective in the performance of their work - fewer errors so less time is spent correcting work, which will provide greater job satisfaction
- Better promotion prospects
What is one consequence of ineffective time management?
Activity panic - where jobs are left unfinished and the administrative assistant is left running from one crisis to another as deadlines approach.
Example: The administrative assistant experienced activity panic when multiple deadlines coincided.
What is another consequence of ineffective time management?
Reaction not action - planning of tasks becomes unmanageable and situations arise where the administrative assistant has to react to crises rather than planning and prioritising tasks methodically and carefully.
Example: Due to poor time management, the administrative assistant found themselves constantly reacting to urgent tasks.
What is another consequence of ineffective time management?
Work overload - being pressed for time which results in an ever-increasing list of jobs that still have to be tackled.
Example: The administrative assistant experienced work overload when the number of tasks kept piling up.
What is another consequence of ineffective time management?
Stress - poor time management leading to stress with the administrative assistant feeling that the work will never be completed.
Example: The administrative assistant felt overwhelmed with stress due to poor time management.
Organisation
Being able to look ahead and plan tasks that need to be carried out
Example sentence: Organizing your schedule for the week ahead.
Prioritisation
Deciding on what tasks are important and being able to decide which tasks should be carried out first and which tasks are less important
Example sentence: Prioritizing urgent tasks over less critical ones.
Delegation
Deciding when it would be appropriate to ask someone else to do some of the tasks - doing a good job isn’t about doing everything yourself
Example sentence: Delegating tasks to team members to lighten your workload.
Control
Tackling tasks calmly and in priority order; monitoring of others involved in the task
Example sentence: Maintaining control over project timelines and progress.
Assertiveness
Being able to say ‘no when necessary eg if tasks are outwith a person’s capability or time scale (when you have taken on too much work)
Example sentence: Asserting your boundaries when faced with unrealistic deadlines.
Negotiation
Being able to negotiate deadlines and resources if necessary
Example sentence: Negotiating a later deadline for a project.
Resource management
Making effective use of using time, staff and equipment eg buy software to perform a task rather than manual completion
Example sentence: Efficiently allocating resources for optimal productivity.
Evaluation
Being able to reflect on a task with a view to improvement by identifying and minimizing the causes of any problems
Example sentence: Evaluating the results of a project to learn from mistakes and improve in the future.
Time Stealer: Lack of forward planning
Make better use of Priority Lists and Action Plans.
Example: Create a daily to-do list with specific tasks and deadlines.
Time Stealer: Interruptions by telephone
Learn to control the conversation. Do not allow conversations to run on for too long. Schedule a time of the day to make calls.
Example: Set specific times during the day to return calls and avoid answering non-urgent calls during focused work time.
Time Stealer: Unexpected visits from colleagues
Be polite but firm. Inform the person you cannot stop work and suggest a more appropriate time to chat. If work-related, keep the discussion brief.
Example: Politely inform your colleague that you are in the middle of a task and suggest meeting later to discuss.
Time Stealer: Taking on too much work
Learn to say NO! Approach your line manager for help or to halt new work allocation until current tasks are completed.
Example: Politely decline additional tasks if your workload is already overwhelming.
Time Stealer: Taking work home
Discuss workload with your line manager to set realistic aims. Manage your work within the working day.
Example: Request assistance from your manager if you consistently find yourself taking work home.
Time Stealer: Not assessing priorities correctly
Take time at the beginning and end of each day to assess completed tasks, carry forward tasks, and new tasks. Prioritize tasks based on urgency.
Example: Use a color-coded system to categorize tasks based on their priority level.
Time Stealer: Searching for lost papers
Set up and maintain filing systems with cross-referencing to avoid losing important documents.
Example: Use digital filing systems with clear folder structures for easy retrieval of documents.
Time Stealers: Taking on too much work
Learn to say NO! Be assertive. If your work is piling up you must reach out for help or prioritize tasks.
Time Stealers: Taking work home
Approach your line manager about workload. If realistic aims and targets are set, you should be able to manage your work within the working day.
Time Stealers: Not assessing priorities correctly
Take time at the beginning and end of each day to assess tasks completed, carry forward tasks, and new tasks. Prioritize tasks on a list.
Time Stealers: Searching for lost papers
Set up and maintain filing systems with cross-referencing to avoid losing important papers.
Time Stealers: Lack of self-discipline or shuffling papers
Use a Priorities List, avoid procrastination, and tackle uninteresting tasks daily. Handle papers only once and reward yourself for completing tasks.
Time Stealers: Communication problems
Communicate clearly, recap instructions, and clarify tasks to reduce time wasted on misunderstandings.
Time Stealers: Making unnecessary journeys
Group tasks to minimize trips to other departments or facilities. Consolidate visits to save time.
Time Stealers: Darting about from one task to another
Prioritize work and stick to the list. Finish tasks before moving on to the next to avoid inefficiency.
Time Stealers: Lack of delegation
Learn to delegate tasks to staff in junior positions. Accept that others can perform tasks effectively.
Time Stealers: Target setting
Effective task management is crucial for administrative assistants. Set SMART targets to achieve goals and reduce stress.
