Time and Task Management Flashcards
What are the Management Skills?
Planning, Organising, Delegating, Directing and
Controlling.
Planning Aids
To-Do List
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.
Planning Aids
Priorities List
This is similar to a to do list but tasks will be put in order of priority. This may because they are important or urgent. Your tasks should be labelled and tackled first, second and so on.
Planning Aids
E-Diary
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 of meetings can be set.
Planning Aids
Action Plan
An action plan lists what steps must be taken in order to achieve a specific goal.
An action plan will clearly identify:
* The tasks to be completed
* Who is responsible for completing them
* Resources required
* Timescale needed to complete specific tasks
Large tasks can be broken down into smaller more manageable targets.
Specific – define exactly what needs to be done
Measurable – be clear how much has to be done
Attainable/Agreed – acceptable to all staff involved
Realistic – within the staff capability and resources available
Timed – has a start and end date
Planning Aids
Personal Development Plan
This is a document that allows employees to formally record areas of strengths and areas for training and development. Employees should discuss the plan with their line manager on a regular basis and it is often discussed annually. This allows the employee to focus on aspects of their job, identify skills they have that could be shared with others, identify their training needs and prepare them for promotion. (This is individal not for a business as a whole).
Planning Aids
Gantt Chart
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.
Gantt charts allow you to see at a glance:
* What the various tasks are
* When each task begins and ends
* 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
What is Delegating?
The practice of turning over work-related tasks and/or authority to employees or subordinates.
Methods of Monitoring and Evaluating
Meetings
A manager can carry out checks on employee progress by meeting staff on a regular basis.
Methods of Monitoring and Evaluating
Accessing Files
By sharing files/documents with a manager an employee can allow the manager to check tasks are on schedule.
Methods of Monitoring and Evaluating
Buddy System
This involves finding another more experienced employee but at the same job level to provide advice and check understanding of targets.
Methods of Monitoring and Evaluating
Apprasial
Regular formal meetings between employees and managers to set targets, review performance and identify any training requirements.
Methods of Monitoring and Evaluating
Additional Method Includes?
Gantt Chart - flashcard made previously.
Time Stealers and Strategies
Interupptions from Phone Calls
Use voicemail and set aside a time to return calls. When making calls be polite but as brief as possible.
Time Stealers and Strategies
Emails
Only check e-mails at certain times of the day. Set up folders and file e-mails. Delete irrelevant e-mails.
