Time and Task Management Flashcards
time and task management skills
planning - plan ahead objectives and tasks
organising - organise resources to achieve objects
delegating - give authority to colleagues to complete a task
directing and controlling - monitor and evaluate the progress of the work
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.
priorities list
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.
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.
action plan
an action plan lists which steps must be taken in order to achieve a specific goal. an action plan will clearly identify:
- the tasks to be completed - arranged in priority
-who is responsible for completing them
-resources required
-timescale needed to complete specific tasks
-notes are shown to explain any actions or changes in priority.
large tasks can be broken into smaller more manageable targets.
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.
organising
ensuring your workstation is tidy and work is filed properly will allow you to be more organised in the workplace.
organise your priorities list or diary when first arriving at work or at the end of the previous work day.
being organised helps you to keep sight of and achieve your targets.
delegation
the practice of turning over work-related tasks and/or authority to employees or subordinates.
after breaking tasks down by using a planning aid such as a to do list, the senior admin assistant can consider whether any of the tasks can be delegated to the admin assistant. if the task is easy to explain, but time consuming to do, it can be the perfect task to delegate.
the senior admin assistant should be able to delegate the right tasks to the right member of staff, giving the right level of supervision and trust to the admin assistant - otherwise both may feel stressed and deadlines may be missed.
directing and controlling - line manager reviews
a manager can carry out checks on employee progress by meeting staff on a regular basis.
directing and controlling - accessing files
by sharing files/documents with a manager an employee can allow the manager to check tasks are on schedule.
directing and controlling - buddy system
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.
directing and controlling - appraisal
formal meetings between employees and managers to set targets, review performances and identify any training requirements. this is also an opportunity to discuss career development.
directing and controlling - mentoring
a mentor is a more senior employee who can offer career advice and help in acheiving targets.
directing and controlling - random checks
a selection of the employees work is checked by the manager
directing and controlling - action plans
managers may check the action plan. this is a document that could be prepared to help plan a long term project. tasks are arranged in order. target dates and completion dates are entered. responsibility for completing tasks is noted.
gantt charts
can be used for both planning/target setting and for directing and controlling.
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.
shows:
-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 charts will also show planned and actual progress of tasks.
time stealers - interruptions from phone calls, visitors, emails
-use do not disturb
-use voicemail and set aside a time to return calls. when making calls, be polite but brief.
-only check emails at certain times of the day. set up folders and file emails. delete irrelevant emails.
time stealers - meetings
ensure meetings have time limits. block off times in your ediary to complete tasks so that they cannot be booked for meetings.
time stealers - procrastination
creating a to do list or priorities list may help to focus your mind.
time stealers - poor management of software
close programs and documents when you have finished using them. file documents in a logical way. close web pages when you are finished with them or you may end up using old information.
time stealers - desk stress
introduce a good file management system
time stealers - taking on too much work, inability to say no
discuss workload with line manager.
if in a promoted post, consider delegating tasks.
time stealers - crisis management
don’t react hastily. take time to consider solutions. have plans/strategies in place for unexpected circumstances eg staff absence.
benefits of good time and task management to the individual and organisation
-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 tasks
-improved chances of promotion
-higher quality work may be produced.
-possible pay rise/bonus if targets are met
consequences of bad time and task management
-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
technology
-ediary
-intranet
-emails
