Time and Task Management Flashcards
What are the skills of time and task management?
Assertive - Being able to say no to tasks which outwith capabilities or timescale TO reduce stress | Delegation - Passing on of work to appropriate members of staff TO create greater productivity and quality of work + limits conflict between colleagues | Organisation - Looking ahead - using using planning aids to help prioritise work TO ensure urgent work is completed first| Prioritising - Deciding which tasks are most important and need to be dealt with first TO ensure deadlines are met | Planning - Identifying the goals and objectives to be achieved TO ensure targets are met + increase motivation | Evaluating - Look at systems and processes, identify problems and how to improve TO prevent customer complaints
What are implications of poor delegation/not managing changing priorities?
Stress from heavy workload - results in absenteeism | Difficulty meeting deadlines - poor quality work | Low team morale - time invested in motivating staff/team building | Lack of staff development - staff leave | Work overload - struggle to complete new tasks that are added | Reactive working - jumping from task to task not achieving work to a good standard
What are features of effective target setting?
Specific - The target should be well defined and state what is required | Measurable - There should be an indication of whether or not a target has been achieved (number or time) | Agreed - The target should discussed and approved with your line manager | Realistic - Target should be able to be achievable and also realistic | Timed - A cleat time for completion is required
What are the methods to ensure work targets are met?
Action plan | Personal Development Plan (PDP) | Priorities/To Do Lists | Diary | Gantt Chart | Remove time stealers
What is an action plan?
Notes the tasks in order which they should be done | Estimated time for each task/activity is given | Prepared when a large project needs to be completed | Includes a breakdown of who is responsible for completing each task and resources needed
Personal Development Plan?
Used to record areas of strength and development of an individual | Identify areas of development and any training needed | This is used to set targets for the future | Should be discussed with line manager on a regular basis and can form the basis of their appraisal | Can identify skills that can be shared with other employees
Priorities/To Do List?
Used to detail a number of small tasks or to detail a large complex task by breaking it down into a series of small tasks | Tasks are ranked according to high, medium and low priority | Note down how long you expect to spend on each job | If tasks prove too difficult/unmanageable - seek help
Diary?
Can be a daily, weekly or monthly planning aid | It should be referred to regularly in order to check on approaching deadlines and to help with the prioritisation of work | It can be electronic or paper based | E-diaries have a reminder feature to alert users of upcoming events
Gantt Chart?
Used by managers to show comparisons between work planned and work completed | Looks like a bar graph | Key target dates will be marked on the chart - these are called milestones | Allows managers to identify tasks/projects that are behind schedule | Highlights periods where there are busy times and so workload will increase
How do you Remove Time Stealers?
Clear desk at end of the day, ensure good file management and labelling of tasks | Avoid interruptions - learn to control conversations and time | Be assertive - say no to taking on additional tasks | Make sure meetings do not go on longer than expected - stick to agenda
What are the ways targets are monitored and controlled?
Buddy system | Mentoring system | Line manager/review meetings | Audits | Gantt chart | Random/sample checks
What is a buddy system?
Where an employee is paired with a more experienced person for help and advice | Usually someone at the same level | Usually someone who is familiar with all the details of the job and the organisation | Often a new employee is given a buddy | Can be called upon for help and advice
What is a mentoring systems?
A more senior member of staff is assigned to an employee | The more senior member has a good knowledge of the job and the organisation | Can have responsibility for setting short term targets thought weekly meetings | Can provide appropriate level of support and guidance to net steps | Normally not their line manager
What is a line manager/review meeting?
The line manager can carry out periodic checks on progress | Line manager works closely with the employee and will be a good line of support and advice | Can discuss progress to ensure standards are met
What is a audits?
Type of quality system to check that organisational standards and targets are being met | Usually carried out by someone external to the department but internal to the organisation | Procedures are reviewed and changes made to improve
What is a gantt chart?
Used by managers to show comparisons between work planned and work completed | Looks like a bar graph | Key target dates will be marked on the chart - these are called milestones | Allows managers to identify tasks/projects that are behind schedule | Highlights periods where there are busy times and so workload will increase
What is a random sample check?
A selection is work is sampled by line manager | Checks are made for check for progress, quality and consistency | Double checks can be made to reduce errors
Why are targets monitored and controlled?
To ensure tasks are completed on time/meet deadlines | To ensure high quality of work is completed | To find out if support or training is required to achieve targets | To keep staff motivated and on track | To review and adjust targets
What are time stealers? And how do you reduce them?
Interruptions by telephone - Learn how to control conversations and protect time + Use of voicemail to take messages + Make a time of the day to deal with calls/suggest a meeting | Unexpected Visitors - Make appointments/meetings at suitable times + Learn how to control conversations minimising socialising | Takiing on too much work - Be assertive - say no + Ask for support from colleagues + Delegate more tasks to colleagues | Lack of forward planning - Make better use of Priorities Lists and Action Plans | Desk Stress - Organise desk - file management, use desk trays and good labelling of files | Procrastination - Make to do lists - Prioritise tasks - if too difficult seek help + Set deadlines for tasks to be completed | Unable to find information - Ensure that you have an appropriate filing system | Meetings longer than necessary - Follow agenda - stick on topic + Use alarms to set time limits on each item
What are benefits of the employee when using good time and task management?
Reduced stress levels as in control of workload | Increased motivation and job satisfaction | Increased chances of promotion as more effective
What are the consequences of the employee when using good time and task management?
Decreased job satisfaction resulting in staff leaving | Poor staff relationships resulting in staff conflict and hold up of other people work | May be required to undertake training to improve management of tasks | Less creative as time spent organising and staff rushing work
What are the benefits of the organisation when using good time and task management?
High productivity as employees efficient | Good reputation due to good quality of work | Better morale so lower absenteeism and low turnover of staff | Deadline met so good customer relations
What are the consequences of the organisation when using good time and task management?
Targets and deadlines not met | Increase in accidents and poor reputation of company - lower profits | Increased costs from high staff turnover | Poor culture as people not wanting to join the company
