Time And Task Management

Question 1

What can be used to manage day to day tasks?

Answer 1

Diaries - reminders of meetings and deadlines, organise dates

Priorities list - have high, medium and low priority tasks with an estimated competition time

Reminder systems

Effective filing systems - keep all papers tidy to make it easier to find information

Delegation- passing responsibility for completion of a task to someone else deemed capable

Question 2

What can be used to manage long term tasks?

Answer 2

Action plans - large tasks broken down into smaller, more manageable tasks

Gantt Charts - these indicate the length of time that should be spent on each task specifying the start and end date

Question 3

What are the skills required to effectively manage time and tasks?

Answer 3

Asking for help

Organisation and looking ahead

Prioritising to make sure urgent tasks are completed first

Negation - being able to negotiate deadlines and resources

Assertiveness - saying no when needed

Delegation

Question 4

Give examples of time stealers and how to improve them?

Answer 4

Lack of forward planning - use planning aids

Interruption from phone/visitor - control conversation

Procrastination- have a to do list and self discipline

Meeting over running - ensure meetings have a time limit using alarm

Communication problems - have a clear line of communication

Question 5

Benefits of effective time and tasks management

Answer 5

Increased productivity and better quality of work

Increased morale and motivation

Increased job satisfaction and lower staff turnover

Good customer relations as deadlines will be met

Question 6

Consequences of poor time and task management

Answer 6

Staff being stressed leading to absenteeism

Lower productivity and poor quality of work

High staff turnover

Poor customer relations and increase in customer complaints