Time and Task Management Flashcards
Revise PPQ from Time and Task Management Topic
Describe the following methods of monitoring and evaluating progress
• Gantt chart
• Mentoring system.
4 Marks
Gantt Chart
>Graphical representation of planned work against work completed using a timeline - key events on the chart are called milestones
>Each task or item of work is represented by a coloured bar on the chart which indicates start date and end date
>The chart is displayed in a prominent position within the work place
>Allows individuals to quickly identify tasks/projects which are behind schedule
>Allows identification of busy times/quieter times
Mentoring System
>The mentor is someone who is familiar with all the details of the job/organisation
>Mentor can offer on the job training - both can learn from each other
>Mentor can have responsibility of setting short term targets – this can be set out during weekly meetings
>Mentor can appraise/evaluate progress towards targets and provide guidance regarding next step
Outline 3 possible time stealers. 3 Marks
.
- Interruptions including telephone/visitors/e-mails
- Taking on too much work because of the inability to say ‘No’
- Unable to find information and paperwork because of an unorganised desk
- Long unnecessary meetings
- Procrastination - doing other tasks that are not as urgent
- Making unnecessary/duplicate journeys
Outline strategies that could be used to minimise each of these time stealers. 3 Marks
- Using a do not disturb sign/voicemail at certain times of the day and close email down and only check at certain times of day.
- Discuss workload with line manager and ensure individual has a clear lost of tasks already due to be complete when being asked to take on more.
- Introduce a good file management system and have clear desk policy
- Set time limits for meetings and create realistic agendas
- Create a priorities list to stay focused on the most urgent tasks
- Making unnecessary/duplicate journeys
Group jobs together so visits to other departments are only made once a day.
Describe the time and task management strategies that employees could use. 6 Marks
To Do lists - Listing each task to be undertaken and trying to stick to the list
Priorities List - Employees could prioritise tasks into urgent and non-urgent, high, medium and low priority
Gantt Charts - Which can show overall progress towards targets. It compares actual with estimated time spent on tasks for managers to identify quickly if they are behind
Action plans - Used when a larger or longer-term project need to be planned as tasks are noted in the order they have to be done with an estimated time for each task to be completed in.
Diaries - This can be used as a daily, weekly or monthly planning aid and it can be electronic or paper based. It should be referred to constantly in order to check on approaching deadlines.
Stay organised - At end of day try to clear your desk and file away important documents, so that when you come in the next day you have a clear desk to start work in. This will allow other people access to any files you have been using.
Outline 4 methods which could be used to monitor and evaluate an employee’s work. 4 Marks
Buddy system - An employee is paired with a more experienced person for help and advice.
Mentoring system - A more senior member of staff is assigned to a junior employee.
Line manager reviews/meetings - This might involve the line manager doing regular checks of work or discussions about progress of tasks to ensure that the required quality standards are being met.
Action plans - This is a formal document where task responsibilities, deadlines and resources are allocated.
Appraisal - Reviews current performance and helps identify and evaluate the training and development needs of staff. This appraises current strengths and weaknesses and assesses employee’s career development.
Personal Development Plans - Where employees set their own targets for future skills development.
Outline 4 features of effective targets. 4 Marks
Tip: SMART
Specific
Specific
>The target should be well defined and state exactly what is required so that employees know precisely what is required of them.
Measurable
>The target should be measurable to allow comparison of actual performance against planned.
Agreed
>The targets should be discussed and agreed with your line manager to enable both parties to know their future work progress.
Realistic
>They should be achievable but still challenging. Employees need to have the necessary knowledge and/or skills to complete the target and not be over-ambitious.
Timed
>A completion date for the target should be set. The employee must know when they are to have the task completed by or it may drag on and poor time management may lead to other complications.
Justify 2 qualities/skills that a Senior Admin Assistant would require in their role. 2 Marks
Supportive/approachable attitude is needed to ensure employees are able to ask for help ensuring high standards are met.
Delegation skills in order to allocate tasks fairly and to those employees best suited to the work.
Ability to work unsupervised to relieve senior management of an additional responsibility and ensure deadlines are met.
Confidence when using IT systems as they will not only be using these themselves but assisting/quality checking others work to ensure they produce professional business material and update systems accurately.
Outline the reasons why a team leader may be reluctant to delegate. 4 Marks
They think they can do the job better themselves as their standards are too high.
They are afraid of losing control of important tasks.
They fear the impact on them if something goes wrong.
They aren’t aware of the strengths of the team they worth with.
They are unable to trust subordinates.
They have job insecurity and fear a loss of status within the organisation.
Justify qualities/skills that an Administration Manager will need in their role. 4 Marks
Supportive/approachable attitude is needed to ensure junior staff can ask for help when needed.
Enthusiastic about their job to help motivate their team of employees.
Delegation skills in order to allocate tasks fairly and to those best suited to the work
Disciplining of staff in order to ensure that the work policies are adhered to.
Ability to communicate information clearly to avoid confusion and ensure tasks are completed correctly.
