Time and Task Management - Monitering and Time stealers

Question 1

What 5 Things can Targets be monitored through

Answer 1

Regular Meetings
Buddy system
Mentoring systems
Gantt Charts

Question 2

Regular Meetings

Answer 2

Scheduled meetings with a line manager to discuss and review progress.

Question 3

Buddy Systems

Answer 3

An employee is paired with a more experienced colleague who provides guidance and advice.

Question 4

Mentoring systems

Answer 4

An employee is assigned to a senior or experienced staff member who offers help, guidance, on-the-job training, sets short-term targets, and evaluates progress.

Question 5

Gantt Charts

Answer 5

Show whether a task or project is running to schedule.

Question 6

Audit or system check:

Answer 6

Current procedures are reviewed and changes are made to improve efficient

Question 7

Name 6 Time stealers

Answer 7

1. Telephone interruptions
2. Taking on too much work
3. Failure to plan or prioritise
4. Being disorganised
5. Procrastination
6. Making unnecessary journeys

Question 8

Describe Telephone Interuptions
and how to Minimise it

Answer 8

• Constant phone call interruptions can distract and reduce focus, especially if conversations are not work-related, leading to reduced productivity.
• Limit phone call time, schedule calls, use voicemail to manage responses, and suggest meetings for longer discussions.

Question 9

Describe Taking on too much work and how to Minimise it

Answer 9

• Overloading yourself by accepting too many tasks or helping others too often can result in inefficiency, missed deadlines, and increased stress.
• Be assertive by saying no, re-prioritise tasks with your manager, and delegate work to others.

Question 10

Describe Failure to plan or prioritise and how to minimise it

Answer 10

• Without a clear plan or priorities, tasks may be done inefficiently or forgotten, making you less effective overall.
• Plan daily or weekly, prioritise tasks by importance, and use planning tools like to-do lists and e-diaries.

Question 11

Describe Being disorganised and how to minimise it

Answer 11

• A messy workspace or poorly managed files (physical or digital) can lead to lost time searching for items or missing deadlines.
• Declutter your workstation with organizers and folders. Standardize file naming and folder structure digitally. Tidy your desk before leaving each day.

Question 12

Describe Procrastination and how to minimise it

Answer 12

• Putting off tasks (especially boring or difficult ones) leads to work piling up, missed deadlines, and added stress.
• Prioritize tasks by urgency, not preference. Set a schedule, tackle tough tasks when most productive, and break large tasks into smaller steps.

Question 13

Describe Making unnecessary journeys and how to minimsie it

Answer 13

• Repeated trips (e.g., to the printer or other departments) that could be combined into one waste time and energy.
• Group tasks to reduce trips and consider alternatives to physical journeys.