Time and Task Management & Team Working Flashcards
ADMINISTRATIVE ASSISTANT
Role of an Administrative Assistant:
- word processing business documents
- using spreadsheets and databases to store information
- organising and storing files in the correct order
- sending and receiving e-mails and making diary appointments
- using technology to prepare presentations and communicate information
- organising events; booking meeting rooms/venues, and organising travel and accommodation arrangements
ADMINISTRATIVE ASSISTANT
Tasks of a Senior Administrative Assistant:
- develop and maintain a filing system
- plan meetings and take detailed minutes
- schedule appointments and update e-diaries
- make travel arrangements and reservations for senior managers
- oversee the work and targets for administrative assistants (subordinates)
- ensure legislation, such as GDPR, is being followed at all times
ADMINISTRATIVE ASSISTANT
Skills of an Administrative Assistant:
IT
* use a wide range of IT equipment, so they can set up filing systems and handle information effectively and efficiently
Organisational
* be organised so they are able to manage their time and plan/prioritise when things should be done
Problem Solving
* decide on best ways to deal with issues, e.g. accidents, and jobs that need completed - requires thinking up suitable solutions to problems
People
* communicate and delegate to subordinates - requires manners, listening, and good levels of verbal communication
TIME AND TASK MANAGEMENT
Skills for Effective Time Management:
Prioritisation
* deciding on what tasks are most important and being able to choose which of those tasks should be carried out first
Organisation
* being able to look ahead and plan tasks that need to be carried out
Resource Management
* making effective use of time, staff, and equipment
Planning
* identifying goals to be achieved and out strategies in place to achieve theses goals
TIME AND TASK MANAGEMENT
Effects of Good Time/Task Management:
-
increased productivity
better quality of work -
less stress and staff absences
more communicative workforce and improved productivity -
progress and projects and be traced
if there is a hold up it can be identified and solved -
increased employee morale and motivation
increased job satisfaction and lower staff turnover
TIME AND TASK MANAGEMENT
Consequences of Poor Time/Task Management:
-
stressed staff
lead to absenteeism -
poor customer relations
increased customer complaints -
lower staff morale and motivation
poor job satisfaction and high staff turnover -
lower productivity
work not produced as efficiently or good quality
TARGET SETTING
Recording Methods for Target Setting:
Personal Development Plan
* a document that allows employees to formally record their strengths and weaknesses which identifies their strong points from their areas of needed improvement.
Action Plan
* a document prepared to plan long-term projects which shows the tasks that need to be completed, an estimated time for those tasks, and any explanatory notes.
Gantt Chart
* a chart which allows individuals to glace key dates, tasks to be completed, and the time it took/may take to do so through the representation of bars. The position and length of these bars reflecting start dates, length of time planned, and end dates for the tasks.
To-do List
* a (commonly physical) document for an individual to use on a day-to-day basis which contains a list of tasks that can be ticked off as they are completed.
Priorities List
* similar to a To-do list, though the tasks are ranked in order of importance.
TARGET SETTING
S.M.A.R.T:
Specific
* is the target well defined and does it state exactly what is required?
Measurable
* what will be the best measurement unit to see whther or not the target has been achieved?
Agreed
* the target must be discussed and agreed with your line manager as part of your personal development
Realistic
* do you have the necessary skills and knowledge to complete the target or are you being over-ambitious?
Timed
* a time should be set as to when the target will be completed.
MONITORING AND EVALUATING PROGRESS
Control Mechanisms for Monitoring and Evaluating Progress:
Line Manager
* checks at regular times how the work is progressing.
Sample Checks
* when most of the tasks are looked over by the immediate supervisor.
Gantt Chart
* a chart used to monitor progress against planned targets and actual progress.
Mentoring System
* when an employee is assigned a more senior member of staff who can be called on for help and advice.
Buddy system
* when an employee is paired with another member of staff, who is at their level but has slightly more experience and can be called on for help and advice.
Regular Meetings
* occurs between staff and line managers to ensure progress is being made and to offer support and advice if needed.
STAFF APPRAISALS
Aims of Staff Appraisals:
- monitor prerformance
- review salaries and payment methods
- discover the work potential of employees, especially with regards to promotion
- check effectiveness of current practises, e.g. recruitment and training
STAFF APPRAISALS
Benefits of Staff Appraisals:
- allows employees to discuss personal and professional development
- helps managers develop skills in dealing with employees
- provides feedback to employees on their performance, and allows them to build on their strengths, eliminate weaknesses, and increase productivity
- can improve communication channels within the organisation through regular open communication
TIME STEALERS
Type of Time Stealers:
Interruptions
* distractions taking time away from important tasks, e.g. telephone, visitors
Desk Stress
* clustered desk setting
Procrastination
* jumping from one task to another though not completing any of them
Meeting Overrunning
* extending beyond deadlines
Communication Issues
* distance, language, clarity having an impact on an individual’s understanding
TIME STEALERS
Ways to Overcome Time Stealers:
Interruptions
* learn how to control conversations, explain that now is not the best time, rearrange
Desk Stress
* guarantee papers are filed away efficiently and desks are tided regularly to ensure organisation and easy access
Procrastination
* create to-do lists, have self-discipline, stick to one task at a time
Meeting Overrunning
* ensure meetings have a time limit, e.g. by using alarms so people know how much time they have to talk
Communication Issues
* ensure that you have understood the introductions/information clearly and that there is a clear line of communication between your line manager/team
TEAMWORKING
What makes an Effective Team?
Open/Transparent Communication
* team member’s contributions being heard, resulting in new ideas being brought in
Composition
* good mix of skills and qualities within the team, resulting in heightened productivity and use of individual’s skills
Size
* reasonable amount of people, around 4-6 is ideal, resulting in less conflicts to do with management or skills
Leadership
* having a good, reliable team leader, results in the team being motivated towards their goals and minimises conflict within the team.
LEADERSHIP
Features of Leadership:
- deploy team skill effectively
- listen to ideas without prejudice
- ensure conflict is kept to a minimum
- involve their team in decision-making
- sets a clear vision or goals for the team
- communiction is open and constructive
