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Higher Admin > Time/Task Management > Flashcards

Time/Task Management Flashcards

1
Q

Skills for effective time management

A

Prioritising
Organising
Delegation
Resource management
Assertive

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2
Q

Time management techniques

A

To-Do lists/priority list
Tidy workstation
Reminder system
Good file management
Desk Diary/E-Diary

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3
Q

Benefits of good time management for individual

A

Less stress
Increased productivity
Meet deadlines
Increased job satisfaction

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4
Q

Benefits of good time management for organisation

A

Increased motivation
Increased profits
Less absences
Target likely to be met

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5
Q

Consequences of poor time management for individual

A

More stress
Less productivity
Not meet deadlines
Decreased job satisfaction

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6
Q

Consequences of poor time management for organisation

A

Decreased motivation
Decreased profits
More absences
Target not likely to be met

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7
Q

Name time stealers

A

Procrastination
interruption from phone
Interruption from visitors
Taking on too much work
Meetings overrunning

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8
Q

WtI Interruption from phone

A

Suggest calling another time (politely)

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9
Q

WtI Interruption from visitors

A

Suggest meeting at another time (politely)

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10
Q

WtI Desk stress

A

Avoid having messy desk and use filing trays

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11
Q

WtI Procrastination

A

Use a To-Do list and ensure one task is done before another is started

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12
Q

WtI Taking on too much work

A

Be assertive and learn to say no and also look for delegation opportunities

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13
Q

WtI Poor communication

A

Clear line of communication allowing for easy clarification

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14
Q

WtI Meetings overrunning

A

Ensure meetings stay on track and have time limits

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15
Q

WtI Lack of forward planning

A

Make use of planning aids

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16
Q

What is delegation

A

When someone assigns a task to someone else that they need to complete

17
Q

Failure of delegation consequences

A

Manager will have less time for more important tasks
Work will get done slower since one person can’t do everything
Stress will increase for manager and employees will be bored

18
Q

What is a target

A

Something to aim for

19
Q

Why set targets

A

To measure success
To measure progress
To help employees understand their aims/role within the business
To motivate yourself

20
Q

What is an individual target

A

e.g., Undertaking training to learn new procedure

21
Q

What is an departmental target

A

Targets to achieve as a team e.g., increase sales by 10%

22
Q

What is an organisational target

A

Longer term targets which effect direction of the company e.g., to be next market leader in the next 5 years
(Individual and organisational must fit into those of organisation)

23
Q

What are SMART targets

A

Specific
Measurable
Agreed
Realistic
Timed

24
Q

Benefits of target setting to individual

A

Gives sense of direction
Can encourage working to deadlines
Improvement to job satisfaction/motivation
Can help employees understand what’s expected of them

25
Q

Benefits of target setting to organisation

A

Reduction in absences
Achievement of long-term objectives
Improvement in employee motivation/productivity
Helps managers organise resources more effectively

26
Q

What are reasons a priority would need to be changed in the workplace

A

Staff absence
Tech issues
Deadlines changing

27
Q

Examples of situations in which the target was not met

A

The targets were not SMART
Lack of support from line manager
Others held you up
Additional tasks arise that are more important

28
Q

Solutions to help target achievement

A

Ask for an extension
Ask for help/support from others
Offering overtime
Saying no to additional work

29
Q

Ways to monitor/evaluate progress

A

Planning Aids (To-Do lists etc.)
Regular reviews
Gantt chart
Sample Checks
Systems audit

30
Q

Difference between a buddy system and a mentor system

A

Buddy systems are you and another member of staff (typically more experienced) being paired and they can be called upon for help/advice whereas mentor systems are the same but instead of a fellow employee it is a senior member of staff

31
Q

Documents used to record targets

A

Action Plan
To-Do list
Priorities list
Gantt Chart
E-Diary
PDP (Personal Development Plan)

Higher Admin (9 decks)

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