Time/Task Management Flashcards
Skills for effective time management
Prioritising
Organising
Delegation
Resource management
Assertive
Time management techniques
To-Do lists/priority list
Tidy workstation
Reminder system
Good file management
Desk Diary/E-Diary
Benefits of good time management for individual
Less stress
Increased productivity
Meet deadlines
Increased job satisfaction
Benefits of good time management for organisation
Increased motivation
Increased profits
Less absences
Target likely to be met
Consequences of poor time management for individual
More stress
Less productivity
Not meet deadlines
Decreased job satisfaction
Consequences of poor time management for organisation
Decreased motivation
Decreased profits
More absences
Target not likely to be met
Name time stealers
Procrastination
interruption from phone
Interruption from visitors
Taking on too much work
Meetings overrunning
WtI Interruption from phone
Suggest calling another time (politely)
WtI Interruption from visitors
Suggest meeting at another time (politely)
WtI Desk stress
Avoid having messy desk and use filing trays
WtI Procrastination
Use a To-Do list and ensure one task is done before another is started
WtI Taking on too much work
Be assertive and learn to say no and also look for delegation opportunities
WtI Poor communication
Clear line of communication allowing for easy clarification
WtI Meetings overrunning
Ensure meetings stay on track and have time limits
WtI Lack of forward planning
Make use of planning aids
What is delegation
When someone assigns a task to someone else that they need to complete
Failure of delegation consequences
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
What is a target
Something to aim for
Why set targets
To measure success
To measure progress
To help employees understand their aims/role within the business
To motivate yourself
What is an individual target
e.g., Undertaking training to learn new procedure
What is an departmental target
Targets to achieve as a team e.g., increase sales by 10%
What is an organisational target
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)
What are SMART targets
Specific
Measurable
Agreed
Realistic
Timed
Benefits of target setting to individual
Gives sense of direction
Can encourage working to deadlines
Improvement to job satisfaction/motivation
Can help employees understand what’s expected of them
Benefits of target setting to organisation
Reduction in absences
Achievement of long-term objectives
Improvement in employee motivation/productivity
Helps managers organise resources more effectively
What are reasons a priority would need to be changed in the workplace
Staff absence
Tech issues
Deadlines changing
Examples of situations in which the target was not met
The targets were not SMART
Lack of support from line manager
Others held you up
Additional tasks arise that are more important
Solutions to help target achievement
Ask for an extension
Ask for help/support from others
Offering overtime
Saying no to additional work
Ways to monitor/evaluate progress
Planning Aids (To-Do lists etc.)
Regular reviews
Gantt chart
Sample Checks
Systems audit
Difference between a buddy system and a mentor system
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
Documents used to record targets
Action Plan
To-Do list
Priorities list
Gantt Chart
E-Diary
PDP (Personal Development Plan)
