Time & Task Management

Question 1

Strategies

Answer 1

To-do list
- Listing tasks that need to be completed & ticking off when finished

Priorities list
- Tasks urgent, non-urgent, high, medium & low priority meaning important tasks are completed first

Gantt chart
- Shows progress towards targets
- Compares estimated & actual time spent on tasks
- Managers can compare between planned work & work accomplished

Delegation
- Manager gives employees tasks & doesn’t complete it all themselves
- Leads to increased productivity

E-diary
- Allows regular meeting to be scheduled with reminders

Question 2

Time Stealers

Answer 2

Interruptions
- Working time lost due to unexpected visits
- Have ‘do not disturb’ time to avoid too many visitors

Taking on too much work
- Workload too large to manage meaning tasks may not be completed
- Employees may need to discuss with their line managers

Desk stress
- Documents may be mislaid due to mess
- Employees should introduce a file management system

Procrastination
- Putting work off can lead to a build up of tasks
- Employees should make use of to-do lists to help them complete tasks

Making duplicate journeys
- Can waste time needed for other tasks
- Employees should group tasks together so trips are only needed once a day

Disorganised
- Time may be wasted trying to find files meaning deadlines may be missed
- Employees should ask line managers for help

Question 3

Monitoring & Evaluating Progress

Answer 3

Regular meetings
- With line manager to discuss & review progress against targets

Random checks of work
- Tasks are checked by the line manager to check for progress

Buddy systems
- Employee paired with a more experienced employee who can provide guidance

Mentoring systems
- Employee assigned to a more senior member of staff who can provide assistance if needed

Gantt charts
- Shows a graphical representation of planned work completed using a timeline

Appraisal
- Reviews current performance & helps identify & evaluate the training & development needs of staff

Question 4

Role of an Admin Assistant

Answer 4

Assists with scheduling meetings

Sends e-mails to colleagues

Prepares documents for meetings

Greets and directs visitors

Question 5

Skills of an Admin Assistant

Answer 5

Patience
- Work with other staff

Discretion
- When dealing with sensitive situations

Planning
- To ensure targets are met

Motivation
- To encourage staff to meet targets

Coaching
- To provide support to staff

Communication
- To communicate effectively to staff

Question 6

Benefits of Strategies

Answer 6

Staff not distracted

Can be used as a basis for appraisal

Future training needs of employees can be identified

Tasks will be completed by due date

Quality of work will be a high standard

Managers can identify if employees need resources

Question 7

Benefits of Good Time Management - Employees

Answer 7

Lower stress for employees

More time available for urgent jobs

Quality of work improves

Better chance of promotion

Improved relationship with management

Limits conflict with colleagues

Question 8

Benefits of Good Time Management - Organisation

Answer 8

Increased quality of work

Increased productivity
- Deadlines are met

Question 9

Consequences of Poor Time Management - Employees

Answer 9

Quality of work could be poor in order to meet deadlines

May not be trusted with important tasks
- Risks promotion

May suffer from stress
- Could result in absenteeism

May receive a poor appraisal

Employees may become withdrawn

Question 10

Consequences of Poor Time Management - Organisation

Answer 10

Poor productivity

Customer service may suffer

May be difficult to recruit good quality staff