TOPIC 2 - Time and Task Management Flashcards
To Do List
This is a list of tasks that need to be completed. It is good practice to tick or cross off the items as they are completed. Organising tasks in this way can make your workload feel more manageable and focused.
Priorities List
This is similar to a to do list but tasks will be put in order of priority. This may be because they are important or urgent. Your tasks should be labelled and tackled first, second and so on.
E-diary
This is an electronic record of appointments. Most e-diaries have an electronic task list which can aid planning. Days, months and years ahead can be seen and tasks and targets entered as well as meetings scheduled to help achieve your targets. Reminders of dates of meetings can be set.
Action Plan
An action plan lists what steps must be taken in order to achieve a specific goal. It should clearly identify the tasks to be completed (arranged in priority), who is responsible for completing them, resources required, timescale needed to complete specific tasks and notes are shown to explain any actions of changes in priority.
SMART
Specific - know what it looks like
Measurable - measure of success everyone can understand
Attainable - challenging but should be achievable
Relevant - contributes to larger objectives like the overall mission
Timely - deadline or a timeline of progress
Personal Development Plan
This is a document that allows employees to formally record areas of strengths and areas for training and development. Employees should discuss the plan with their line manager on a regular basis and it is often discussed annually. This allows the employee to focus on aspects of their job, identify skills they have that could be shared with others, identify their training needs and prepare them for promotion.
Gantt Chart
Gantt charts along with action plans can be used both for planning/target setting and for directing anf controlling work. A gantt chart is a visual view of a project/tasks over a period of time. Coloured bars, similar to a bar chart, are used to show progress. Gantt charts allow you to see at a glance:
- what the various tasks are
- when each tasks begins and ends (each bar represents a task)
- how long each task is scheduled for
- where tasks overlap
- start and end date of the whole project
- some gantt charts will also show planned and actual progress of tasks
Organising
Ensuring your workstation is tidy and work is filed properly will allow you to be more organised in the workplace.
Organise your priorities list or diary when first arriving at work or at the end of the previous work day.
Being organised helps you to keep sight of and achieve your targets.
Delegating
The practive of turning over work-related tasks and/or authority to employees or subordinates.
After breaking tasks down by using a planning aid such as a to do list the Senior Administrative Assistant can consider whether any of the tasks can be delegated to the Administrative Assistant. If the task is easy to explain, but time consuming to do, it can be the perfect task to delegate.
Delegation is a skill. The Senior Administrative Assistant should be able to delegate the right tasks to the right member of staff, giving the right level of supervision and trust to the Administrative Assistant - otherwise both may feel stressed and deadlines may be missed.
Directing and Controlling (Monitor and Evaluate)
Line Manager Reviews
A manager can carry out checks on employees progress by meeting staff on a regular basis.
Accessing Files
By sharing files/documents with a manager an employee can allow the manager to check tasks are on schedule.
Buddy System
This involves finding another more experienced employee but at the same job level to provide advice and check understanding of targets. Often used for new employees.
Appraisal
Formal meetings between employees and managers to set targets, review performance and identify any training requirements. This is also an opportunity to discuss careers development.
Gantt charts
A visual view of project/tasks over a period of time, coloured bars similar to a bar chart are used to show progress. Shows key dates and milestones.
Mentoring
A mentor is a more senior employee (not your line manager) who can offer career advice and help in achieving targets.
Random Checks
A selection of the employees work is checked by the manager.
Action Plans
Managers may check the Action Plan. This is a document that could be prepared to help plan a long-term project. Tasks are arranged in order. Target dates and completion dates are entered. Responsibility for completing tasks is noted.
Time stealers and strategies to minimise their effect
Interuptions from phone calls/ emails /visitors
Use do not disturb time. Use voicemail and set aside time to return calls. When making calls be polite but as brief as possible.
Only check emails at certain times of the day.
Set up folders and file emails. Delete irrelevant emails.
Meetings
Ensure meeting have time limits. Block off times in your e-diary to complete tasks so that they cannot be booked for meetings.
Procrastination
Creating a To Do list or Priorities list may help to focus your mind.
Poor management of software
Close programs and documents when you have finished using them. File your documents in a logical way. Close web pages when you are finished with them or you may end up using old information.
Desk stress
Introduce a good file management system
Taking on too much work - inability to say no
Discuss worload with line manager. If in a promoted post consider delegation.
Benefits of good time and task management
- staff are less stressed so less likely to be absent
- targets and deadlines are met
- greater productivity
- staff are empowered and so more motivated
- workload is shared and so deadlines are more likely to be met
- information can be found quickly
- staff will be working on the correct files
- improved chances of promotion
- higher quality work may be produced
- possible pay rise/bonus if targets are met
consequences of bad time and task management
- managers may be overwhelmed with work and fail to meet deadlines
- can lead to stress
- staff will feel demotivated and morale will be low
- targets and deadlines being missed
- can result in illness and staff being absent
- poor performance
E-diary
This is an electronic record of appointments which can help the employee keep track of their tasks and meetings. Most e-diaries have an electronic task list which can aid planning. Days, months and years ahead can be seen and targets entered. Reminders of the dates of meetings can be set.
Intranet
The computers are linked within an organisation and files can be accessed by multiple users. This would allow a Senior Admin Assistant to monitor the progress of staff.
E-mails
Electronic mail can be useful to allow the Admin Assistant to quickly send documents anywhere in the world. However, e-mails can be recieved 24/7 and this may interrupt the workflow and planning of the Admin Assistant.
