Administration and ITAdministration and ITTime and Task Management

Outcome 1.1

Time and Task Time and Task ManagementManagementTo be EFFECTIVE you need to

manage tasks and time EFFICIENTLY

Skills required:◦Planning◦Delegating◦Organisational ◦Directing◦Controlling◦Prioritising ◦Evaluating◦Assertiveness◦Negotiating

Priorities ListClearly indicates to the employee which tasks are more urgent

and within what timeframe they need to be achieved.

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Priority List for Jennifer McCabePriority List for Jennifer McCabe

TaskTask Order of TaskOrder of Task

Complete Maths homework for FridayComplete Maths homework for Friday 22

Return S6 Prom menu to LouiseReturn S6 Prom menu to Louise 44

Revise for Business Management Revise for Business Management test tomorrowtest tomorrow

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Complete Admin and IT homework for Complete Admin and IT homework for MondayMonday

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Action Plans

A tool to manage targets which are set in the long term.

Break the target into small, manageable action points.

Demonstrates very clearly the amount of tasks which are required to complete the overall target. Placed in an appropriate order and given a realistic timeframe for completion.

There are many circumstances which could arise during the course of the plan which is why an Action Plan enables the individual to take notes of changes or improvements as they arise.

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Action Plan

NameName: Louise McKenna (: Louise McKenna (Head GirlHead Girl))

ProjectProject: Arrange the S6 Prom: Arrange the S6 Prom

Completion DateCompletion Date: June 2015: June 2015

ActionAction Estimated Time Estimated Time for Completionfor Completion

Actual Time Actual Time TakenTaken

Relevant NotesRelevant Notes

Book venueBook venue End of September (3 End of September (3 weeks)weeks)

2 weeks2 weeks General consensus General consensus for Hilton enabled fast for Hilton enabled fast decision to be madedecision to be made

Compile list of all Compile list of all pupils and staff pupils and staff attending functionattending function

5 hours5 hours 10 hours10 hours Names amended as Names amended as many paid deposit many paid deposit after deadlineafter deadline

Issue menu to all who Issue menu to all who are attending and are attending and return orderreturn order

Beginning of MayBeginning of May Incomplete!Incomplete! Pupils on study leave Pupils on study leave – matter needs – matter needs addressed urgentlyaddressed urgently

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Personal Development Personal Development PlansPlans

Gantt ChartsGantt Charts

Examples of Systems Used to Monitor Targets

1) The appraisal or review process. Line Manager to discuss the employee’s progress and targets achieved.

2) A buddy system monitors targets. It consists of an employee working alongside another employee who is there to offer advice and support whenever it is required. If the employee is having difficulty with a particular aspect of the target then the buddy can be used to offer guidance and solutions.

3) Personal Development Plans (PDPs)

4) A hands-on approach to monitoring where Line Manager continually checks work. This method can identify any problems immediately.

Any issues staff should discuss and review targets with their line manager 8

Time Management

It is essential that targets are set and monitored so that deadlines are met and projects completed.

However, it is important to note that at the centre of a successful target lies the art of EFFECTIVE TIME MANAGEMENT.

Time is arguably an organisation’s scarcest resource – very easily it can be lost!

The role of the organisation therefore is to ensure that time is used wisely by minimising activities which prove to be wasting time and maximise the use of time.

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Time Stealers!Time Stealers!Lack of forward planningUnexpected visitsInterruption from phonesTaking on too much workLack of self-disciplineMaking unnecessary journeysSearching for lost filesNot delegatingProcrastination

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Effective Time and Task Management

An employee can adopt a number of strategies to ensure effective

time and task management:

Ensure targets are SMART*, clearly defined and have a good structure so that the task can be broken down into manageable pieces within an appropriate timeframe for completion.

Create a Priorities List and tick those tasks which have been completed so that attention can be given to the remaining tasks.

Create an Action Plan so that it is clearly shown which tasks are assigned to the employee and what the deadline for completion is.

Communicate with Line Manager at all times so that problems can be rectified immediately and not hamper the completion of the task.

Diaries (desk, electronic, smartphones, apps etc)11

Consequences of Poor Time and Task Management

Increased stress and absenteeism Lower productivity and poor quality work Lower staff morale and motivation Poor job satisfaction Poor customer relations Poor staff relationships Increased costs

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EFFECTS OF GOOD TIME EFFECTS OF GOOD TIME MANAGEMENTMANAGEMENTIncreased productivity and

qualityIncreased morale and motivationIncreased job satisfactionLower stress and absenteeismBetter staff relationshipsGood customer relations