n5 communication: the formulation of aims and objectives (for fet college students in south africa)

Mod 2: Formulations of Aims and ObjectivesChapter 2 in textbook (p.29 – 35)

Normally question 2 in Exam (15 points)

Combination of long and short questions

2.1 FORMULATION OF AIMS AND OBJECTIVESAIM: The term aim (or goal) refers to long-term intentions not defined in specific terms or a specific time frame.

See textbook on p. 29 – 2.1

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OBJECTIVE: P.29An objective refers to a specific intention (short-term)to be achieved within a definite time-frame. “In the next semester I will pass N5”

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2.2 Aspects of determining aims and objectives ( p.29)

If I want to determine aims and objectives I need to involve the following aspects:• Establish the purpose of the exercise• Why must I do it? (Lose weight for my wedding)

• Implement the process• Do something about your goal. Follow logical steps to do

so. See example of this on p.30 (table)

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I want to implement the process … (p.30 – table)

PROCEDURE• Identify the problem• Formulate the problem• Determine possible result• Determine time available• Note relevant factors• Plan of action• Time limit• Criteria• Monitor results• Put it in writing• Decide on feedback

APPLIED EXAMPLE• I am overweight• I am 5kg overweight• I will look good at dance• Dance in 12 weeks• Birthdays? Farewells?• 3 Balanced meals, exercise• Target weight at 10 weeks• 500g a week• Weigh every Friday morning• Note pad on wall for progress• Mother and best friend

2.3 Evaluate aims and objectives (p.30)

Must be• Valid (worthwhile and relevant). They must be:• Interesting and challenging• Consistent with and conducive to one’s personal values• Consistent with and conducive to the policies and procedure

of the organisation of which one is a member

• Feasible (realistic and achievable)• Can only be determined once they have been formulated.

See example on p.31

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9Feasibility of aims?

Can only be determined once they have been formulated specifically• I want to lose some weight (vague, generalised, an aim

rather than an objective• I want to lose 10kg in 2 weeks (unrealistic, unfeasible)• I want to lose 10kg in 15 weeks (realistic, feasible and

achievable)

2.3.1Guidelines

for evaluating

aims and objectives

(p.31 – 2.3.1)

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11SMART OBJECTIVE

• Specific: clearly formulated in terms of the desired result• Measurable: in terms of quantity and/or quality• Attainable: realistic and achievable• Relevant: worthwhile and in best interest of the

individual as well as the organisation of which he/she is a member

• Traceable (tangible/time-frame): whether it allows progress to be monitored in terms of realistic or valuable feedback.

See applied example on page 31

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2.4 Time Management (p.32)

How is success measured? Is it linked to time?• Why is time important? (2.4.1)• “Time is money” in the world of business• Time spent unnecessarily on one project,

is time wasted, could be used on another project• Doing it at the right times also saves –

or even makes – money• It is more sensible to clean out your desk on

a Friday than on a busy day when you haveurgent matters that need attention.

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14Time management (p.33)

• Evaluation of time spent (2.4.2) Categorise it into:• Those activities really necessary vs. those that should be

excluded• Those completed within a realistic period of time vs those on

which time was wasted• Those performed at the appropriate time vs. those that should

have been done at another time• Those that could have been done equally well by someone

else.

• Planning time (2.4.3)Rate each task in terms of:• Importance• Most suitable time for performing it

Time Control Techniques (p.34 – 2.4.3.1)

• Diaries (daily, weekly, monthly planning)

• Week and year planners• Wall charts and desk pads• Delegation• Assigning task to sub-ordinates – why would you do that?

• Self-control

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Guidelines for better time utilisation – 2.4.3.2 (p.35)

• Prioritise goals• Identify and dispose of time-wasters• Telephone calls, pop-ins, procrastination

paper organisation, daily planning,distractions caused by colleagues

• Employ time utilisation techniques (see p.34)

• Set a time schedule• Evaluate your time spent

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