1. Time and Task Management Outcome 1.1
Administration and IT
Time and Task Management
Outcome 1.1

2. Time and Task Management
To be EFFECTIVE you need to manage tasks and time EFFICIENTLY
Skills required:
Planning
Delegating
Organisational
Directing
Controlling
Prioritising
Evaluating
Assertiveness
Negotiating

3. Priority List for Jennifer McCabe
Priorities List
Clearly indicates to the employee which tasks are more urgent and within what timeframe they need to be achieved.
Priority List for Jennifer McCabe
Task
Order of Task
Complete Maths homework for Friday 2
Return S6 Prom menu to Louise 4
Revise for Business Management test tomorrow 1
Complete Admin and IT homework for Monday 3
Nat 5 – can you set yourself a priority list of at least 5 tasks for this week?

4. 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.

5. Estimated Time for Completion
Action Plan
Name: Louise McKenna (Head Girl)
Project: Arrange the S6 Prom
Completion Date: June 2015
Action
Estimated Time for Completion
Actual Time Taken
Relevant Notes
Book venue
End of September (3 weeks)
2 weeks
General consensus for Hilton enabled fast decision to be made
Compile list of all pupils and staff attending function
5 hours
10 hours
Names amended as many paid deposit after deadline
Issue menu to all who are attending and return order
Beginning of May
Incomplete!
Pupils on study leave – matter needs addressed urgently

6. Personal Development Plans

7. Gantt Charts

8. Examples of Systems Used to Monitor Targets
The appraisal or review process. Line Manager to discuss the employee’s progress and targets achieved.
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.
Personal Development Plans (PDPs)
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

9. 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.

10. Time Stealers! Lack of forward planning Unexpected visits
Interruption from phones
Taking on too much work
Lack of self-discipline
Making unnecessary journeys
Searching for lost files
Not delegating
Procrastination

11. 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)
S – Specific – the target should be well defined and state what is required
M – Measurable – there should be some indication of whether or not a target has been achieved
A – Agreed – the target should be discussed with your line manager
R – Realistic – you should have the necessary skills to achieve the target
T – Timed – a time should be set as to when a target will be completed
Communicate – IM, , facetime, regular meetings etc. Tasks should be planned accordingly – an organised employee will be able to cope with any unforeseen circumstances as he/she will be equipped to deal with the situation.

12. 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

13. EFFECTS OF GOOD TIME MANAGEMENT
Increased productivity and quality
Increased morale and motivation
Increased job satisfaction
Lower stress and absenteeism
Better staff relationships
Good customer relations