Presentation on theme: "Time and Task Management Outcome 1.1"— Presentation transcript:
1 Time and Task Management Outcome 1.1 Administration and ITTime and Task ManagementOutcome 1.1
2 Time and Task Management To be EFFECTIVE you need to manage tasks and time EFFICIENTLYSkills required:PlanningDelegatingOrganisationalDirectingControllingPrioritisingEvaluatingAssertivenessNegotiating
3 Priority List for Jennifer McCabe Priorities ListClearly indicates to the employee which tasks are more urgent and within what timeframe they need to be achieved.Priority List for Jennifer McCabeTaskOrder of TaskComplete Maths homework for Friday2Return S6 Prom menu to Louise4Revise for Business Management test tomorrow1Complete Admin and IT homework for Monday3Nat 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 PlanName: Louise McKenna (Head Girl)Project: Arrange the S6 PromCompletion Date: June 2015ActionEstimated Time for CompletionActual Time TakenRelevant NotesBook venueEnd of September (3 weeks)2 weeksGeneral consensus for Hilton enabled fast decision to be madeCompile list of all pupils and staff attending function5 hours10 hoursNames amended as many paid deposit after deadlineIssue menu to all who are attending and return orderBeginning of MayIncomplete!Pupils on study leave – matter needs addressed urgently
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 ManagementIt 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 phonesTaking on too much workLack of self-disciplineMaking unnecessary journeysSearching for lost filesNot delegatingProcrastination
11 Effective Time and Task Management An employee can adopt a number of strategies to ensure effectivetime 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 requiredM – Measurable – there should be some indication of whether or not a target has been achievedA – Agreed – the target should be discussed with your line managerR – Realistic – you should have the necessary skills to achieve the targetT – Timed – a time should be set as to when a target will be completedCommunicate – 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 absenteeismLower productivity and poor quality workLower staff morale and motivationPoor job satisfactionPoor customer relationsPoor staff relationshipsIncreased costs
13 EFFECTS OF GOOD TIME MANAGEMENT Increased productivity and qualityIncreased morale and motivationIncreased job satisfactionLower stress and absenteeismBetter staff relationshipsGood customer relations