Outcome 1.1 Learning Outcome: Describing strategies for effective time and task management and their importance

Targets A target, or objective, is something which you are aiming to accomplish. A target of objective can belong to an individual, a team or a department. Organisational targets are the results you or your organisation want to achieve. They will normally be based on your contribution or your department’s contribution to the organisation’s overall business plan.

Targets Targets are based on a number of factors and will be recorded in a variety of different documents: ‘To do’ list Priorities list Action plan Electronic diary Personal Development Plan (PDP) Gantt Chart Read the Notes for further information on these documents

Targets

SMART targets S Specific: They must state exactly what has to be done M Measurable: They must state how much/what size, so you know you can reach them A Agreed: They must be agreed with the line manager, usually in a discussion as part of the PDP R Realistic: They should be achievable but still be a challenge T Timed: It is important that key dates identify when the work will be completed

Dealing with changing priorities Controls must be in place to monitor targets and keep track of whether or not targets are being achieved, for example: Regular checks by line manager Sample checks of tasks Buddy systems Mentoring systems Audits or system checks Regular meetings with staff Using Gantt charts

Time management Time management is a very important life skill. Many people find themselves frustrated with their day and this often leads to stress as they try to catch up on work that they have not managed to complete. Reduced effectiveness can occur because of time stealers.

Time stealers Interruptions from work colleagues/visitors (in person, by phone) Meetings taking longer than necessary Taking on too much Acting with incomplete information Crisis management Unclear/poor communication Inability to say “no” Desk stress Procrastination

Effects of poor time management Stress Higher absence rates/higher rate of staff turnover Poor productivity/quality of work Low morale Low motivation Deadlines not being met/targets not being achieved Increase in accidents Increased costs to management

How can time be managed? Organisation or planning aids can help to manage time effectively, for example: Use priorities lists Use electronic diary Limit access to e-mail File regularly Delegate tasks

Delegation If there is someone to whom you can delegate jobs, you should make sure you do delegate tasks to them – but not just the tasks you don’t like! Unfortunately, some managers find delegation very difficult because they think they can do it better themselves, don’t want to lose control.

Benefits of good time management Better morale and job satisfaction Increased productivity/better quality of work produced Lower stress levels Less staff absence More communicative workforce Better relations with both internal and external customers

Answer the following questions: Use your notes to help you answer the questions. Identify 2 planning aids which a senior administrator could use to manage their time. What is a time stealer? List 3 examples. Suggest 2 ways an senior administrator could monitor targets. Explain what is meant by a measurable target.