Handout 1: Manage personal performance PowerPoint presentation Unit 239 (M&L 1): Manage personal performance and development Handout 1: Manage personal performance

Working to agreed standards and deadlines Before beginning tasks, you need to know: when the deadline is required format the scope of the task sources of information support available. You will also need to consider: possible problems that may occur. When the deadline is: this is important so that you can plan your work accordingly. This is essential as it is highly likely that the work of the rest of the team, other teams and the organisation as a whole is dependent upon it. Required format: how should the work be presented? Is there a house style or template that must be used? Presenting work in the wrong format wastes time later. The scope of the task: you need to know how much detail is required – too little and you will have to revisit the task; too much and you will have wasted your own time. Sources of information: you will need to know where you can find out any information that needs to be included. Sources of information may be internal such as files, address books/directories, colleagues, organisational procedures and policies; or external such as organisations’ websites, advisory agencies such as Citizens’ Advice, Health and Safety Executive, or suppliers. Support available: you will need to know if there is any support available such as colleagues who have time to help you, resources such as accommodation or equipment, or finance to buy consumables or specialist items.

Setting high standards Create a reputation for quality – set and maintain a high standard for your work. Professionalism – having the right attitude to doing your job ensuring the needs of the organisation are met consistency despite difficult circumstances. Set and maintain a high standard for your work The way you behave at work and how you carry out all aspects of your job role will gain you a reputation. Once gained, reputations are hard to change so be aware of the importance of creating a good first impression. When carrying out your job role, always complete tasks to a high standard and pay attention to detail: it may not seem too important to always punch papers squarely, but a messy file with papers sticking out top and bottom sends out a message about its owner! Setting and maintaining high standards, for both your work and your behaviour, will lead to a higher level of job satisfaction for you, and a higher level of trust in you from your organisation, which could in turn lead you to promotion. Professionalism: Having the right attitude to doing your job role to the best of your ability Ensuring the needs of the organisation are met despite difficult circumstances, eg being under pressure through lack of time or during busy periods. Being aware of what your organisation expects of you and acting accordingly. Having the appropriate knowledge and knowing what you can do within the limits of your authority.

Why is it important to meet deadlines? What has to be done? Agreeing deadlines Why is it important to meet deadlines? What has to be done? How realistic is it? About what you can get done in the time frame, as overload can result in little being completed. Why is it important to meet deadlines? Missing a deadline is likely to cause extra work for someone else somewhere down the line. Someone else will be waiting for you to complete your task and will have planned their work accordingly. Not meet your deadline, means others will have to re-plan their own work, causing them unnecessary stress and creating resentment towards you. What has to be done? When agreeing to a deadline, it is important to consider how much work is involved, as well as considering the other work and routine tasks you will also have to complete during the same period. How realistic is it? If, having considered all that needs to be done before the deadline, it seems unrealistic, then it is better to explain this and try to negotiate some leeway – either in the form of more time or the relief of other duties. It is better to communicate this from the outset than try to meet the deadline and miss it. .

Take responsibility for your own work: Being accountable Take responsibility for your own work: finishing on time dealing with problems that may arise reporting progress. Finishing on time If you have agreed to a deadline, it is up to you to ensure you meet that date whatever happens. Dealing with problems that may arise You should try to resolve minor problems that may delay your work yourself. This may mean rescheduling tasks or working extra hours or gaining the help of colleagues. Reporting progress It is essential that any problems in meeting deadlines are communicated to your supervisor as soon as possible to lessen the impact on others’ work and targets, and so that contingency plans can be put in place. It is better to limit the damage by ‘owning up’ if you are behind rather than trying to cover up and allowing the situation to get increasingly worse. You will be afforded far more respect if you have the confidence to admit your failings than if you allow them to be found out later or blamed on others

Problems Problems that may occur are: equipment failure staff sickness the specification for the work is altered/widened other people not fulfilling their commitments work has not been completed to specification and has to be redone constant distractions and interruptions.