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

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

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?

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.

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

Personal Development Plans

Gantt Charts

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

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.

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

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, email, 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.

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

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