LO1 The effectiveness of the workplace

By the end of this lesson you should be able to: identify the effects of poor time management on the organisation and the individual identify the benefits of good time management to the organisation and the individual describe time management techniques.

action plan priorities list The action plan and priorities list help ensure efficient time and task management. administrator The administrator must display excellent time management skills so that tasks are completed on time and to a high standard. But But – problems will occur if time not properly managed.

Jobs incomplete Jobs incomplete – activity panic – trying to do too many tasks and not completing any properly. Reacting to situation Reacting to situation – lack of planning results in a build-up of jobs – the administrative assistant can end up reacting to situations due to lack of planning. Work overload Work overload – jobs build up and the administrative assistant is unable to complete tasks. Stress Stress – the administrative assistant becomes stressed at the build up of work and is unable to operate effectively.

Stressed staff - absences Stressed staff - absences Decrease in work output. Poor quality work Poor quality work More product returns from quality control and customers. Low morale Low morale Dissatisfied employees – no loyalty/commitment. Increased costs Increased costs Staff cover, redoing work, recruitment.

Have to know what is causing the problem so that we can manage time effectively. Time stealers Time stealers Interruptions – phone calls, chatterboxes Meetings overrunning – work to the agenda Incomplete information – priorities list Crisis management – adhere to priorities/action plan Poor communication – written clarification Inability to say no – stick to priorities list

Being organised can help in time and task management: action plans/priorities lists – a clear physical reminder of what needs to be done electronic diaries – set meetings and reminders to ensure deadlines are met.

Organisation – planning ahead and creating realistic targets and meeting deadlines. Ability to delegate – use the skills of subordinates to allow more tasks to be completed