1. Identify and Explain Effective Working Practices OCR Diploma Level 2

2. The importance of planning work effectively Benefits include Benefits include A clear mind (and less stress) because you can focus on the overall job you have to do with fewer distractions A clear mind (and less stress) because you can focus on the overall job you have to do with fewer distractions Less unexpected problems which may hold you up or create difficulties for you or for other people Less unexpected problems which may hold you up or create difficulties for you or for other people

3. A more accurate estimate of how long a job will take – so that you can allocate sufficient time for it. A more accurate estimate of how long a job will take – so that you can allocate sufficient time for it. The ability to monitor your own progress better, because you know all the tasks you have to complete to finish the job. The ability to monitor your own progress better, because you know all the tasks you have to complete to finish the job.

4. Better use of your time – because you can work quickly and effectively and will make fewer mistakes. Better use of your time – because you can work quickly and effectively and will make fewer mistakes. Far less danger of holding other people up through unforeseen problems. Far less danger of holding other people up through unforeseen problems. Far less danger of having to admit to everyone you have done something wrong. Far less danger of having to admit to everyone you have done something wrong.

5. A successful outcome first time round – because you will know exactly what you are trying to achieve and know when you have achieved it. A successful outcome first time round – because you will know exactly what you are trying to achieve and know when you have achieved it. The ability to complete any job more quickly and more easily. The ability to complete any job more quickly and more easily. Increased confidence in your own ability to do complex tasks. Increased confidence in your own ability to do complex tasks.

6. Planning You are going on a two-week holiday to Greece (or other destination of your choice) next July. You are going on a two-week holiday to Greece (or other destination of your choice) next July. What planning and organisation would you need to consider? What planning and organisation would you need to consider?

7. Key stages in the planning process 1 Draw up a draft schedule or checklist 1 Draw up a draft schedule or checklist 2 Prioritise the list 2 Prioritise the list 3 Decide upon deadlines 3 Decide upon deadlines 4 Reality check 4 Reality check 5 start work 5 start work 6 Monitor progress 6 Monitor progress

8. Draw up a draft schedule or checklist List everything that has to be done in a schedule or checklist List everything that has to be done in a schedule or checklist In a planning meeting, this can be done by several people In a planning meeting, this can be done by several people Think about the resources you will need Think about the resources you will need

9. Prioritise the list Put the list into the correct sequence or priority order Put the list into the correct sequence or priority order Some tasks will need to be done straight away while others may be less important. Some tasks will need to be done straight away while others may be less important.

10. Decide upon deadlines Identify the target date for the completion of each task Identify the target date for the completion of each task Identify the target date for the partial completion of large tasks Identify the target date for the partial completion of large tasks

11. Reality check Can the whole task be achieved by the final deadline? Can the whole task be achieved by the final deadline? Did you include some allowances for contingencies, interruptions and other commitments you have to fulfil? Did you include some allowances for contingencies, interruptions and other commitments you have to fulfil?

12. Start work Work steadily down the list and tick off the items as you complete them Work steadily down the list and tick off the items as you complete them Make notes as you go – this is often helpful Make notes as you go – this is often helpful

13. Monitor progress Review and report back on your progress to other people who need this information Review and report back on your progress to other people who need this information

14. Drawing up the schedule The importance of clarifying the purpose The importance of clarifying the purpose Good planners ask themselves several questions even before they start to draw up a schedule. Good planners ask themselves several questions even before they start to draw up a schedule.

15. What? What is the overall task that has to be done? What is the overall task that has to be done? What is the required outcome? What is the required outcome?

16. Why? Why does is need to be done? Why does is need to be done? Why is it needed and what is the purpose? Why is it needed and what is the purpose? Knowing the purpose often saves you having to ask many questions later! Knowing the purpose often saves you having to ask many questions later!

17. When? When must it be completed by? When must it be completed by? Are there any parts of the overall task that must be done by a specific date? Are there any parts of the overall task that must be done by a specific date? Do you have to report back on progress at specific intervals? Do you have to report back on progress at specific intervals?

18. How? How should it be done? How should it be done? This relates to the way you will do the job and the resources you will require, such as the help of other people, equipment and materials This relates to the way you will do the job and the resources you will require, such as the help of other people, equipment and materials

19. Where? Where should it be done? Where should it be done? In the case of an event, where it will take place. In the case of an event, where it will take place.

20. Who? Who is involved? Who is involved? This includes the person who wants the task and all those who will be involved in helping you or depending upon you for information. This includes the person who wants the task and all those who will be involved in helping you or depending upon you for information.

21. Outline Planning Sheet Look at example on page 234 Look at example on page 234 Activity Activity

22. Prioritising the list Page 90-91 Unit 2 Page 90-91 Unit 2 Explain categories A B C and D Explain categories A B C and D

23. Deadlines Page 85 Unit 2 Page 85 Unit 2 Page 94 Unit 2 Page 94 Unit 2 What should you do if you cannot meet the deadline? What should you do if you cannot meet the deadline?

24. Confidentiality Unit 2 Unit 2 Pages 93, 138, 139 and 152 Pages 93, 138, 139 and 152

25. Monitoring progress Make a checklist and tick off as you go along Make a checklist and tick off as you go along Complete tracking documents if required Complete tracking documents if required Review your progress regularly Review your progress regularly Do random checks on the work completed and the quality of your work Do random checks on the work completed and the quality of your work Report back to boss if required Report back to boss if required

26. Planning Aids Unit 2 Page 90 Unit 2 Page 90 Unit 3 page 238 – read. Unit 3 page 238 – read. Diary Diary Wall charts and planners Wall charts and planners To Do lists To Do lists Checklists Checklists Electronic planners Electronic planners

27. Organisations in Business Page 239 Page 239 Read in class Read in class

28. Over To You Page 240 Page 240