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

2. 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.

3. 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

4. Targets

5. 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

6. 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

7. 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.

8. 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

9. 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

10. 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
File regularly
Delegate tasks

11. 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.

12. 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

13. 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.