NCV 2 Business Practice Hands-On Support - Module 5

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This slide show complements our NCV 2 Business Practice Hands-On Training title (Module 1) published by Future Managers Pty Ltd. For more information visit our website www.futuremanagers.net

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NCV 2 Business Practice Hands-On Support - Module 5

  1. 1. Business Practice 2 Module 5
  2. 2. Manage time and work processes within a business environment
  3. 3. Outcomes <ul><li>After completing this Module, you will be able to: </li></ul><ul><li>Create, maintain and use a task list </li></ul><ul><li>Use and maintain a diary  </li></ul><ul><li>Prioritise tasks </li></ul><ul><li>Plan and follow a work schedule </li></ul>
  4. 4. Create, maintain and use a task list <ul><li>After completing this outcome, you will be able to: </li></ul><ul><li>Know and understand the value of using and maintaining a task list in terms of a specific work context </li></ul><ul><li>Identify the steps or stages in a familiar set of tasks </li></ul><ul><li>Record information and documentation required on the task list </li></ul><ul><li>Capture on-line or process manually additional information received </li></ul><ul><li>Report completed tasks to the appropriate authority and mark them off on the task list </li></ul><ul><li>Draft an action plan to ensure that outstanding requirements are completed timeously </li></ul>
  5. 5. Steps for a task list
  6. 6. Step 1 <ul><li>What results are expected from this instruction that came from my supervisor or lecturer? </li></ul><ul><li>State what is required. </li></ul><ul><li>What am I required to do? </li></ul><ul><li>When must I finish what I have to do? </li></ul><ul><li>Where must it be done? </li></ul><ul><li>For whom must it be done? Will someone benefit from this instruction? </li></ul>
  7. 7. Step 2 <ul><li>How am I going to measure or know that I have carried out the instruction correctly? </li></ul><ul><li>What could I measure in quality (what has to be done)? </li></ul><ul><li>• What could I measure in quantity (how much to be done)? </li></ul><ul><li>• What could I measure in time (when it must be done)? </li></ul><ul><li>What could I measure in place (where must it be done)? </li></ul><ul><li>D oes it agree with the priorities and outputs given to me? </li></ul>
  8. 8. Steps 3, 4, 5 <ul><li>Step 3: What are all the main tasks (activities) I must do to achieve the result? List them in the order in which you will do them </li></ul><ul><li>Step 4: When will each task/activity start and finish? </li></ul><ul><li>Step 5: Who is responsible for doing each task? Do I do all of them or are other people involved as well? </li></ul>
  9. 9. Steps 6,7,8 <ul><li>Step 6: What documents and administration tools will be needed for this instruction? How will I present the information to other people? </li></ul><ul><li>Step 7: How will I measure that each task has been done correctly? </li></ul><ul><li>Step 8: What resources (people, equipment and so on) are needed for each task? </li></ul>
  10. 10. Steps 9 and 10 <ul><li>Step 9: Are any documents required for this instruction? What will they need, when and where? How will such documents be distributed? </li></ul><ul><li>Step 10: How much will task each cost? (If it is important for carrying out the instruction.) </li></ul>
  11. 11. Developing a work schedule <ul><li>We can analyse the work that you are doing each day through by using the following categories: </li></ul><ul><li>Routine or scheduled task (R) </li></ul><ul><li>Unforeseen priority task (X) </li></ul><ul><li>Open commitment (O) </li></ul>
  12. 12. Open commitment (O) Unforeseen priority task (X) Routine or scheduled task (R) % of total time spent Actual time spent on the task Time planned for the task Daily task analysis
  13. 13. Put work tasks in the correct sequence <ul><li>Example: Build a house </li></ul><ul><ul><li>Task 1: Use the building plans to mark the lines for the foundations of the house </li></ul></ul><ul><ul><li>Task 2: Dig the foundations to the depth required by the plans </li></ul></ul><ul><ul><li>Task 3: Lay the concrete to the correct depth in the foundations </li></ul></ul><ul><ul><li>Task 4 Build the walls </li></ul></ul><ul><ul><li>Task 5: Plaster the walls </li></ul></ul><ul><ul><li>Task 6: Put on the roof trusses and lay the tiles </li></ul></ul><ul><ul><li>Task 7: Install the electric fittings </li></ul></ul><ul><ul><li>Task 8: Install the plumbing </li></ul></ul><ul><ul><li>Task 9: Paint the house </li></ul></ul>
  14. 14. Information and documentation required for tasks <ul><li>Characteristics of useful information: </li></ul><ul><ul><li>Accurate </li></ul></ul><ul><ul><li>Available </li></ul></ul><ul><ul><li>Complete </li></ul></ul><ul><ul><li>Relevant </li></ul></ul><ul><ul><li>Concise </li></ul></ul><ul><li>If you do not have the information you need, you should “flag” it for later attention </li></ul><ul><li>Each task is completed according to the 10 step process </li></ul><ul><li>Completion of the task must be reported to the appropriate person </li></ul>
  15. 15. Use and maintain a diary <ul><li>After completing this outcome, you will be able to: </li></ul><ul><li>Know the purpose of keeping a personal diary and an organisational diary as a self-management tool </li></ul><ul><li>Record and regularly update relevant information in the diary/information – system </li></ul><ul><li>U se diary entries to create an action plan </li></ul>
  16. 16. Types of diaries in business <ul><li>The personal diary </li></ul><ul><ul><li>Allows you to manage yourself in the work environment </li></ul></ul><ul><ul><li>Following types of diaries are used: </li></ul></ul><ul><ul><ul><li>Personal Organiser </li></ul></ul></ul><ul><ul><ul><li>Filofax, </li></ul></ul></ul><ul><ul><ul><li>Bound diary </li></ul></ul></ul><ul><ul><ul><li>Appointment book </li></ul></ul></ul><ul><ul><ul><li>Printed diary </li></ul></ul></ul><ul><ul><ul><li>Calendar </li></ul></ul></ul><ul><ul><ul><li>Electronic Organiser </li></ul></ul></ul>
  17. 17. <ul><li>The organisational diary </li></ul><ul><ul><li>Used to record all activities important to the business </li></ul></ul><ul><ul><li>Used to coordinate and plan all regular company activities </li></ul></ul><ul><ul><ul><li>Dates when the directors hold Board meetings, </li></ul></ul></ul><ul><ul><ul><li>Monthly management meetings </li></ul></ul></ul><ul><ul><ul><li>Important organisational functions </li></ul></ul></ul><ul><ul><ul><li>Booking of boardrooms and other commonly used rooms. </li></ul></ul></ul>
  18. 18. Plan and follow a work schedule <ul><li>After completing this outcome, you will be able to: </li></ul><ul><li>Name and record regular daily, weekly and monthly activities on a work schedule </li></ul><ul><li>Draw up a roster to ensure that all the activities can be completed on time </li></ul><ul><li>Inform internal clients of the aspects of the work schedule that affect them </li></ul><ul><li>Follow the schedule and adjust it when necessary to allow for unexpected interruptions </li></ul>
  19. 19. Managing your activities <ul><li>Planning </li></ul><ul><ul><li>What you are going to achieve </li></ul></ul><ul><ul><li>How you are going to achieve it </li></ul></ul><ul><li>Organising </li></ul><ul><ul><li>How you are going to make your plans work </li></ul></ul><ul><ul><li>Need to prepare a roster to make sure the work is done on time </li></ul></ul><ul><ul><li>Important to tell everyone who is involved what is happening and when </li></ul></ul>

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