Business Practice 2 Module 5

Manage time and work processes within a business environment

Outcomes After completing this Module, you will be able to: Create, maintain and use a task list Use and maintain a diary Prioritise tasks Plan and follow a work schedule

After completing this Module, you will be able to:

Create, maintain and use a task list

Use and maintain a diary

Prioritise tasks

Plan and follow a work schedule

Create, maintain and use a task list After completing this outcome, you will be able to: Know and understand the value of using and maintaining a task list in terms of a specific work context Identify the steps or stages in a familiar set of tasks Record information and documentation required on the task list Capture on-line or process manually additional information received Report completed tasks to the appropriate authority and mark them off on the task list Draft an action plan to ensure that outstanding requirements are completed timeously

After completing this outcome, you will be able to:

Know and understand the value of using and maintaining a task list in terms of a specific work context

Identify the steps or stages in a familiar set of tasks

Record information and documentation required on the task list

Capture on-line or process manually additional information received

Report completed tasks to the appropriate authority and mark them off on the task list

Draft an action plan to ensure that outstanding requirements are completed timeously

Steps for a task list

Step 1 What results are expected from this instruction that came from my supervisor or lecturer? State what is required. What am I required to do? When must I finish what I have to do? Where must it be done? For whom must it be done? Will someone benefit from this instruction?

What results are expected from this instruction that came from my supervisor or lecturer?

State what is required.

What am I required to do?

When must I finish what I have to do?

Where must it be done?

For whom must it be done? Will someone benefit from this instruction?

Step 2 How am I going to measure or know that I have carried out the instruction correctly? What could I measure in quality (what has to be done)? • What could I measure in quantity (how much to be done)? • What could I measure in time (when it must be done)? What could I measure in place (where must it be done)? D oes it agree with the priorities and outputs given to me?

How am I going to measure or know that I have carried out the instruction correctly?

What could I measure in quality (what has to be done)?

• What could I measure in quantity (how much to be done)?

• What could I measure in time (when it must be done)?

What could I measure in place (where must it be done)?

D oes it agree with the priorities and outputs given to me?

Steps 3, 4, 5 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 Step 4: When will each task/activity start and finish? Step 5: Who is responsible for doing each task? Do I do all of them or are other people involved as well?

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

Step 4: When will each task/activity start and finish?

Step 5: Who is responsible for doing each task? Do I do all of them or are other people involved as well?

Steps 6,7,8 Step 6: What documents and administration tools will be needed for this instruction? How will I present the information to other people? Step 7: How will I measure that each task has been done correctly? Step 8: What resources (people, equipment and so on) are needed for each task?

Step 6: What documents and administration tools will be needed for this instruction? How will I present the information to other people?

Step 7: How will I measure that each task has been done correctly?

Step 8: What resources (people, equipment and so on) are needed for each task?

Steps 9 and 10 Step 9: Are any documents required for this instruction? What will they need, when and where? How will such documents be distributed? Step 10: How much will task each cost? (If it is important for carrying out the instruction.)

Step 9: Are any documents required for this instruction? What will they need, when and where? How will such documents be distributed?

Step 10: How much will task each cost? (If it is important for carrying out the instruction.)

Developing a work schedule We can analyse the work that you are doing each day through by using the following categories: Routine or scheduled task (R) Unforeseen priority task (X) Open commitment (O)

We can analyse the work that you are doing each day through by using the following categories:

Routine or scheduled task (R)

Unforeseen priority task (X)

Open commitment (O)

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

Put work tasks in the correct sequence Example: Build a house Task 1: Use the building plans to mark the lines for the foundations of the house Task 2: Dig the foundations to the depth required by the plans Task 3: Lay the concrete to the correct depth in the foundations Task 4 Build the walls Task 5: Plaster the walls Task 6: Put on the roof trusses and lay the tiles Task 7: Install the electric fittings Task 8: Install the plumbing Task 9: Paint the house

Example: Build a house

Task 1: Use the building plans to mark the lines for the foundations of the house

Task 2: Dig the foundations to the depth required by the plans

Task 3: Lay the concrete to the correct depth in the foundations

Task 4 Build the walls

Task 5: Plaster the walls

Task 6: Put on the roof trusses and lay the tiles

Task 7: Install the electric fittings

Task 8: Install the plumbing

Task 9: Paint the house

Information and documentation required for tasks Characteristics of useful information: Accurate Available Complete Relevant Concise If you do not have the information you need, you should “flag” it for later attention Each task is completed according to the 10 step process Completion of the task must be reported to the appropriate person

Characteristics of useful information:

Accurate

Available

Complete

Relevant

Concise

If you do not have the information you need, you should “flag” it for later attention

Each task is completed according to the 10 step process

Completion of the task must be reported to the appropriate person

Use and maintain a diary After completing this outcome, you will be able to: Know the purpose of keeping a personal diary and an organisational diary as a self-management tool Record and regularly update relevant information in the diary/information – system U se diary entries to create an action plan

After completing this outcome, you will be able to:

Know the purpose of keeping a personal diary and an organisational diary as a self-management tool

Record and regularly update relevant information in the diary/information – system

U se diary entries to create an action plan

Types of diaries in business The personal diary Allows you to manage yourself in the work environment Following types of diaries are used: Personal Organiser Filofax, Bound diary Appointment book Printed diary Calendar Electronic Organiser

The personal diary

Allows you to manage yourself in the work environment

Following types of diaries are used:

Personal Organiser

Filofax,

Bound diary

Appointment book

Printed diary

Calendar

Electronic Organiser

The organisational diary Used to record all activities important to the business Used to coordinate and plan all regular company activities Dates when the directors hold Board meetings, Monthly management meetings Important organisational functions Booking of boardrooms and other commonly used rooms.

The organisational diary

Used to record all activities important to the business

Used to coordinate and plan all regular company activities

Dates when the directors hold Board meetings,

Monthly management meetings

Important organisational functions

Booking of boardrooms and other commonly used rooms.

Plan and follow a work schedule After completing this outcome, you will be able to: Name and record regular daily, weekly and monthly activities on a work schedule Draw up a roster to ensure that all the activities can be completed on time Inform internal clients of the aspects of the work schedule that affect them Follow the schedule and adjust it when necessary to allow for unexpected interruptions

After completing this outcome, you will be able to:

Name and record regular daily, weekly and monthly activities on a work schedule

Draw up a roster to ensure that all the activities can be completed on time

Inform internal clients of the aspects of the work schedule that affect them

Follow the schedule and adjust it when necessary to allow for unexpected interruptions

Managing your activities Planning What you are going to achieve How you are going to achieve it Organising How you are going to make your plans work Need to prepare a roster to make sure the work is done on time Important to tell everyone who is involved what is happening and when

Planning

What you are going to achieve

How you are going to achieve it

Organising

How you are going to make your plans work

Need to prepare a roster to make sure the work is done on time

Important to tell everyone who is involved what is happening and when