NCV 2 Business Practice Hands-On Support - Module 5
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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

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 NCV 2 Business Practice Hands-On Support - Module 5 Presentation Transcript

  • 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
  • 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
  • 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?
  • 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?
  • 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?
  • 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?
  • 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.)
  • 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)
  • 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
  • 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
  • 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
  • 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 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
  • 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