ADMIN SERVICES OUTCOME 1Explain strategies which can be used to ensure effectiveness in the

workplace

Lesson 2

• Time and Task Management

In this lesson we look at …

• Skills required for time and task management

• Identification of time stealers• Time management strategies• Benefits to the individual and

organisation of good time management

• Consequences of poor time management

TIME MANAGEMENT

• Make the best use of time available

• Minimise time wasting• Create more time for

important jobs.

Problems caused by poor Time Management

• Activity panic– jobs left unfinished, running from one crisis

to another

• Reaction not action– tasks become unmanageable, leading to a

need to react to crises rather than planning

• Work overload– ever-increasing list of jobs becomes

unmanageable

• Stress– overload leads to feeling that work cannot

be completed and ultimately feelings of stress.

Causes of poor time management – Time Stealers

• Lack of forward planning

• The telephone

• Unexpected visits from colleagues

• Taking on too much work

• Taking work home

• Making unnecessary journeys

• Darting from one task to another

• Not delegating

• Not making “do not disturb” time.

Task Management (be organised!) Neat and orderly workspace Planning aids, eg diary,

priorities list, reminders Clutter free desk In, out and pending trays Label files Tick off jobs on priorities list Replace files and papers Monitor progress – target dates

Inform manager if not on target.

Skills required for effective Task Management

Organisation Prioritisation Delegation Control Assertiveness Negotiation Resource management Evaluation.

Benefits of effective time and task management

• Increased productivity• Better quality of work• Good customer relations• Increased competitiveness• Lower stress levels• Good work relations• Job satisfaction.

Consequences of poor time and task management

• Poor productivity• Poor quality• Increased costs• Unmet deadlines• Unhappy customers• Stress related absence among

staff• Poor work relations • Poor job satisfaction.

To sum up you should know:

• Skills required for time and task management

• What are time stealers• Time management strategies• Benefits to the individual and

organisation of good time management

• Consequences of poor time management.

Take a few moments to think about…

• Strategies you use to ensure you organise your time effectively