Business Practice 2Module 5

Manage time and work processes within a

business environment

OutcomesAfter 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:

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

2. Identify the steps or stages in a familiar set of tasks

3. Record information and documentation required on the task list

4. Capture on-line or process manually additional information received

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

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

Steps for a task list

Step 1What 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 2How 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)?

• Does 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 scheduleWe 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)

Daily task analysis

Time planned for the task

Actual time spent on the task

% of total time spent

Routine or scheduled task (R)

Unforeseen priority task (X)

Open commitment (O)

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 diaryAfter completing this outcome, you will be able to:

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

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

3. Use 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:

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

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

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

4. 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