LO1 The effectiveness of the workplace

By the end of this lesson you should be able to:

identify the effects of poor time management on the organisation and the individual

identify the benefits of good time management to the organisation and the individual

describe time management techniques.

The action plan action plan and priorities list priorities list help ensure efficient time and task management.

The administratoradministrator must display excellent time management skills so that tasks are completed on time and to a high standard.

ButBut – problems will occur if time not properly managed.

Jobs incomplete Jobs incomplete – activity panic – trying to do too many tasks and not completing any properly.

Reacting to situation Reacting to situation – lack of planning results in a build-up of jobs – the administrative assistant can end up reacting to situations due to lack of planning.

Work overload Work overload – jobs build up and the administrative assistant is unable to complete tasks.

StressStress – the administrative assistant becomes stressed at the build up of work and is unable to operate effectively.

Stressed staff - absencesStressed staff - absencesDecrease in work output.

Poor quality workPoor quality workMore product returns from quality control and customers.

Low moraleLow moraleDissatisfied employees – no loyalty/commitment.

Increased costsIncreased costsStaff cover, redoing work, recruitment.

Have to know what is causing the problem so that we Have to know what is causing the problem so that we can manage time effectively.can manage time effectively.

Time stealersTime stealersInterruptions – phone calls, chatterboxesMeetings overrunning – work to the agendaIncomplete information – priorities listCrisis management – adhere to priorities/action planPoor communication – written clarificationInability to say no – stick to priorities list

Being organised can help in time and task management:

action plans/priorities lists – a clear physical reminder of what needs to be doneelectronic diaries – set meetings and reminders to ensure deadlines are met.

Organisation – planning ahead and creating realistic targets and meeting deadlines.

Ability to delegate – use the skills of subordinates to allow more tasks to be completed