Outcome 1
Unit 1.1
EFFECTIVENESS OF THE
ADMINISTRATIVE FUNCTION
LEARNING OUTCOMES
 Personal
Development Planning
 Target Setting
 Time Management
 Task Management
PERSONAL DEVELOPMENT PLANNING

A personal Development Plan (PDP) is designed to enable
the employee to assess their current strengths and
weaknesses to allow effective future development

A PDP highlights the areas the employee has excelled in
and those which require further development. It is from
this that an individual can create and agree with their Line
Manager a training programme for the forthcoming year
which will greatly enhance their knowledge and skill base.
This will ultimately lead to an increase in the employee’s
morale and motivation which will further impact positively
on the effectiveness of the workplace.
PERSONAL DEVELOPMENT PLANNING
The contents of a PDP act as a strong
communication to senior management in how
well the employee is progressing and applying
himself/herself.
 This can have a very positive effect in the sense
that the employee could be put forward for
promotional opportunities.
 However, it must be noted that it can in turn
work the opposite way in that if the employee is
demonstrating significant signs of inefficiency
then responsibilities may be taken away – in
effect a demotion.

TASK

Make your own PDP –

Using the Personal Development Plan Handout,
create a table on Microsoft Word and make your
own comprehensive PDP

You should be thinking about what you have to
achieve this year and what your plans are for
next year
TARGET SETTING




In order to create an efficient and effective workforce, it is
imperative that all employees are aware of why they are there and
what it is they are aiming to achieve
The process of target setting is fundamental in the organisation’s
overall effectiveness
Target setting takes place at an individual level and at an
organisational level. It is important however that both work in
tandem to ensure that everyone is working towards a common
goal
There are many different strategies used within the workplace to
carry out the process of target setting , however before these are
addressed what makes a target work?
FEATURES OF AN EFFECTIVE TARGET

S Specific – is the target well defined and does it state
exactly what is required?

M Measurable – is the target measurable in quantifiable
and qualitative terms? Is it easy to identify whether or not
progress has been made?

A Agreed – have you discussed and agreed the targets
with your line manager? They will guide and provide
resources during the completion of the target.

R Realistic – do you have the necessary knowledge to
complete the target? So you have the right level of skills ?

T Timed – have you set a completion date? Is it achievable
to complete the task in this timescale?
MONITORING THE EFFECTIVENESS OF
TARGET SETTING
The target setting process is a very complicated,
yet vital process, which lies at the heart of the
organisation’s overall effectiveness.
 As a result of this, it is imperative that
management take into consideration procedures
which can be created and implemented to ensure
that the targets set at an individual and
organisational level are monitored and evaluated
regularly. This is essential as it will mean that
everyone is working towards a common purpose
and that problems are quickly identified before
they can become irreversible.

MONITORING THE EFFECTIVENESS OF
TARGET SETTING

Imagine you were handed the entire course for
Higher Administration and IT at the beginning of
the new school year and the next time your
teacher asked how you were getting on was the
final day of the exam!!! No guidance, no advice,
no checking that internal assessments had been
achieved or prelims taken. A ridiculous scenario,
however, one which clearly identifies the
importance of management overseeing the
employees’ targets and ensuring that everyone is
working to task.
SYSTEMS USED TO MONITOR TARGETS
THE APPRAISAL PROCESS
Line Manager discuss the
employee’s progress
during the year – identify
targets / roles which were
achieved and which were
not.
 Helps assess any issues
the employee is facing
and provide solutions
 School example =
Parental Interviews at
school

SYSTEMS USED TO MONITOR TARGETS
A BUDDY SYSTEM
Employee works along
side another employee
who is there to offer
advice and support
when required
 When the employee is
having difficulties the
buddy can give them
guidance and
solutions

SYSTEMS USED TO MONITOR TARGETS
MENTORING SYSTEM
A more senior member of
staff is assigned to an
employee. This is not
likely to be the employee’s
line manager.
 This senior member of
staff can be relied upon to
supply help and advice as
well as knowledge of the
organization and how it
works.

SYSTEMS USED TO MONITOR TARGETS
LINE MANAGER
Line Managers meet on
a regular basis, weekly,
fortnightly or monthly
to discuss targets and
how well they are being
achieved.
 Quick solutions to any
issues arising.
 Turn around any
problems quickly before
they escalate.

TARGETS TASK
Complete the Targets Task Sheet
 On the left hand side are tasks that are not
SMART
 You should try to covert them to SMART targets
on the right hand side

TO-DO-LIST

used to break down a project into tasks in the
order in which they should be completed
PRIORITIES LIST
A priorities List is designed to clearly indicate to
the employee which tasks are more urgent and
within what timeframe they need to be achieved.
 The Priorities list can be very efficient as it
clearly shows what needs to be done and when!

Priority List for Frank Spencer
TASK
ORDER OF
TASK
Complete Maths homework for Friday
2
Return S6 Prom Menu to Sarah
4
Revise for Admin Test tomorrow
1
Complete Business Management Homework for
Monday
3
ACTION PLANS




A target can be set for the short, medium or long term.
The way in which targets are managed is an essential
factor in determining their completion
Action Plans are used as a tool to manage targets which
are set in the long term. A target set in the long term
requires a lot of thought and planning as to how the overall
task is to be achieved. The best plan is to break the target
into small, manageable action points
The Action Plan demonstrates very clearly the amount of
tasks which are required to complete the overall target.
These tasks are placed in an appropriate order and given a
realistic timeframe for completion.
There are many circumstances which could arise during
the course of the plan which is why an Action Plan enables
the individual to take notes of changes or improvements as
they arise.
ACTION PLANS
Name: Sarah Millican (Head Girl)
Project: Arrange the S6 Prom
Completion Date: June 20______
Action
Estimated time
for Completion
Actual Time
Taken
Relevant Notes
Book Venue
End of September
(3 Weeks)
2 Weeks
General consensus
for Hilton enabled
fast decision to be
made
Compile list of all
pupils and staff
attending function
5 Hours
10 Hours
Names amended as
many paid deposit
after deadline
Issue menu to all
who are attending
and return order
Beginning of May
Incomplete!
Pupils on study
leave – matter
needs addressed
urgently
DIARY – PAPER V ELECTRONIC

DESK DIARY





paper diary
now quite old fashioned
difficult to make alteration
can be heavy to carry around
ELECTRONIC DIARY





easy to edit entries
search for available dates
warns of double booking
can be printed out
reminder or warnings that action is necessary
DELEGATION

deciding when it is appropriate to ask someone else to do
some of the tasks
PRIORITISATION

deciding on what is important and what is less so
GANTT CHARTS

Gantt charts shows the start and finish dates of
project and highlights the tasks that need to be
completed and incorporates how long it takes for
the tasks.
TIME AND TASK MANAGMEMENT
Good time-management techniques should
ensure that:
 The best use is made of the time available
 Time-wasting activities are minimised
 More time is made available for important/urgent
jobs
TARGET DEVIATION TASK
Targets are not being met in the HR Department
of FAB Manufacturing. Consider the Scenario on
the Target Deviation Task Sheet.
 Insert comments outlining your suggestions for
dealing with the situations.

TIME MANAGEMENT
It is essential that targets are set and monitored
so that deadlines are met and projects complete
 However, it is important to note that at the
centre of a successful target lies the art of
EFFECTIVE TIME MANAGEMENT
 Time is arguably an organisation’s scarcest
resource – very easily it can be lost
 The role of the organisation therefore is to ensure
that time is used wisely by minimising activities
which prove to be wasting time and maximise the
use of time.

EFFECTIVE TIME MANAGEMENT

An employee can adopt a number of strategies to ensure effective time
management:

Ensure targets are clearly defined and have a good structure so that the
task can be broken down into manageable pieces within an appropriate
timeframe for completion

Create a PRIORITIES LIST and tick those tasks which have been
completed so that attention can be given to the remaining tasks

Create an ACTION PLAN so that it is clearly shown which tasks are
assigned to the employee and what the deadline for completion is

Communicate with line manager at all times to that problems can be
rectified immediately and not hamper the completion of the task

Tasks should be planned accordingly – an organised employee will be able
to cope with any unforeseen circumstances as he/she will be equipped to
deal with the situation
CONSEQUENCES OF POOR TIME
MANAGEMENT

REDUCED PRODUCTIVITY
 Due to high stress levels the employee is unable to perform to
his/ her standards and as a result, produces a poor standard of
output.

INEFFECTIVE PLANNING OF TASKS
 As the clock is ticking very fast and the employee is unable to
meet deadlines, to cope with the completion of the tasks,
action is taken before careful planning and thought. Such
knee-jerk reactions can have disastrous consequences for the
employee and the organisation as a whole and in the end,
tasks become unmanageable, thus resulting in a poor quality
of service

INEFFECTIVE COMPLETION OF TASKS

Te employee ends up running from one task to another without completing
each one. This results in the employee panicking about all tasks and as a
result becomes highly stressed and inefficient.
REASONS FOR POOR TIME
MANAGEMENT

LACK OF PLANNING AND PRIORITISING
 If the employee fails to plan his/her tasks then time will be wasted as the
employee has no direction or vision concerning the best way to complete the
tasks, therefore performs in a number of time wasting activities

COMMUNICATION PROBLEMS
 If communication barriers exist between the employee and his/her Line Manager,
this can result in instructions being misunderstood and inevitably the task not
being completed as no clear structure is given. The result is that the employee
wastes time having to clarify each priority

UNNECESSARY TASKS
 The employee can easily be caught up in repetition of tasks due to a lack of
planning. For example, if there are reprographics required by the Department
the Admin Assistant should allocate time to complete ALL reprographics instead
of making 10 different journeys to the reprographics room.

ACCEPTING TOO MUCH RESPONSIBILITY
 The employee must learn when to say ‘NO’ to certain activities otherwise the
work he/she completes will be of little value as not enough thought and attention will
have been given to it.
CONSEQUENCES OF POOR TASK
MANAGEMENT

REDUCED PRODUCTIVITY
 If the employee fails to manage the task then it results in the organisation’s
overall goals being incomplete – productivity is adversely affected which
impacts greatly on the organisation’s reputation

POOR COMMUNICATION AND RELATIONSHIPS
 If the employee is failing to do his/her work properly this will inevitably lead
to strained communications and relationships with management.
Management need to rely on their workforce to produce hish standards of
work. If this is not presented then communications may become more
strained.

HIGH STRESS LEVELS
 The morale of the workforce could be severly affected if employees are
stressed and feel constantly under pressure. A positive ethos within an
organisation is an important contribution to the overall effectiveness of the
workplace.

POOR CUSTOMER REALATIONS
 If the needs are not met of the customers then the organisation's reputation
will suffer greatly and could lead to its downfall
PROBLEMS THAT MAY ARISE
Activity panic
jobs left unfinished
running from crisis
to crisis as deadlines approach
Reactive not proactive
reacting to crises rather than
methodically and carefully
Work overload
being pressed for time
a backlog of jobs starts
planning and prioritising tasks
to build up
Stress
feelings of anxiety and not coping
feelings that work will never be completed
Feelings of inadequacy
by deadline
BENEFITS OF GOOD TIME MANAGEMENT

Increased productivity

Increased quality of work

Good customer relations

Lower stress levels among staff

Good working relationships

Job satisfaction
DEALING WITH CHANGING PRIORITIES
Examples of
unforeseen
circumstances:

A member of staff fails to
show up for work

The computer network
crashes

A line manager suddenly
changes a deadline on a piece
of work
What to do:

Stay calm and if
necessary call on others
to help you complete the
work

Priorities lists should
have a mixture of high,
medium and low priority
tasks so that some tasks
can be delayed if
necessary
DEALING WITH DEVIATIONS FROM
PLANNED TARGETS
 Were
the targets SMART and understood?
 Did any unforeseen circumstances arise?
 Did the actions of others hold up the work?
 Was the work plan structured correctly or did
additional tasks occur after the job had
started?
 Did the task extend beyond your capabilities?
 Did your line manager support you when
undertaking the task?
TIME STEALERS
Lack of forward planning
 The telephone
 Unexpected visits from colleagues
 Taking on too much work
 Not assessing priorities
 Lack of self-discipline
 Making unnecessary journeys

TIME STEALERS TASK
To be done in teams of 3 or 4
Team objective
 To prepare and deliver a 4 minute presentation to the other
team(s) in your class entitled “dealing with time stealers”
Timescale
 30 minutes
Resources you may consider using
 Flipchart, power point, handouts, pens, glue, scissors
POSSIBLE QUESTIONS AND ANSWERS
AT THE START OF YOUR WORKING DAY THERE IS A
STACK OF PAPERS IN YOUR IN-TRAY. YOU HAVE TO DEAL
WITH IT ALL TODAY. DESCRIBE EFFECTIVE METHODS OF
TACKLING THIS PROBLEM.

TIME MANAGEMENT
 Scan the contents of the in-tray
 Prioritise the tasks
 Plan and set realistic time scales for all tasks
 Have all necessary resources at hand


TASK MANAGEMENT
 Set clear objectives and deadlines
 Identify standards and quality required
 Be aware of constraints and identify support required …
delegate where necessary
 Request no interruptions
IDENTIFY 4 POSSIBLE TIME STEALERS AND DISCUSS
THEIR CONSEQUENCES ON THE WORKFLOW.

Lack of forward planning
 resources not available when required so deadlines not met
 staff may need training so are not able to do required tasks

Telephone interruptions …
 train of thought lost may slow down work, lose good idea
 task incorrectly completed may halt production while it is re-done

Taking on too much work
 creates stress if deadlines cannot be met so staff make mistakes
and produce poorer quality work
 Staff are idle waiting for previous stage to be completed

Searching for lost papers
 Cannot find orders so production don’t have raw materials
 More work could be done during time lost searching