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2. By the end of this session you should be better able to:  Understand methods of time management  Set, prioritise and monitor SMART objectives for the team  Assess achievement of workplace objectives copyright Deeside College2

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4. They usually have 3 parts: 1. The fundamental purpose of the organisation i.e. Why it is in business. 2. What activities it is doing to achieve its purpose. 3. What values and beliefs are held by the organisation.

6. Objective - To reduce absenteeism levels in my department. Is the objective above well-written? copyright Deeside College6

7. To make objectives effective, they should be written in a ‘SMART’ format.  SSpecific  MMeasurable  AAchievable  RRelevant  TTime bound copyright Deeside College7

8. Objective – “To reduce absenteeism levels in my team.” SMART Objective - “To reduce short term sickness levels in Customer Service Team 1 by 10% by December 20??” copyright Deeside College8

9. Think of one benefit for the team leader, against each letter of the word SMART e.g. by being time bound, the objectives help the team leader to prioritise. S M A R T copyright Deeside College9

10.  (s)  (M)  (A)  (R)  (T) copyright Deeside College10

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12. Why are you employed? copyright Deeside College12

13. Active Reactive copyright Deeside College13

14.  Consider the SMARTness of objectives (Reactive or Active tasks)  Consider scheduling time  Consider interruptions copyright Deeside College14

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18. Interruptions fall into 4 categories:  Workspace  Paperwork  Telephone/Emails  People copyright Deeside College18

19.  Arrange a meeting of your team.  Discuss and produce a list of tasks that need to be undertaken.  Produce and individualise a plan showing: ◦ The task itself with a brief description (where needed) ◦ Estimated time to complete ◦ Scheduled time to complete ◦ Level of priority attached to each task copyright Deeside College19

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21.  It demands immediate attention  A job becomes more urgent as a deadline draws near  An urgent matter becomes more urgent as time passes copyright Deeside College21

22. Urgency high Time sheet summary Training programme Urgency low copyright Deeside College22

23.  It has considerable significance or consequence  The importance of a matter is not affected by the passing of time. However, its importance may well be affected by other things. copyright Deeside College23

24. Time sheet Training summary programme Importance Low High copyright Deeside College24

25. Urgency High Quadrant 3Quadrant 1 Task is urgent butTask is urgent not important.and important. ‘Distraction’‘Fire Fighting’ Importance Low Importance High Quadrant 4Quadrant 1 Task is not urgentTask is important nor important.but not urgent. ‘Time wasting’‘Quality time’ Urgency Low copyright Deeside College25

26. According to Peter Drucker: Effective means Efficient means copyright Deeside College26

27.  Monitoring ensures that you are using resources effectively and efficiently.  It enables you and the team to ensure that you are achieving your goals.  It shows you are achieving the highest standard possible.  It helps you identify areas for improvement.  It provides information about your teams performance for the organisation as a whole. copyright Deeside College27

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29. What aspects of your team’s performance are monitored?  The quantity of output  The quality of output  Keeping to the rules or procedures  Improving efficiency/reducing costs copyright Deeside College29

30.  Management information systems which collect and analyse data  Quality standards and quality assurance processes  Feedback from customers and/or suppliers  Budgets and any overspend/underspend  An appraisal copyright Deeside College30

31. Quality guru, W Edwards Deming created the ‘PDCA’ cycle. Also known as the Deming Cycle copyright Deeside College31 PLAN DOCHECK ACT

32.  Plan what you are going to do.  Do it.  Check the results.  Take any necessary Action to refine the plan.  Process continues copyright Deeside College32

33.  Allow staff to proceed without interference.  Encourage staff to follow their own way of working, where allowed.  Be prepared to allow trivial mistakes to be made.  Intervene only if staff do not spot their errors or where sensitive areas are threatened.  Be ready with help, advice and encouragement, but avoid doing the task yourself. 33

34. By the end of this session you should be better able to:  Understand methods of time management  Set, prioritise and monitor SMART objectives for the team  Assess achievement of workplace objectives copyright Deeside College34