ࡱ> %` ,dbjbjٕ v(Zz $ ZZZP,֛ p...D̤,       $=hz4  Y"@YY4  ..I qqqY . . qY qqB . 9"Z)<&6R_ 0 \Nel vTqڥD;4 4 X YYYY v v  Achieving Work Priorities Assessment Task Cover Sheet Students Name:Employer: Please complete and check all sections before mailing to the College. Make sure this cover sheet is securely attached to your Assessment Task. Please (() the type of submission (Full Submission Partial Submission Resubmission Course You Are Enrolled in (() Diploma of BusinessBSBFLM501B / BSBWOR501ACODE:Adv Diploma of BusinessBSBFLM501B / BSBWOR501ACODE:Diploma of Financial ServicesFNSICORG510ACODE: Participant Declaration: I declare that the material contained in this Assessment Task is my own work. XStudents Signature: / / Supervisors Declaration: I verify that the material provided in the attached Assessment Task is the original work of the participant. XSupervisors Signature: Supervisors Name:  / /  College Use: Student to Submit / Resubmit: Assessment Result: ( Competent ( Competence not yet demonstrated Assessed By: Signature:Assessed By: Name: / / Assessment Task Part A Time Management Refer to Section 2 Time Management in the Achieving Work Priorities Workbook to assist you with answering the following questions.  Q1. List two techniques that can be used to improve time management. 1.   2.   Q2. ( TRUE OR ( FALSE If you are seriously behind with your work tasks it is best to seek help from your manager about either your time management or your volume of work. Q3. Give an example of how you could use technology to assist you with planning or time management.     Q4. Practical Activity Complete at least one of the following (tick which one you have done) to create a reminder of the due date for this module: ( Create a Task with a reminder in Outlook to remind you ( Update your diary to remind you ( Update your mobile phone to include a reminder ( Other detail what you will do   Assessment Task Part B Goals and Targets Refer to Section 3 Goals and Targets in the Achieving Work Priorities Workbook to assist you with answering the following questions.  Q5. Select the correct answer: ( a) ( b) ( c) ( d) ( e) Effective people have learned to make decisions about: a) what they will do now b) what they will do later c) what they will delegate d) what they will do if time permits e) all of the above Q6. Research your organisations goal or mission statement. If there isnt a formal one written, draft one that you feel describes the main goal of your business, and discuss your answer with your supervisor to ensure that they agree.    Q7. What is the goal of your section or department. If there isnt a formal one written, draft one that you feel describes the main goal of your department, and discuss your answer with your supervisor to ensure that they agree.    Q8. List at least 3 work goals or tasks that you complete as part of your duties that helps your business and department achieve its overall goals. 1.   2.   3.   Assessment Task Part C Prioritising Work Activities Refer to Section 4 Prioritising in the Achieving Work Priorities Workbook to assist you with answering the following questions.  Q9. ( TRUE OR ( FALSE You only need to consider the urgency of a task to correctly identify its priority Q10, If we were to use the URG-IMP system of Prioritising by importance and urgency that is explained in the workbook (section 4.3 onwards) - what priority should you give the following items: a) a critically important task that is time urgent priority _________ b) a task that is not important but in crisis priority _________ c) a task that is important but time urgent priority _________ Q11. For each of the above items; what are some appropriate action steps to take? a) a critically important task that is time urgent   b) a task that is not important but in crisis   c) a task that is important but time urgent   Assessment Task Part D Work Schedules Refer to Section 5 Work Schedules in the Achieving Work Priorities Workbook to assist you with answering the following questions.  Q12. The following is the list of activities that Sharon will be working on in the next week. She has ranked them by importance and urgency; and estimated the time needed (and deadline). Use this information to answer questions a) to d) below. TaskImportanceUrgencyPriorityEst TimeDeadlineUpdate Staff qualificationsImportantTime Urgent6 hrsTues 5pmPolicy Manual ReviewImportantNot time Urgent7 hrsThur 5pmModeration MinutesNot ImportantNot time Urgent3 hrsFri 5pmTemplate Data error sheet Not ImportantCrisis4 hrsMon 2pmFeedback processImportantNot time Urgent9 hrsFri 5pmAudit external clientCritical ImportantTime Urgent6 hrsTues 5pmUpdate WorkbookImportantCrisis3 hrsMon 5pm a) Fill in the Priority column using the 1 9 system used in the workbook. b) Plan her work schedule for the week using the seven step process. NOTE: you can use your OUTLOOK CALENDAR for this exercise and attach a print out of that week or write your answers here: TimeMondayTuesdayWednesdayThursdayFriday9am 10am 10am 11am 11am 12pm 12pm 1pmLunchLunchLunchLunchLunch1pm 2pm 2pm 3pm 3pm 4pm 4pm 5pm  c) What items will she not be able to complete?   d) What would you suggest she do about those items?    Practical Activity (NOTE Certificate IV and Diploma students do NOT need to complete Question 13). Q13. Prepare your work schedule for a week or month. You can create it in Outlook (please attach a print out) or you can use this Calendar: a) List each of your activities and rank them in importance and urgency b) Fill in the Priority column using the 1 9 system used in the workbook. TaskImportanceUrgencyPriorityEst TimeDeadline c) Now place them into your work schedule (and schedule in breaks ( ) TimeMondayTuesdayWednesdayThursdayFriday9am 10am 10am 11am 11am 12pm 12pm 1pm 1pm 2pm 2pm 3pm 3pm 4pm 4pm 5pm  d) Identify a potential problem that may prevent your work schedule going to plan, and what you will do to overcome that problem?    Assessment Task Part E Monitoring Work Performance Refer to Section 6 Monitoring Work Performance in the Achieving Work Priorities Workbook to assist you with answering the following questions.  Q14 ( TRUE OR ( FALSE A KPI is another phrase meaning the same as a target Q15. Identify 3 KPIs for your job. Then identify a way that you can measure your performance in that area. Then determine if you always achieve that KPI. KPI / TargetMeasurementAchievement?    Q16. Karl is a friend of yours who has been booked into a performance review with is boss. He has exactly the same job as you. He wants your advice on how he should prepare for the review; and what areas he should think about and talk about in his review. What do you suggest?    .        Q17. Explain how you would be able to self-assess whether you are achieving your work goals or not. How would you be able to justify your assessment using measurable results?     Q18. Provide an example of when you have received beneficial feedback from someone at work about a task you completed. Include details of what the feedback was, who provided the feedback and why it was beneficial.     Q19. Boyan is another friend and work colleague of yours. He has a different team leader and he thinks his team leader is unhappy with his work. He wants some advice from you on how to approach his team leader to get specific feedback, without making his team leader feel like he is being confrontational.         Q20. Samir (another work colleague) is desperately behind in her work and is trying to cover this fact up. What advice should you give her and why?       Assessment Task Part F Managing Stress Levels Refer to Section 7 Managing Stress in the Workplace in the Achieving Work Priorities Workbook to assist you with answering the following questions.  Q21. ( TRUE OR ( FALSE Distress is the negative or bad type of stress Q22. ( TRUE OR ( FALSE Not all stress is negative eustress helps us get motivated and feel challenged. Q23. Identify 4 things in your workplace that could be stressors ie things that cause stress (regardless of whether it is good or bad stress). 1.  2.  3.  4.  Q24. Identify how you could improve your own stress management skills.     Q25. Stefan is a work colleague who sits next to you. He seems to be getting stressed lately. You think its a combination of personal issues as well as work in his area being extremely busy right now. How can you assist him to cope better and manage his stress levels?        Assessment Task Part G Professional Development Refer to Section 8 Professional Development in the Achieving Work Priorities Workbook to assist you with answering the following questions.  Q26. Give an example where on-the-job learning has been or would be useful to assist you learn a new task.     Q27. Identify three work colleagues who are very good at a certain job task that you would be able to learn from them: PersonWhat You can learn From them    Q28. List some strategies that would help you successfully complete a formal course like this one:     Q29. Prepare a list of the 10 most important skills, knowledge or qualifications that are important in your current role; and self- rate your current skill level between high; medium and low: Skill / Knowledge or QualificationHigh levelMedium LevelLow level1 2 3 4 5 6 7 8 9 10  Q30. Identify 2 areas where you would like your future work performance to improve and how you will achieve this ie through on-the-job training; mentoring; external training; observation of others 1.     2.     Certificate III Students STOP HERE Assessment Task Part H Planning Certificate IV & Diploma Students to complete this section Refer to Section 9 Planning in the Achieving Work Priorities Workbook to assist you with answering the following questions.  Q31. ( TRUE OR ( FALSE A contingency plan is an alternative plan of action to remedy or fix a situation that might realistically occur. Q32. ( TRUE OR ( FALSE Adaptive Plans are when we change from our original plans to adjust for issues that have changed since the original plan was created. Q33. Identify 3 factors that may prevent you setting aside time to work on a special project you may be given. Then identify a preventative or contingency plan for that situation, so that you can make time for the project. Factor that May ImpactContingency plan    Q34. Give an example of when you have had to use problem solving skills and explain the techniques of processes you used to generate possible solutions to the problem.     Assessment Task Part I Work Group Plans Certificate IV & Diploma Students to complete this section Refer to all of the material covered in the Achieving Work Priorities Workbook to assist you with answering the following questions.  Answer the questions on the following pages using the scenario that follows: Scenario: The Next Week You are the team leader and you have taken the opportunity to use the first half hour on Monday to schedule your week. Your Job List: The ABC Company is a key client and you have been asked to prepare their monthly reports. It will take you 5 hours and is due to them by close of business on Thursday. You need the accounting information from accounts. They normally have it to you by Wednesday lunchtime in any week. XYZ Company have advised on Friday of a problem that needs fixing. Your contact with XYX Company says that you must address their problems within 2 working days or a contract penalty applies. In order to fix the problem for XYZ you need a work colleague to finish their task; but they estimate that they need a full day to do that. You estimate that you will need a full day; but there is about half the work that you could get Guan to help with. You have the Special Project to go on with. While you still have 3 weeks up your sleeve to finish this it is the most important job assigned to you. You expect there is another 4 days work needed to finish it off. And of course you have your normal management tasks; but none are time urgent at this stage. The Jobs for your Staff: You have two staff reporting to you who have the following typical job list Fredas responsibilities are: Answering the phones Travel Bookings for Directors Clerical assistance to Directors Ordering Office Supplies Reviewing & Lodging BAS statementsEstimated time needed As Required 3 hrs per week 4 hrs per day 1 hr per month 3 hrs per day Guans responsibilities are: Incoming & Outgoing Mail Filing Client Records Clerical support to 3 Accountants when finished work Updating Webpage Accounts Receivable Estimated time needed 1 hrs per day 2 hrs per day 3 hrs per day 2 hrs per week 1 hr per day Status of Staff Workload You ask Freda when she arrives about what she has on this week. Close to tears, she explained: BAS Statements hadnt been done for 4 weeks and if they arent done by Friday the Tax Department may impose fines. You know that you will still have the monthly stationery order hadnt been done last month, Tea & Coffee had nearly run out, Power Point presentation needed for the conference next week hadnt been started, Rental cars needed for Tuesday hadnt been booked; let alone bookings needed for later in the week So she is seriously behind with her work and you will need to arrange to get her helped out. You checked with Guan and found out that he was relatively up to date with his tasks. In confidence he explained to you that he knew that Freda was having some personal problems and she had been a bit stressed out over the last few weeks. There is a freeze on overtime at the moment so you would prefer to solve the situation without incurring any extra time by staff. They are required to have an hour for lunch each day. Required Activities Q35. Prioritise your teams work tasks for the next week using the URG-IMP system of Prioritising by importance and urgency that is explained in the workbook (section 4.3 onwards) used in the workbook: TaskImportanceUrgencyPriorityEst TimeDeadline1.2345678910111213 Q36. Prepare work schedules for yourself; and Guan and Freda for the next week; showing an appreciation of the team priorities and resource availability. You can create it in Outlook (please attach a print out) or you can copy and use this Calendar for each: YOUR WORK PLAN: TimeMondayTuesdayWednesdayThursdayFriday9am 10am 10am 11am 11am 12pm 12pm 1pm 1pm 2pm 2pm 3pm 3pm 4pm 4pm 5pm  FREDAs WORK PLAN: TimeMondayTuesdayWednesdayThursdayFriday9am 10am 10am 11am 11am 12pm 12pm 1pm 1pm 2pm 2pm 3pm 3pm 4pm 4pm 5pm  GUANs WORK PLAN: TimeMondayTuesdayWednesdayThursdayFriday9am 10am 10am 11am 11am 12pm 12pm 1pm 1pm 2pm 2pm 3pm 3pm 4pm 4pm 5pm  Q37. What would some realistic contingency plans be in the following circumstances? a) Freda is off sick for 2 days?    b) The colleague working on the problem for XYZ Company takes 2 hours longer than planned?    Q38. What steps can be taken to prevent the situation of the staff being so far behind from happening again?       Q39. Design a script or presentation for your next team meeting that covers the following: reviews the problems of the past weeks; and identifies opportunities for improvement and learning; and rebuilds morale and includes some stress management techniques to be implemented. Attach your script or PowerPoint presentation Q40. Prepare a professional development plan for Freda that addresses some areas you would like her to improve in and includes the following types of self-development activities: mentoring on the job learning formal studies formal or informal networks Assessment Task Part J Diploma Diploma Students to complete this section Refer to Section 10 Professional Development in the Achieving Work Priorities Workbook to assist you with answering the following questions.  Q41. Explain what networking is?    Q42. Identify 2 networking groups you dont currently actively participate in that would be of benefit to you. Explain why they would be suitable and research when their next event is and what you need to do to participate. Networking Group 1:     Networking Group 2:     Q43. Provide details of a situation where you have been a positive role model for others. Specify the positive behaviours that your were demonstrating.      Q44. Explain your understanding of what Emotional Intelligence is and give an example of how you might demonstrate high emotional intelligence      Q45. Hassan is a new team leader in your department. He confides in you that he is having difficulty adjusting to his new boss, and is thinking of going to the department manager and asking for a transfer to a new boss. What advice can you give Hassan about a better way to manage the situation so that he can work effectively with his new boss?             Q46. Identify the new developments and trends across the industrial sector that you work in, and the associated knowledge and skills that will be required to improve current processes and practices. Prepare a professional development plan for yourself that addresses these areas and also the areas that you would like personally improve in. A sample plan is provided in the workbook. Consider a range of self-development activities that you can implement such as: mentoring on the job learning formal studies formal or informal networks Attach your Professional Development Plan. Business Justification Skills Being able to provide a business justification is an important skill set for any senior employee or team leader. For three of the following situations write a short justification that uses listed method of justification. Examples are provided of each in the workbook. Note you may use made up information for this exercise we simply need you to demonstrate an understanding of each method at this stage. For each of the following 3 questions select any three of the following situations to justify: A request to spend $5000 on a workshop on leadership skills for new team leaders A multicultural awareness morning tea for staff approx cost $200 Implementing a mentoring program estimated cost is 3 hours pm for all team leaders to participate You running a one hour workshop for all staff on time management Buying a colour printer to replace the black and white one that needs urgent repairs Doing a training needs analysis for all staff estimated time 30 minutes per employee; plus 3 hrs time to create survey and 5 hrs to collate results Q47. Attach your justification for one of the above situations using statistical justification method. Q48. Attach your justification for one of the above situations using comparative justification method. Q49. Attach your justification for one of the above situations using the application to theory justification method. Q50. Workplace Research and Report Activity Conduct your own research by buying a relevant book, or doing a web search on any one of the following management books/ theories (or any other professional development activity you are interested in). Based on that research write a report that explains the theory or practices and provides your own examples of how you can implement the theory / practices. Options include (but are not restricted to): Fish! A Remarkable Way to Boost Morale and Improve Results Bonos 6 Thinking Hats McGregors Theory Y Coveys Seven Habits Refer to the College Guidelines for Report Writing to assist you in planning and formatting the report. Module: Dip Achieving Work Priorities v3-08 Student: Date: About the Learning Resources / Textbooks 1. The workbook/ textbook design/ format is: Easy to Use  ( ( ( ( Difficult to Use2. The workbook/textbook content is: Easy to Understand  ( ( ( ( Difficult to Understand3. The workbook/textbook content is: Appropriate for the course  ( ( ( (Irrelevant 4. The learning resources provided overall were: Very well suited to cover the course material ( ( ( ( Not suitable for the course material Comments to explain your answers:    Problems that need fixing eg typos, unclear material    About the Assessment Tasks 1. The Assessment Task design/ format is: Easy to understand what I am required to do  ( ( ( ( Difficult to Understand and use2. The Assessment Task questions are worded so that they are: Easy to Understand  ( ( ( (Difficult to Understand3. The Assessment Task content is: Appropriate for the course  ( ( ( (Irrelevant 4. The Assessment Tasks has: A good variety of things to do to show competence ( ( ( ( Limited variety when other options could be used 5. 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