Organize and Complare TTLM
Organize and Complare TTLM
Organize and Complare TTLM
Level-I
Learning Guide-49
Unit of Competence: Organize and Complete
Daily Work Activities
Module Title: Organizing and Completing
Daily Work Activities
LG Code: EIS BCW1M014LO1-LG-49
This learning guide is developed to provide you the necessary information regarding the
following content coverage and topics:
Negotiating and agreeing upon work goals and plans
Developing an understanding of the relationship between individual work
goals, and plans and organizational goals
Planning and prioritizing work load with in allocated time frames
This guide will also assist you to attain the learning outcome stated in the cover page.
Specifically, upon completion of this Learning Guide, you will be able to:
Negotiate and agree upon work goals and plans
Develop an understand the relationship between individual work goals,
and plans and organizational goals
Plan and prioritize work load with in allocated time frames
Learning Instructions:
1. Read the specific objectives of this Learning Guide.
2. Follow the instructions described below 3 to 6.
3. Read the information written in the information “Sheet 1, Sheet 2, and Sheet 3
4. Accomplish the “Self-check 1,Self-check t 2, Self-check 3 and Self-check 4” in page
-5, 7, 13respectively.
2
Information Sheet-1
Negotiating and agreeing upon work goals and
plans
Regardless of your job role or responsibilities, as a worker you are part of a group or
team. This might be a small team, such as a work group, or a large team such as a
company or an organization. You cannot work completely alone.
No matter what their job role or responsibilities, every worker is part of a group or team.
The way you work affects the other members of your team. Therefore, you need to
know how to organize your work schedule so that you can work efficiently and complete
your tasks on time. This involves clarifying your tasks, deciding the order you will do
them in, and how much time you need to spend on each one.
Roles - jobs/tasks
Application of particular procedures - all departments/employees use
the same procedures
Organization of work materials - to ensure all materials required are
available when needed.
Strategies for obtaining, understanding and clarifying work goals and plans
include:
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Correct sourcing and selection of information - to ensure all employees
have the same recent and up-to-date information
Consult appropriate personnel - to ensure information is obtained from
those who are most knowledgeable and have the expertise to give correct
information
Active listening - asking questions to fully understand what is required,
taking into account non-verbal communication (like body language) and
acknowledging what is said by rephrasing or summarizing
colleagues
other staff members
supervisors, mentors or trainers
4
Self-Check -1 Written Test
Directions: Answer all the questions listed below. Use the Answer sheet provided in the
next page:
1. write the difference between open and closed questions (2Point)
2. what are the sStrategies for obtaining, understanding and clarifying work
You can ask you teacher for the copy of the correct answers.
Answer Sheet
Score = ___________
Rating: ____________
5
Developing an understanding of the relationship between
Information Sheet-2
individual work goals, and plans and organizational goals
A goal is something you want to achieve. One of the keys to developing good
organizational skills is to establish goals. Goal setting helps employees to put
tasks and projects into perspective, enabling them to establish and work toward
achieving specific short-term (days/weeks), medium-term (month/s) and long-
term (year/s) goals. If an individual does not complete his/her tasks satisfactorily
or in a reasonable timeframe, the department/team goals will not be realized
which in turn will affect the organization achieving its vision.
6
Self-Check -2 Written Test
Directions: Answer all the questions listed below. Use the Answer sheet provided in the
next page:
1. Define the word goal (2Point)
You can ask you teacher for the copy of the correct answers.
Answer Sheet
Score = ___________
Rating: ____________
7
Planning and prioritizing work load with in allocated time
Information Sheet-3
frames
Often then, for the individual, it is not possible to prepare a schedule of tasks to
be done in isolation. Instead, organization of a work routine can only be done
after consultation with other staff members, involving consideration of recognized
goals.
This means, for the individual, that he or she must have well-developed
interpersonal skills and be able to negotiate on a range of levels - with superiors,
with peers and with subordinates and use time in the most effective and
productive way possible (good time management skills).
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efficient fashion within the prescribed timelines, and in accordance with the
organization’s policies and procedures.
All these things can be managed if time is managed properly. Poor time
management can result in tasks not being completed on time. Sometimes the output
of one person is the input for another. If the first person is delayed in completing
their work, the second person cannot start their work. This can result in the client not
receiving their order(s) on time which reflects badly on the reputation of the
business. An understanding and use of basic time management principles can help
individuals better cope with job and personal demands.
Prime time:- is a time of day when you find that you are most productive, most
energetic and think more clearly. When considering a daily schedule, it is a good idea to
keep your energy cycle in mind.Time management, like other management skills,
benefits from analysis and planning. To understand and apply time management
principles, you must know not only how to use time wisely, but also what problems you
may encounter, and what causes these problems. From this you can learn to improve
your effectiveness and efficiency through better time management.
For instance, if the receptionist is responsible for collection of the mail and sending it
out, and company policy is that the mail must be ready for collection by 3.00 pm, then
this procedure must be followed and other tasks organized around this daily routine.
You can also improve work routine by personalizing your work station and organizing
your work space.
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Personalizing work station: do this by adding plants, photographs etc
(within organizational policy and procedure guidelines) to make the area your
"own" (however temporarily). Everything will look brighter and more cheerful,
giving you a feeling of belonging and boosting your morale.
Organizing your work space: arrange your work tools for ease of use. If
you use files often, place the filing cabinet near to your desk so that you do not
have to get up every time you need to retrieve a document. Try to have tools
you use most often within easy reach.
Establishing Priorities
How do you make the hard decisions about which tasks should be first, second,
etc and how do you decide how much time to devote to each of them? Obviously,
only you can put a correct time to each task relative to how much has to be done
to complete each job, but certainly we can get an indication of priorities by
looking at the range of tasks that normally have to be completed in the business
environment.
Let's look at a few tasks and then put them in priority order:
In organizing these tasks into priority order, it is important to consider what the
deadlines are not how long the task will take to complete. The order should be as
follows:
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Priority Details Time
5 Filing
Now let's have a look at the reasons for the way in which the tasks have been
prioritized.
The mail may not, in fact, be done first. It will, however, determine the timing of
other tasks if it is to be collected and opened at the same time every day. For this
reason, it must take precedence above other tasks.
The memo requesting staff attendance at the meeting tomorrow is obviously the
most important task to be completed because of the timeline involved. Not only
will the memo have to be keyed in, but it will have to be copied and distributed
during the course of the day to give those attending, time to organize their diary
and any relevant materials for the meeting.
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Completion of this task is dependent on how much photocopying there is to do. If
the amount to be photocopied is excessive, the task may be spread over a
number of days to avoid too much time being spent away from the desk at the
one time.
Filing (5)
Because the filing is listed last here, it should not be thought that it is the least
important task to be completed. It does, however, have the least pressing
timeline and, therefore, it can be left until last. Filing should be kept up-to-date,
and a little, regularly, is much better than a lot in desperation.
To assist with task prioritization, you may wish to use the ABC method:
Step 2: Within each category, allocate a priority number to each task as follows:
2: Do this task after the most important tasks in this category have been
completed
Things to do today
B2 Phone Jose Sweeney
C1 Place stationery order
A3 Type up meeting minutes for Tom
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C2 Get keys cut for Susan
A2 Send out conference invitations
A1 Organize meeting of all team members for tomorrow morning
Directions: Answer all the questions listed below. Use the Answer sheet provided in the
next page:
3. Describe the result of Poor time management(2Point)
You can ask you teacher for the copy of the correct answers.
Answer Sheet
Score = ___________
Rating: ____________
13
Basic clerical Work
Level-I
Learning Guide-50
Unit of Competence: Organize and Complete Daily Work
Activities
This learning guide is developed to provide you the necessary information regarding the
following content coverage and topics:
Completing tasks with in designated timelines.
Using Effective questioning to seek assistance from colleagues.
Identifying and taking appropriate actions for factors affecting work
requirements
Using business technology efficiently and effectively to complete work
tasks
Communicating progress of task
This guide will also assist you to attain the learning outcome stated in the cover page.
Specifically, upon completion of this Learning Guide, you will be able to:
Complete tasks with in designated timelines.
Use Effective questioning to seek assistance from colleagues.
Identify and take appropriate actions for factors affecting work
requirements
Usebusiness technology efficiently and effectively to complete work
tasks
Communicate on the progress of task
Learning Instructions:
1. Read the specific objectives of this Learning Guide.
2. Follow the instructions described below 16 to 28.
3. Read the information written in the information “Sheet 1, Sheet 2, Sheet
3 , Sheet 4 sheet 5
4. Accomplish the “Self-check 1, Self-check t 2, Self-check 3, Self-check
4and Self-check 5” in page -18, 21, 23, 25 and 28 respectively.
15
Information Sheet-1 Completing tasks with in designated timelines
a stapler
staple supply
a rubberized sorter or a damp sponge may be a benefit too, to pick up each
single sheet
a clear bench top to spread out the six pages ready for collation
elastic bands may be needed to hold the collated copies in bundles for easier
handling
By breaking the task down into smaller parts, there may well be more than one or
two obvious resources required for the efficient completion of the task. It is
necessary to think about resources before beginning on a task to save:
Time
Energy
16
Double handling
Time Wasters
We all waste time. Some of us recognize this and try to do something about it. Some of
us are unaware of the time we waste. The following can all contribute to wasted time:
Telephone Attempting too much Incomplete
interruptions at once information
Inability Personal Understaffing
to say “no” disorganization Work overload
Changing deadlines Crises Excessive socializing
Lack of planning Lack of self-
Drop in visitors discipline
Ineffective delegation Procrastination
17
Self-Check -1 Written Test
Directions: Answer all the questions listed below. Use the Answer sheet provided in the
next page:
1. Write Organizational requirements toComplete tasks with in designated
timelines(8Point)
You can ask you teacher for the copy of the correct answers.
Answer Sheet
Score = ___________
Rating: ____________
Team work generally involves delegation. Tasks are given to team members
according to their abilities, time restrictions, preferences, etc.
Advantages of Delegating
Saves time
Delegation saves time as team members are free to do work that they must
complete themselves and which cannot be delegated
A team member may not always be the most experienced or best person to
complete a task and delegating the job to a more experienced person will
ensure that it is completed quickly and efficiently
Greater job satisfaction
when a person delegates a task, he or she is displaying that he or she has trust
and confidence in the other person to complete the task
most people derive a sense of satisfaction in completing more challenging tasks
delegation enables a person to use his or her initiative
Increased skills
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people have the opportunity to complete new tasks thus gaining more
experience
delegation provides the opportunity for people to be trained and developed in
new areas
if a person is absent, there is someone else who can fill in for that person
everyone has different ideas, skills, etc, and delegation enables the talents of
others to be utilized
Reluctance to Delegate
Not everyone is willing to delegate or share tasks. Typical reasons for failure to share or
delegate tasks are:
Effective delegation requires a little time, but it is a good investment. It is often more
difficult to complete a task for the first time. If people are not given the opportunity to
practice skills, they will never improve.
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Self-Check -2 Written Test
Directions: Answer all the questions listed below. Use the Answer sheet provided in the
next page:
1. Write the reasons for failure to share or delegate tasks (4Point)
3. Write our colleagues that you may seek assistance when difficulty
arise(4point)
You can ask you teacher for the copy of the correct answers.
Answer Sheet
Score = ___________
Rating: ____________
Page 21 of 39
Information Sheet-3 Identifying factors affecting work requirements and
take appropriate action
5. Technology/equipment failure/faults:-
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Accessing additional resources: -enabling tasks to be completed on time
and within budget
Contingency planning:- identifying what can go wrong in a situation and
being prepared with plans, strategies and approaches for avoiding or
overcoming possible problems
Troubleshooting: - problem-solving to repair failed processes. It first
requires identification of a problem and its possible causes, before a solution
can be worked out to remedy the causes and return the process to a working
condition again.
Directions: Answer all the questions listed below. Use the Answer sheet provided in the
next page:
1. Demonstrate factors which may affect work requirements(6Point)
point)
You can ask you teacher for the copy of the correct answers.
Answer Sheet
Score = ___________
Rating: ____________
Directions: Answer all the questions listed below. Use the Answer sheet provided in the
next page:
You can ask you teacher for the copy of the correct answers.
Answer Sheet
Score = ___________
Rating: ____________
Page 25 of 39
Name: _________________________ Date: _______________
Information Sheet-5
Communicating progress of task
There are five important aspects to remember when communicating with your supervisor:
Listen. Pay attention to the words being spoken. If you hear unfamiliar words or terms,
ask for clarification. Listening also means interpreting body language, voice inflections,
and gestures. If this nonverbal communication is confusing, ask the supervisor to clarify
what you don’t understand. Watch. Sometimes a supervisor demonstrates how a task is
performed. If necessary, ask the supervisor to repeat the process until you understand it
completely. Sometimes a task may be too complex or time-consuming to demonstrate. In
such cases, you probably will receive general instructions.
If there are details you don’t understand, ask for guidance to continue the task.
Question. After you have listened and watched, ask questions. A good supervisor will
encourage you to ask questions. It’s better to ask a question than to make a mistake
because you didn’t understand.
Write. Write down in a small notebook the important points to remember about the
instructions you get. Don’t write while your supervisor is talking or demonstrating
something. Do it at a break in the instructions.
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Practice. With your supervisor’s permission, perform the task. Make sure you have fully
completed the job. This may include putting tools away or cleaning up your work area.
Don’t leave your work partially completed.
Be concise and straightforward. When speaking with your supervisor, you should
concisely introduce your concerns or requests and explain why you are bringing them to
his/her attention. It is also important to focus the communication on the issues at hand and
how to find solutions to move forward.
Practice active listening. During a meeting with your supervisor, you should engage to
be an active listener instead of worrying about what you are going to say. Practicing active
listening skills will help you understand and anticipate your supervisor’s needs and what
actions need to be taken. Take notes as needed so that you will remember more of the
conversation and action items.
Have a positive attitude and be open to feedback. The rule of thumb in effective
communication and a successful relationship is to exhibit a positive attitude. It is also
crucial to keep an open mind and be receptive to feedback that your supervisor may
provide you.
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Self-Check -5 Written Test
Directions: Answer all the questions listed below. Use the Answer sheet provided in the
next page:
1. Write at least six tips for effective communication with your
supervisor(12Point)
2. Write five important aspects to remember when communicating with your supervisor
(10point)
You can ask you teacher for the copy of the correct answers.
Answer Sheet
Score = ___________
Rating: ____________
Page 28 of 39
Name: _________________________ Date: _______________
Learning Guide-51
Unit of Competence: Organize and complete daily
work activities
Module Title:Organizing and completing daily
work activities
LGCode:EISBCW1M014 LO3-LG-51
TTLM Code: EIS BCW1M0114 TTLM 09 19v1
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LO 3: Review work performance
This learning guide is developed to provide you the necessary information regarding the
following content coverage and topics:
seeking Feedback on performance
Monitoring and adjusting work according to feedback obtained through
supervision and comparison with established team
Identifying and planning opportunities for improvement in liaison with
colleagues
This guide will also assist you to attain the learning outcome stated in the cover page.
Specifically, upon completion of this Learning Guide, you will be able to:
seek Feedback on performance
Monitor and adjust work according to feedback obtained through supervision
and comparison with established team
Identify and plan opportunities for improvement in liaison with colleagues
Learning Instructions:
Page 30 of 39
Information Sheet-1 seeking Feedback on performance
Regardless of whether you are a senior executive or just starting out, everyone wants to
know how she is doing at her job. Feedback is an essential communication tool in
business performance management. One of the most effective techniques is constructive
feedback, but all feedback calls for giving and receiving information.
The performance feedback process is ongoing between managers and employees. The
exchange of information involves both performance expected and performance exhibited.
Constructive feedback can praise good performance or correct poor performance and
should always be tied to the performance standards. Getting the facts, then having a face-
to-face conversation can provide direction to help solve performance problems.
Management
Feedback goes beyond managers. It extends to co-employees and even customers.
Encourage your employees to talk to management and report problems to resolve any
issues. It is easier to motivate workers in an open culture of communication than if they are
afraid to speak up.
Structure
Good performance management is pro-active. Do not wait until a situation gets out of hand
before intervening. Make sure employees know that you are watching, and keep feedback
frequent.
Confidentiality
Employees expect their leaders and managers to keep information confidential. If you
break that trust, it is difficult to build it back up and your employees will stop coming to you
with problems. Avoid gossip or delegating, and confront any issues yourself, directly with
the employees involved. If you stand by your convictions and your employees know they
can trust you, they will have more respect for you.
Timing
Often, the best time for feedback happens during day-to-day business. It is important to be
prepared for the conversation: do your homework and know the person to whom you are
planning to speak. Practice what you are going to say, and use your knowledge to predict
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their responses and questions. Be sure to choose a private location and keep the
conversation confidential. It is best to be prepared, so you might want to take notes with
you. Do not be afraid to act immediately in a true emergency, but do not act too quickly if
there is time to consider your response.
Successful Feedback
For feedback to have a positive outcome, it should be specific rather than general.
Generalizations might help you gather information about what the staff is feeling, but it will
not solve specific problems. It is important to focus on the behavior instead of the person
and make sure you give feedback geared to help and not hurt. You will need to limit the
information you give to what your employee can hear and process. If you overload a
person, they tend to block you out just to simplify things. Be aware of the effects of your
feedback and follow up on the situation to see what changes have been made.
Types of Feedback
1.Negative feedback or corrective comments about past behavior. These are things
that didn’t go well.
2.Positive feedback, or affirming comments about past behavior. These are things
that went well and need to be repeated.
3. Negativefeed forward or corrective comments about future behavior. These are things
that don’t need to be repeated next time.
4.Positivefeed forward, or affirming comments about future behavior. These are things that
would improve performance in the future.
The distinction that is largely missing for most people is the focus on the future or
feedforward.
As you begin to understand the power of balancing both positive and negative input with
observations about the past (which can’t be changed) and advice for the future (which can
be changed), you have a new paradigm for the feedback and coaching process.
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Self-Check -1 Written Test
Directions: Answer all the questions listed below. Use the Answer sheet provided in the
next page:
1. what feedback should be captured on performance (4points)
2. Write thetwo types of feedback.(4 points)
You can ask you teacher for the copy of the correct answers.
Answer Sheet
Score = ___________
Rating: ____________
Page 33 of 39
Name: _________________________ Date: ______________
Monitoring is the regular observation and recording of activities taking place in a project or
program.
Monitoring also involves giving feedback about the progress of the project to the donors,
implementers and beneficiaries of the project.
Reporting enables the gathered information to be used in making decisions for improving
project performance.
Purpose of Monitoring:
It is like watching where you are going while riding a bicycle; you can adjust as you
go along and ensure that you are on the right track.
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Determining whether the way the project was planned is the most appropriate
way of solving the problem at hand.
Directions: Answer all the questions listed below. Use the Answer sheet provided in the
next page:
1. write the importance of monitoring (4points)
2. What is monitoring.(2 points)
You can ask you teacher for the copy of the correct answers.
Answer Sheet
Score = ___________
Rating: ____________
Page 35 of 39
Name: _________________________ Date: _____________
Results of Audits
Customer Feedback
Process Performance and Product Conformity
Any Preventive and Corrective Action
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Self-Check -3 Written Test
Directions: Answer all the questions listed below. Use the Answer sheet provided in the
next page:
1. write inputs to management review for OFI consideration(5points)
2. Write the opportunity improvements to identify and plan liaisonwith colleagues.(5
points)
You can ask you teacher for the copy of the correct answers.
Answer Sheet
Score = ___________
Rating: ____________