MDL 14
MDL 14
MDL 14
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.
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:
colleagues
other staff members
supervisors, mentors or trainers
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 Strategies for obtaining, understanding and clarifying work goals and
plans (3 point)
You can ask you teacher for the copy of the correct answers.
Answer Sheet
Score = ___________
Rating: ____________
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.
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: ____________
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).
Everybody commencing a job in an office situation will have a job description - an outline
of the tasks that they are responsible for, that must be completed on a daily, weekly,
monthly and annual basis. If you are not sure about your tasks and responsibilities, look at
your position description or ask your supervisor to write them down. Most organizations
have a formal position description attached to each job. It usually lists:
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
Basic Clerical Works L-I Author/Copyright: Federal TVET Page 1 of 36
Version -1
Agency Sept. 2019
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.
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:
5 Filing
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.
The ordering of stationery may not appear to be that important; however, as it is only
ordered to cover a period of two months, there may not be very much left before a new
order is made for delivery of the next two months' supplies. As completion of this task
may not take very long, it is worth ensuring that the task is not forgotten.
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
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: ____________
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
Use business 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.
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
Double handling
Directions: Answer all the questions listed below. Use the Answer sheet provided in the
next page:
1. Write Organizational requirements to Complete 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
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.
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: ____________
5. Technology/equipment failure/faults:-
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: ____________
There are five important aspects to remember when communicating with your supervisor:
Concentrate. Focus your attention on the supervisor. Don’t be distracted by noise and
movement.
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.
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.
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: ____________
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:
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
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
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 feed
forward.
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.
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 the two types of feedback.(4 points)
You can ask you teacher for the copy of the correct answers.
Answer Sheet
Score = ___________
Rating: ____________
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.
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: ____________
Results of Audits
Customer Feedback
Process Performance and Product Conformity
Any Preventive and Corrective Action
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: ____________