Identify and Explain Effective Working Practices

Identify and Explain EffectiveWorking PracticesIdentify and Explain EffectiveWorking Practices

OCR Diploma Level 2OCR Diploma Level 2

The importance of planning workeffectivelyThe importance of planning workeffectively

•Benefits include•Benefits include

•A clear mind (and less stress) because youcan focus on the overall job you have todo with fewer distractions•A clear mind (and less stress) because youcan focus on the overall job you have todo with fewer distractions

•Less unexpected problems which may holdyou up or create difficulties for you or forother people•Less unexpected problems which may holdyou up or create difficulties for you or forother people

•A more accurate estimate of how long ajob will take – so that you can allocatesufficient time for it.•A more accurate estimate of how long ajob will take – so that you can allocatesufficient time for it.

•The ability to monitor your own progressbetter, because you know all the tasks youhave to complete to finish the job.•The ability to monitor your own progressbetter, because you know all the tasks youhave to complete to finish the job.

•Better use of your time – because you canwork quickly and effectively and will makefewer mistakes.•Better use of your time – because you canwork quickly and effectively and will makefewer mistakes.

•Far less danger of holding other people upthrough unforeseen problems.•Far less danger of holding other people upthrough unforeseen problems.

•Far less danger of having to admit toeveryone you have done somethingwrong.•Far less danger of having to admit toeveryone you have done somethingwrong.

•A successful outcome first time round –because you will know exactly what youare trying to achieve and know when youhave achieved it.•A successful outcome first time round –because you will know exactly what youare trying to achieve and know when youhave achieved it.

•The ability to complete any job morequickly and more easily.•The ability to complete any job morequickly and more easily.

•Increased confidence in your own abilityto do complex tasks.•Increased confidence in your own abilityto do complex tasks.

PlanningPlanning

•You are going on a two-week holiday toGreece (or other destination of yourchoice) next July.•You are going on a two-week holiday toGreece (or other destination of yourchoice) next July.

•What planning and organisation would youneed to consider?•What planning and organisation would youneed to consider?

Key stages in the planning processKey stages in the planning process

•1 Draw up a draft schedule or checklist•1 Draw up a draft schedule or checklist

•2 Prioritise the list•2 Prioritise the list

•3 Decide upon deadlines•3 Decide upon deadlines

•4 Reality check•4 Reality check

•5 start work•5 start work

•6 Monitor progress•6 Monitor progress

Draw up a draft schedule orchecklistDraw up a draft schedule orchecklist

•List everything that has to be done in aschedule or checklist•List everything that has to be done in aschedule or checklist

•In a planning meeting, this can be doneby several people•In a planning meeting, this can be doneby several people

•Think about the resources you will need•Think about the resources you will need

Prioritise the listPrioritise the list

•Put the list into the correct sequence orpriority order•Put the list into the correct sequence orpriority order

•Some tasks will need to be done straightaway while others may be less important.•Some tasks will need to be done straightaway while others may be less important.

Decide upon deadlinesDecide upon deadlines

•Identify the target date for the completionof each task•Identify the target date for the completionof each task

•Identify the target date for the partialcompletion of large tasks•Identify the target date for the partialcompletion of large tasks

Reality checkReality check

•Can the whole task be achieved by thefinal deadline?•Can the whole task be achieved by thefinal deadline?

•Did you include some allowances forcontingencies, interruptions and othercommitments you have to fulfil?•Did you include some allowances forcontingencies, interruptions and othercommitments you have to fulfil?

Start workStart work

•Work steadily down the list and tick offthe items as you complete them•Work steadily down the list and tick offthe items as you complete them

•Make notes as you go – this is oftenhelpful•Make notes as you go – this is oftenhelpful

Monitor progressMonitor progress

•Review and report back on your progressto other people who need this information•Review and report back on your progressto other people who need this information

Drawing up the scheduleDrawing up the schedule

•The importance of clarifying the purpose•The importance of clarifying the purpose

•Good planners ask themselves severalquestions even before they start to drawup a schedule.•Good planners ask themselves severalquestions even before they start to drawup a schedule.

What?What?

•What is the overall task that has to bedone?•What is the overall task that has to bedone?

•What is the required outcome?•What is the required outcome?

Why?Why?

•Why does is need to be done?•Why does is need to be done?

•Why is it needed and what is the purpose?•Why is it needed and what is the purpose?

•Knowing the purpose often saves youhaving to ask many questions later!•Knowing the purpose often saves youhaving to ask many questions later!

When?When?

•When must it be completed by?•When must it be completed by?

•Are there any parts of the overall task thatmust be done by a specific date?•Are there any parts of the overall task thatmust be done by a specific date?

•Do you have to report back on progress atspecific intervals?•Do you have to report back on progress atspecific intervals?

How?How?

•How should it be done?•How should it be done?

•This relates to the way you will do the joband the resources you will require, such asthe help of other people, equipment andmaterials•This relates to the way you will do the joband the resources you will require, such asthe help of other people, equipment andmaterials

Where?Where?

•Where should it be done?•Where should it be done?

•In the case of an event, where it will takeplace.•In the case of an event, where it will takeplace.

Who?Who?

•Who is involved?•Who is involved?

•This includes the person who wants thetask and all those who will be involved inhelping you or depending upon you forinformation.•This includes the person who wants thetask and all those who will be involved inhelping you or depending upon you forinformation.