BSBIND201

Topic 3 - Develop effective

work habits
Student Book
Topic 3: Develop effective work habits
Having a good attitude towards work and
being aware of the timeframes you have
will help you develop good work habits and
time management skills. People with good
work habits are more successful in their
careers than those who are poorly
organised. They also tend to have more
time to spend on their personal life.

Good work habits are important because

they lead to productivity and quality
outcomes. They will also help you create a
good balance between work and your
personal life.

It will be impossible to achieve career goals if your mind or body is over-worked. It will lead to
stress and burn out.

In this topic, you will learn how to identify work and personal priorities and achieve a work–life
balance; apply time-management strategies to work duties; and dress and behave appropriately
for the job role.
3A Achieve a work–life balance
To stay healthy and happy, find a balance between your working life and your personal life. The
right balance will change as your career progresses. It will differ for each person and will change
as your responsibilities change.

A work–life balance includes:

 getting enough sleep

 removing negative situations from your life
 working smarter, not harder
 building and maintaining supportive relationships with family, friends and co-workers

With portable technology, such as laptops and smartphones, it is easier to bring work home and
work longer hours. Australian workers are working harder and longer while trying to balance the
care of children and ageing parents, and having some time for themselves. We call these
‘competing priorities’.

Competing priorities can cause stress-related illnesses and loss of productivity in the workplace.
Therefore, it’s important to a focus on a work–life balance.
Work–life balance initiatives at work
Most organisations have work–life balance programs, or initiatives, to help create productive and
healthy workplaces.

Employers who offer a good work-life balance attract and retain healthy, productive employees.

Here are some examples of work–life balance initiatives.

Flexible working arrangements

Traditional working hours are from nine to five, Monday to Friday, for a typical 40-hour week.
Flexible working arrangements allow employees to change their working hours, and maybe even
working days, to fit in better with their personal life. For example, start at 7.30 am so that they
can finish work earlier and pick up their children from school. Another employee may work nine
hours one day and seven hours the next, to attend a class or appointment.

Job sharing
Job sharing involves the sharing of one full-time job between two people. It is becoming
increasingly popular, as it provides flexibility for the employees while supporting the business of
the employer. Good communication skills and well-defined work practices are essential to make
job sharing a success.

Working from home

Using technology, employees have the opportunity to work from home, or another remote
location, and only attend the workplace when meetings are required.

Health-related programs
Organisations actively promote the benefits of living a healthy lifestyle by offering weight loss
programs, personal training, stop smoking programs, meditation and massages.
The benefits of work–life balance programs
A good work-life balance benefits both the employer and the employee.

For the employer:

 workers are more likely to stay

 less sick leave
 less stress-related illness
 better work cooperation
 better motivation and productivity
 flexible working hours can be better for the customer

For the employee:

 better personal and work relationships

 increased job satisfaction
 less stress and improved health
 more time for recreational activities such as exercise
 more opportunities to send time with children and family
 more time for areas of interest such as study, travel and hobbies
Tips for developing a good work–life balance
A healthy balance between work, fun and family is good for everyone, and everyone and their
workplaces are responsible for creating work–life balance.

You can’t control all of the factors that affect your work–life balance, but there are things you
can do. Here are some examples.

Seek support from your employer

Most employers realise that it is better for the organisation to have productive and healthy
workers. If you are feeling stressed or over-worked, talk with your supervisor, manager or
human resources contact.

Schedule regular breaks throughout the day

Taking regular 10-minute breaks energises and increases productivity. Take a short walk around
the office or outside.

Take your annual holidays

Holidays are important for you to rest and enjoy time away from the workplace. Taking a holiday
allows you to return to work refreshed and more productive.

Create a healthy lifestyle

Try to eat well, take regular exercise, reduce your alcohol intake, quit smoking, or pursue a
hobby or interest. Spend more time with your family and friends.
Practice task 12
You are an administrative assistant of an online learning school. You have a pre-school aged
child.

Identify three ways you can achieve work-life balance.

An example response is on the next page

Example responses

Responses should include three of the following:

 Seek support from my workplace - flexible hours, job share or work from home to fit in
with childcare.
 Manage my time well by being organised
 Keep a healthy lifestyle for my child and myself
 Take annual holidays to rest and enjoy time away from the workplace
3B Apply time-management strategies at work
Poor time management can make work
and life difficult and it will affect your
work–life balance.

Poor time managers are always busy –

they never have enough hours in a day to
do what they need or want to. Poor time
management leads to stress and worry for
you and others.

Poor time managers always look busy, but

they have trouble getting anything done.
‘Work smarter not harder’ is a saying that
highlights that working hard and being
effective are two different things.

A good outcome will show how well you managed your time.
Effects of being a poor time manager
If you are a poor time manager, you may find that you will have to work longer and longer hours
to catch up on tasks. This becomes stressful and lead to procrastination. Procrastination is when
you avoid doing something – leaving until tomorrow what you can do today.

Often we try to hide our procrastination by being very busy, doing things that may be
interesting, and even useful, but aren’t important. Good time management skills will help you
avoid procrastinating. Effective time managers don’t waste time on unnecessary things.
What is time management?
Time management is all about doing the tasks you have to do, in the time you have to do them.

To be a good time manager, focus on the tasks you want to do, and take the steps needed to
complete the tasks in the time you have. Good time managers understand which tasks are the
most important and prioritise them. They take responsibility for use or abuse of their time.

Many of us do not know how we use our time. Have you ever considered what you do every
day? What we are sure of is that time disappears very quickly.

Effective time management involves:

 setting priorities
 taking charge of situations
 trying new ideas to find the best way to make best use of time
 changing habits or activities that waste time
 avoiding distractions and interruptions
 following time-management strategies
Managing your time effectively
Managing your time effectively is not easy.

Here are some ways to help you manage your everyday tasks.

Set realistic goals and time lines

Make sure you are realistic. Don’t set out to achieve the impossible. For example, trying to work
a 40-hour week while studying full time is not achievable. Effective time managers will set daily
and weekly goals that are achievable.

Define your priorities

Successful time management begins with planning. Some people use a to-do list of tasks to
finish that day, or week. Use the list as a reminder of your priorities, tasks and timeframes.
Update it every day.

Avoid distractions and interruptions

Be aware of your time wasters. For example, surfing the internet or texting friends are time
wasters. If you find yourself doing this, try to work out why you procrastinate. If you need to do
something, do it.

Group similar activities together

If you have a number of phone calls to make over a week, try to group them into one block of
time. You can also do this with sending and responding to emails, attending meetings and
reading mail. For example, you may decide Tuesday morning is a good time for making contact
with clients and Wednesday morning to reading mail.

Learn to say no
There is a saying, ‘If you want something done give it to the busiest person’. In some
workplaces there are people who keep taking on more and more work. These people can end up
becoming burned out and ineffective. If you find that you have too many tasks to complete, with
tight time lines, talk with your supervisor to work out ways to get them done.
Practice task 13

You work as an administration officer for a training company. You have a range of tasks to do
and need to prioritise them so you do the most urgent one first.

Decide whether each task in the table is a high, medium or low priority.

Task Priority
Replying to a course inquiry
Filing a bundle of contracts
Photocopying documents for a meeting this afternoon
Typing up minutes from yesterday’s monthly team meeting
Laminating certificates for a course that finishes this afternoon
Putting together a class list for tomorrow’s class
Developing an agenda for next month's team meeting
Printing and binding course notes for a course beginning next Monday
Sending out invoices for course enrolments

An example response in on the next page

Example response

Task Priority
Replying to a course inquiry Medium
Filing a bundle of contracts Low
Photocopying documents for a meeting this afternoon High
Typing up minutes from yesterday’s monthly team meeting Medium
Laminating certificates for a course that finishes this afternoon High
Putting together a class list for tomorrow’s class Medium
Developing an agenda for next month's team meeting Low
Printing and binding course notes for a course beginning next Monday Medium
Sending out invoices for course enrolments Medium
3C Dress and behave appropriately for the job role
It’s important to remember that the way
you behave and dress represents your
workplace.

Have you ever received a business letter or

an email that was full of mistakes? Have
you ever received a call from a salesperson
who treated you rudely, particularly when
you would not buy their product? Have you
ever been in a place of business that was
messy?

All of these examples send a message

about the company you are dealing with.
This is why most companies have codes of conduct that employees must follow.
Example: Dress and behave appropriately for the job
role
Here is an example of a conversation between two co-workers that shows how an untidy
workstation can impact on the overall impression clients get in an office area.

Alesandra: There are a few things I need to discuss with you about the work environment.

Martin: I don't understand.

Alesandra: You are aware that clients come into the office.

Martin: Yes.

Alesandra: One of the things that can reflect poorly on us is the appearance of the office.

Martin: Yes, I agree.

Alesandra: Do you think that your office is neat and tidy?

Martin: It does get a bit messy when I’m in the middle of a job.

Alesandra: We need you to keep it tidy, even if you’re busy with a job.

Martin: I understand and I apologise if I created a bad impression.

Codes of conduct
A code of conduct is a set of rules
explaining the way an employee should act
when they deal with other people and
organisations.

Employees must be aware of the standards

they need to follow in the workplace.
Some codes of conduct include dress code
and types of behaviour.

Sometimes the standards are very strict,

and other times they may be more
relaxed. It is important to find out what
your workplace requires.
Dress standards
A work dress code is a set of standards that let an employee know what they can wear to work.
A dress code allows employees to be comfortable while making a good impression on customers,
other employees and visitors.

Dress codes should:

 be applied equally to men and woman

 relate to the job and be a reasonable requirement
 allow workers to follow their cultural or religious beliefs
 be fair to people with disabilities
Deciding on dress standards
The amount of contact you have with customers will usually determine the dress standard
required. For example, if you work on the front desk where you greet customers, a uniform or
suit might be required. If you work in the back office at a computer, or sorting mail, your dress
code may be more casual.

It will also depend on the type of work you do. If you work in a warehouse unloading pallets,
you will usually wear steel-toed boots and practical work clothes for safety.

In any work scenario, you need to dress appropriately and follow your company’s dress
standards. Clothing that works well for the beach, clubs, exercise sessions and sports is not
appropriate for a professional appearance at work, whatever your role.

Other factors used to decide dress codes include:

 an industrial award – this award may require that employees are provided with uniforms
 safety – an employer may require employees to wear a uniform or particular types of
clothing for safety purposes
 business type – an employer may set a dress code when employees have contact with
the public
Acceptable dress standards
Workplace dress must be neat, clean and
suitable for the type of work and where
you are working. Torn, dirty or frayed
clothing is not suitable for any workplace.
Clothing that has words or pictures that
may be offensive to other employees is
also not suitable.

Your workplace orientation will usually

include information about the dress code.
Dress codes cannot discriminate between
men and women. For example, if the code
says no earrings allowed, then it referred
to both men and women.
Casual dress days
Some workplaces allow casual dress days to raise money for charity or to reward staff for doing
a good job. The most common day for casual dressing in Australia is Friday. Most workplaces still
have rules about what is suitable casual wear. For example, usually casual means jeans and a
shirt, not sweatpants and a t-shirt.

Dress codes:

 help employees project a professional, business-like image

 allow employees to be more comfortable in casual and relaxed clothing in certain
situations or on casual dress days
 keep employees safe at work
 create a positive working environment
 limit distractions caused by offensive or unsuitable dress
Acceptable behaviour
Positive and happy workplaces are
successful workplaces. As an employee,
you can help make a positive workplace by
showing professional and acceptable
behaviour.

Most workplaces have clear rules on what

is acceptable and unacceptable workplace
behaviour. Successful workplaces will often
have a set of morals, ethics and work
values.

Acceptable behaviours usually come from

the values of the workplace. The strategic
plan can include value statements that help explain to employees, and others, the standards of
the workplace.
Example: workplace values and acceptable behaviour
Here is an example of a conversation between two co-workers about how clients notice the
behaviour of employees.

Alesandra: We have five core values that we encourage internally and externally.

Martin: I noticed the values poster when I was waiting in the foyer.

Alesandra: Our staff all had a say in choosing these and it created some interesting debate.

Martin: Do you feel they have ownership in them?

Alesandra: Absolutely. We all had a say in choosing the values and I have never seen them
more excited.

Martin: Well I can see the values shown in everybody that I have dealt with.

Alesandra: We hope so. I'm pleased to hear that sort of feedback.

Example: values and statements of expected
behaviours in the workplace
Here is a statement of values and behaviours for a workplace.

UP Marketing
Statement of values and behaviours

Respect Being the best Teamwork Honesty

I treat others the way I try to do the best I I cooperate with I follow company
I like to be treated. can. others. guidelines.

I communicate in an I help others to do I seek help or provide I do what I say I will.

open manner. their best. guidance when
needed.

I improve poor I work to improve my I am reliable. I am open and clear in

behaviour. skills and knowledge. my dealings with co-
workers and the
public.
Professionalism
Professionalism is important in every workplace. Professionalism means doing your job to the
highest standard of behaviour. For employees to be professional, they need to be part of a
workplace that does not allow unacceptable behaviour at any time.

Professionalism means:

 respect for others and yourself

 acceptance of others regardless of age, physical appearance, disability, race, nationality
or position
 open and honest communication
 honesty and reliability in everything you do
 an understanding of how good and bad behaviours can affect others
 the ability to give honest feedback based on truth, not gossip
 an understanding that people are usually working to the best of their ability
Unacceptable behaviour
Examples of unacceptable behaviour include bullying, harassment or discrimination. It may also
include rudeness, not respecting privacy and gossiping. These behaviours upset people and can
cause good, hard working people to leave. Unacceptable behaviour can happen inside or outside
the workplace. For example, at a work function. When you are with co-workers or clients, you
must always follow the code of conduct and standards of the organisation.

Examples of unacceptable behaviour

 Making jokes or comments about a person’s race or nationality

 Complaining about people when they are not present

 Gossiping, spreading rumours and turning people against each other

 Making unwanted sexual advances

 Threatening a person that they may lose their job or fail to be promoted

 Using bad and offensive language or gestures

 Making unwanted physical contact on purpose, ranging from touching to assault

 Putting up posters or forwarding emails that are sexual or violent in nature

 Getting other people to bully and harass someone

 Making comments about or excluding a person because they are younger, older, a
different colour or race, have a disability or are gay
What to do about unacceptable behaviours
If you think someone is behaving badly,
you can talk to your supervisor, manager
or human resources staff.

If a co-worker is bullied, harassed or

discriminated against, encourage them to
report it to their manager or the human
resources department. They could also talk
to a union representative or WHS
representative. Suggest to them that they
keep a note in their diary each time the
unacceptable behaviour happens, detailing
what happened, how they responded and
how their co-workers responded.

Workplaces will have different ways of dealing with unacceptable behaviour.

If an informal procedure (discussion) doesn’t solve the problem, the next step is a formal
complaint or grievance procedure. A grievance procedure should provide an efficient, clear, non-
threatening, fair and accessible mechanism for dealing with problems.
Practice task 14
Read the case study, and answer the question that follows.

Case study

Josie is 21 and recently migrated to Australia from South Africa with her family. She has been
working as an administration assistant in a large accounting firm for six months. Four other
women work in her area. Ever since Josie started work, they have made her feel unwelcome.
Lately they have been ignoring her, laughing when she walks by, making fun of her accent, and
hiding her mail. Josie talked to her supervisor about the problem, but her supervisor didn’t do
anything.

What should Josie do?

An example response is on the next page

Example response

Josie should report the bad behaviour to her manager and/or the human resources department.
If she needs to, she can contact a union representative or WHS representative for help.

Josie should also keep a note in her diary each time the bad behaviour happens, detailing
what happened, how she responded and how her work colleagues responded. She should also
note when and how she raises the problem with her manager.
Summary

1. A balance between your working

life and personal life is important to

your productivity and your physical

and mental health.

2. Work–life balance programs show

that employees have families,

responsibilities, interests and goals

outside work. They provide

employees a more flexible

workplace.

3. Time management means organising the time you have in a way that allows you to get

the most done.

4. Managing time effectively requires self-discipline, and the ability to change the way you

do things.

5. Dressing suitably in the workplace helps display a professional image at all times

regardless of position and location.

6. Acceptable behaviours link to the values, business ethics and morals of an organisation.

7. Examples of unacceptable behaviour in the workplace are bullying, harassment and

discrimination.
Congratulations, you’ve finished Topic 3. Return to the course menu to continue.