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Learner'S Guide: Heart Trust/National Training Agency
Learner'S Guide: Heart Trust/National Training Agency
LEARNER’S GUIDE
MANAGE TIME
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TABLE OF CONTENTS
PAGE
Introduction.......................................................................................................................... 1
Welcome ................................................................................................................... 1
This Competency Unit.................................................................................................... 1
Before You Start ............................................................................................................. 2
Planning Your Learning Programme ............................................................................. 2
Self-Assessment Checklist ............................................................................................. 3
How To Use This Learner’s Guide ................................................................................ 4
Using the Computer and other Resources...................................................................... 6
Method of Assessment.................................................................................................... 6
LG-BSBBAD0372A:
MANAGE TIME
INTRODUCTION
Welcome
Welcome to the Learner’s Guide for Unit of Competency “Manage Time”. This is just one of a
number of Learner’s Guides produced for the Business Administrative Sector, and it is designed
to guide you, the learner, through a series of learning processes and activities that will enable you
to achieve the specified learning outcomes for the competency unit.
The content of this guide was developed from the Competency Standard BSBBAD0372A, which
is one of the basic building blocks for the National Vocational Qualification of Jamaica (NVQ-J)
certification within the industry. Please refer to your Learner’s Handbook for a thorough
explanation of standards and competencies, and how these relate to the NVQ-J certification.
You are also advised to consult the Competency Standard and Assessment Instrument for a better
understanding of what is required to master the competency.
“Manage time” addresses the knowledge and skills requirements for effectively managing time.
There are four main areas or elements:
As you go through each element, you will find critical information relating to each one. You are
advised to study them carefully so that you will be able to develop the necessary knowledge,
skills and attitudes for managing time.
a. Obtain a Learner’s Logbook that you will use to record evidence of your new
skills/competence. As you demonstrate your new skills, record your activities and have your
learning facilitator sign off on them. This will allow you to provide evidence of your
competence when you are being assessed against the competency standard.
b. Ensure that you have access to the facilities and equipment necessary for learning.
d. Ensure that you are wearing suitable clothing, that tools and equipment are safe, and that the
correct safety equipment is used.
The self-assessment checklist on the following page will assist you in planning your training
programme as it will help you to think about the knowledge and skills needed to demonstrate
competency in this unit. As you go through the checklist you will be able to find out what
elements you have already mastered and which ones you will need to pay more attention to as
you go through the learning process.
To complete the self-assessment checklist, simply read the statements and tick the ‘Yes’ or ‘No’
box. You should do this exercise now.
Self-Assessment Checklist
- Manage time
If you ticked all or most of the ‘Yes’ boxes then you might not need to go through the entire
guide. Ask your learning facilitator to assist you in determining the most appropriate action
you should take.
If you ticked a few of the ‘Yes’ boxes or none at all then you should work through all of the
guide, even though some of the material my be familiar to you.
Plan your learning based on your answers. Be sure to involve your learning facilitator in the
planning process.
This Learner’s Guide is designed to assist you in working and learning at your own pace.
• Check your progress at each checkpoint to ensure that you have understood the material
• Observe the icons and special graphics used throughout this guide to remind you of what you
have to do and to enhance your learning. The icons and their meanings are as follows:
Definition Box
Words/phases are defined or explained in this box. The
words/phases being explained are in bold print.
Checkpoint
This denotes a brain teaser and is used to check your
understanding of the materials presented. No answers are
provided for the questions asked.
Activity
This denotes something for you to do either alone or with
the assistance of your trainer/supervisor.
Reference
Points you to the reference materials and other support
documents or resources used in compiling the unit content.
• Ask your learning facilitator for help if you have any problems with the interpretation of the
contents, the procedures, or the availability of resources.
• Complete each activity as you come to it. If the activity requires you perform an actual task,
be sure to tell your learning facilitator when you get to that activity so that he/she can make
any arrangements, if necessary.
• Get your learning facilitator to sign and date the Learner Logbook when you have completed
an activity.
When you have worked through all elements of the guide, and when you can tick every ‘Yes’
box, you are ready for assessment and should ask your learning facilitator to assist you in making
the arrangements to have your performance assessed.
Where your activities refer you to the library, computer and Internet resources, ask your learning
facilitator to assist you with locating these resources. If you are getting your training in an
institution, there may be a library and a computer laboratory. If this is not the case, visit the local
library and find out what resources are available.
If you are new to the computer and the Internet, someone in the computer room should be able to
show you how to use these resources.
Please note that in many of your activities you have been referred to information on the Internet.
This is because the Internet has a vast amount of information that can help you in acquiring the
particular competencies. We would like to advise you, however, that we cannot guarantee that
all the sites will be available when you need them. If this happens, ask your learning facilitator
to assist you with locating other sites that have the information you require.
Method of Assessment
Competency will be assessed while you are actually performing the tasks related to this
competency, this may be in a real workplace or a simulated situation that accurately relates to the
work situation. You are advised to consult the associated competency standard and assessment
instrument for further details relating to the assessment strategies.
You may now start your learning. Have fun while you work!
LEARNING OUTCOMES
As you go through this element you need to ensure that you acquire the necessary knowledge,
skills and attitudes to assess the commitment involved in being a team member. Your learning
facilitator is there to assist you through the different activities, so upon completion, you should
be able to:
1. Develop a list of the tasks involved in being a team member, taking into consideration the
organization’s objectives.
2. Estimate the time involved in each task.
3. Calculate the total time that is needed to meet commitments.
CHECKPOINT:
ACTIVITY:
Make a list of the tasks you need to carry out to be a team member at
your organization. Discuss the list with your learning facilitator.
To carry out your tasks that compliment those of other team members, or in collaboration with
other team members in a suitable time you need to know the approximate time that each of your
tasks will take. To do this you should make a detailed list of all the activities that each task
entails, while keeping in mind and allowing time for those tasks which may involve other team
members to complete. There are some tasks which may be routine so you can make accurate
estimates of the time required to complete them.
TIP! Remember that unforeseen situations are inevitable so you may not always make
accurate estimations.
ACTIVITY:
You are required to plan a meeting of all the filing clerks in your
organization. Make a list of all tasks involved in planning for and
informing all relevant persons about the meeting. Next to each task
write the amount of time that you think it will take you to complete
each task. Ask your learning facilitator to allow you and your
classmates to role-play the tasks you have listed and write the actual
time it takes to complete them. Compare both times. How good were
your estimates?
Refer to: Jardine & Shaw (1995). Caribbean Office Procedures pp. 259-260
Edward Arnold, Great Britain
Once you know how to make a detailed list of each task which is appointed to you and how to
estimate the time each task will take, you will be able to calculate the total time that you will
need to meet all your commitments. There are some activities that are routine and so you will be
able to calculate the time these will take to be completed. You must also allow time for
emergencies and unexpected tasks.
CHECKPOINT:
ACTIVITY:
Your list of tasks for one day attending a meeting, taking the
minutes, typing minutes, filing and dispatching relevant documents,
along with your regular tasks. List the activities involved in each
task estimate time each activity will take. Calculate the total time
you will need to commit to these tasks. Discuss the list with your
learning facilitator.
Now that you have completed this element, check if you have fully grasped all the components
by doing the following self-assessment:
Checklist 1 Yes No
Checklist 2 Yes No
LEARNING OUTCOMES
As you go through this element you need to ensure that you acquire the necessary knowledge,
skills and attitudes to calculate available time. Your learning facilitator is there to assist you
through the different activities, so upon completion, you should be able to:
1. List all of your other commitments and estimate the time involved in each.
2. Estimate the time available to commit to work-related activities.
Whatever your specific position may be in the business administration services, you must be able
to calculate the time you have available to you. In order to manage this time effectively, you
must be clear about all the activities or tasks that you are committed to. You should make a list
of all these commitments and remind yourself of them periodically.
Commitment – dedication to a
cause, responsibilities that restrict
freedom of actions.
In addition to being a competent and committed team member, you may have commitments to
your family and/or other organizations, for example, educational, religious, social.
Make a list of all your commitments and estimate the amount of time it will take to honour each
commitment.
CHECKPOINT:
ACTIVITY
Make use of the knowledge and skills you already have in detailing
all the tasks involved in each activity and estimating the time they
will take.
Refer to: Quible, Zane. (2001). Administrative Office Management, Prentice Hall
Inc. pp328 & 329, NJ U.S.A.
Once you have made a list of all the activities that you are committed to, you can then
distinguish between work-related and personal commitments.
Make a schedule of all your work-related activities including those which you may have to do
outside of your regular working hours. Next to each activity write the time you think it will take
you to accomplish/perform these tasks.
TIP! Remember that sometimes going beyond the call of duty can make the difference
between a worker and a committed team member.
CHECKPOINT:
ACTIVITY:
Now that you have completed this element, check if you have fully grasped all the components
by doing the following self-assessment:
Checklist 1 Yes No
Checklist 2 Yes No
LEARNING OUTCOMES
As you go through this element you need to ensure that you acquire the necessary knowledge,
skills and attitudes to plan ahead for all activities. Your learning facilitator is there to assist you
through the different activities, so upon completion, you should be able to:
1. Obtain time tables for all activities so that you can allocate time and prioritize
commitments.
2. Develop and document a personal action plan for each week and month for the coming
year.
3. Include periods of activity so that action plan can be flexible and stress reduce.
4. Identify and manage potential and actual changes appropriately to ensure the least
amount of disruption to the progression of tasks
Thereafter you should write the amount of time you estimate each task will take. Place tasks in
order of importance ensuring that those tasks which will have to be completed first and those that
will take a long time to complete are given priority.
CHECKPOINT:
ACTIVITY:
An action plan divides tasks into steps which can be easily followed. It provides specific details
about the timeframe within which tasks will be done, who will do what, the resources that will be
needed, possible disruptions to the schedule and the means by which the tasks will be assessed.
An action plan helps you to organize your activities so that you can be clear about what to do and
when. Your action plan can include daily, weekly, monthly and yearly activities. Once you are
sure about all your commitments, about what the action plan is and how to develop one, you can
proceed to make your own personal action plan.
Long-term action plan should also include milestones or checkpoints which will allow you to re-
examine or change your course of action.
CHECKPOINT:
ACTIVITY:
Quible, Zane. (2001) Administrative Office Management pp. 328 – 329, Prentice Hall Inc.
NJ
A good action plan will have time allocated for personal needs (eating and bathroom breaks) and
general periods of inactivity. These time periods are important in that they help to reduce stress
and allow you to be flexible with the time you have to deal with unforeseen circumstances.
Stress - feelings of
Flexible – being
tension or exhaustion
adaptable, open to change,
associated with overwork.
alteration or revision.
Use these periods of inactivity wisely. Do small or enjoyable activities or simply relax and
unwind. Some periods of inactivity can be used to catch up on or complete those tasks which
need more time or get a “jump start” on activities (steps) which follow in your action plan.
CHECKPOINT:
What are three ways in which an action plan can reduce stress on the
job?
ACTIVITY:
Revise the action plans made in the prior activity. Put in periods of
“no activity” in your plans. Beside each period write two possible
way of using the time. Discuss the revised plans with your learning
facilitator.
Changes and disruptions to the action plan are inevitable so plan for them from the start.
Alternative methods, resources or even who to contact if certain situations arise can be built into
the plan.
However, other circumstances will come up and you will have to find ingenious ways to manage
these so that the least amount of disruption to the action plan occurs. Use foresight to anticipate
potential changes. Your action plan should have been designed with some amount of flexibility
so that when changes need to be made these can be done without causing a complete breakdown
of the plan.
CHECKPOINT:
What are some of the ways in which you can identify and manage
changes in your plan of action.
ACTIVITY:
You were further informed that the power will not be restored until
later and the annual general meeting will be held the following day.
Ask your learning facilitator to allow the class to discuss possible
ways of managing this change appropriately.
Now that you have completed this element, check if you have fully grasped all the components
by doing the following self-assessment:
Checklist 1 Yes No
Checklist 2 Yes No
LEARNING OUTCOMES
As you go through this element, you need to ensure that you acquire the necessary knowledge,
skills and attitudes to review progress and modify diary/plan. Your learning facilitator is there to
assist you through the different activities, so upon completion, you should be able to:
As a worker in business administration services it will be necessary to make and follow an action
plan. The action plan allows you to itemize and record all your tasks and commitments,
prioritize them and calculate the amount of time needed to accomplish these tasks. You should
make copies of the plan (or parts of the plan) and keep these in strategic locations where you can
be reminded of the steps and sequence that you decided to follow. It is sometimes easy to get
side tracked or forget to do something. To avoid these situations which may hinder you from
fulfilling your commitments you must follow your action plan.
CHECKPOINT:
ACTIVITY:
Ask your learning facilitator to allow you and your peer to discuss
ways by which you could set up reminders so that you will follow the
action plan.
You should re-examine your action plan frequently and assess tasks as you go along. Reviewing
the progress you have made so far will help you to analyze what has worked so far and what you
need to change or improve for the rest of the plan. This will give you a feeling of fulfillment and
the motivation to go on.
Based on the experiences you have gained while carrying out your tasks, you will be able to
decide whether or not you need to modify the time allocated for tasks and whether you need to
adjust or revise your commitments.
CHECKPOINT:
ACTIVITY
Look back at the action plan you have made. Pretend that you have
completed the first 4 tasks in your monthly plan.
Make a note of the progress you have made and state whether or not
and how you would modify time and commitments for the rest of the
plan. Discuss the changes with your facilitator.
Refer to:
http://www.snre.umich.edu/emi/lessons/stages/manage_adaptively/index.htm
Now that you have completed this element, check if you have fully grasped all the components
by doing the following self-assessment:
Checklist 1 Yes No
Checklist 2 Yes No