3.1 Negotiate and
agree realistic targets and achievable timescales for own work
Along with my
personal tasks list in SharePoint I can also be assigned tasks to complete
through another list we call the Bright Ideas and Project Tracker.
Whilst these are
being assigned I will or should have the opportunity to set a timescale for
when these need to be completed or when I am able to complete them.
There is no need to
add these to my own personal task list although i can do so if i wish but it
works quite well to simply set reminders against them by using outlook by
synchronizing this list.
My personal Task
As mentioned before
I can set timescales for when tasks need to be completed by and can update this
As you can see from
this screenshot I can set a start date and a due date for the task which can
easily be updated and changed at any point.
To help keep track
of the task I can mark the percentage complete and set the priority.
Also, if i ever need
to delegate this task out to someone else i can re assign it to that person or
Negotiating targets and why this is important
Ideally if you are
given a job to do you should do all of the following.
Discuss with your
boss as precisely as possible what you have to do – either
verbally or in
writing if it’s a bit more complicated.
If you don’t fully
understand what you have to do, ask.
Pick your time.
Don’t choose the beginning of an important meeting or at the end of a very
Be positive. Say
that you really want to do a good job but you need to be clear that you are
going about it the right way.
Try to establish a
series of progress checks if the target looks quite
Go back to the boss
if things are beginning to go wrong and,
if necessary, try to
renegotiate a target.
targets for own work
of the built in features for tasks within SharePoint is the ability to set a
priority against each task which can be changed / updated as necessary.
Prioritising targets and setting timescales
SharePoint has the
built in functionality to be able to set priorities against tasks as well as
allowing you to set a due date against each of the tasks.
The information can
be displayed in a simple list like in the example shown above or as a Gantt
chart like in the screenshot below
The Gantt chart view
allows you to see a visual representation of each task timeline giving you a
quick overview of the progress of each task.
I regularly use both
the standard list view and the Gantt view to help me keep track of my workload.
This allows me to keep my line manager up to date and to give a forecast of
sorts as to how well or how badly I'm doing. Using this information helps if i
need to change targets and timescales for tasks or a project.
3.3 Plan work tasks
to make best use of own time, effective working methods and available resources
Using my own
personal task list I am able to set a priority and timescale to each task
Have a master list on which you write every target you
need to achieve
– which often tends
to be the completion of a certain number of jobs during
a specific period.
Don’t be tempted to
put everything into a ‘pending’ or ‘jobs to do’ file.
targets into those that are
■ both urgent and important (class 1)
■ urgent (class 2)
■ important (class 3)
■ neither (class 4).
specific deadline dates.
‘milestones’ along the route. The more you manage to break
down the work
involved in achieving a target into manageable periods of
time, the more in
control you will feel.
At the outset,
identify any targets that may be difficult to achieve and will
take extra time and
At the start of each
day plan to tackle your targets in ‘class’ order.
Make an early check
on resource issues or people you need to speak so that
you can then have a
Try not to panic if
you have to re-order targets because an even more urgent
one suddenly crops
up. Just slot it into the most appropriate place on the list
and then keep going.
At the end of the
day always reschedule your targets for the next day.
Make sure that you
move forward targets with specific deadline dates and
try, if possible, to
complete at least some of them one day in advance of the
3.4 Identify and
deal with problems occurring in own work, using the support of other people if
In theory you should
follow a four-step approach in which you:
- decide what the problem is
- choose a solution
- implement the solution
- check it has worked.
Like many things,
it’s easier said than done. What follows is one suggested
Stage one: Find the key factors
Start by writing down every key factor associated with the problem.
Stage two: Look for related areas
The next stage is to find ‘sub areas’ that fit in with the factors
Stage three: Analyse your notes
Study what you have
written, being as honest as possible with yourself
Stage four: Find any common factors
You might find that
you can spot a recurring theme.
Stage five: Ask someone else
You might want to
talk the problem over with a friend.
Stage six: Communicate
You might want to
think about approaching your colleagues directly
Stage seven: Find some common ground
You’ll be very lucky
if you find a perfect solution. If you can’t, try to reach a situation which is
the least you can live with.
3.5 Keep other
people informed of progress
I regularly send
emails to the business to keep them informed of progress relating to changes to
the various software systems we use.
Copy of an email
sent from me to the business to inform them of how to add atachements to our statutory charge request infopath forms:
I also put together
presentations and online training tutorials on a regular basis which goes into
detail about any new changes such as the one in this example:
3.6 Complete work
tasks to agreed deadlines or re-negotiate timescales and plans in good time
responsibility for own work and accept responsibility for any mistakes made
3.8 Evaluate results
of mistakes made and make changes to work and methods, as required
3.9 Follow agreed
work guidelines, procedures and, where needed, codes of practice