Mastering Personal Work Priorities: Effective Scheduling Tips

30/03/2022 1 B S B P E F 4 0 2 D e v e lo p p e rs o n al wo rk p rio ritie s Topic 1: Planning your work schedule 2 BSBPEF402 Develop personal work priorities Topic 1: Insert topic title Topic 1: Planning your work schedule When you are required to plan and prioritise your own work tasks, then it is important to understand what this will entail. 3 BSBPEF402 Develop personal work priorities 1 2 3

30/03/2022 2 Topic 1: Insert topic title Topic 1: Planning your work schedule INTRODUCTION When you are working for an organisation, you will have a responsibility to reach expected standards of performance, complete work within timeframes allocated and scheduling work in order of priority. 4 BSBPEF402 Develop personal work priorities Topic 1: Planning your work schedule ACTIVITY: DISCUSS In small groups, discuss the following: • How do you plan your college work? • How do you prioritise what needs to be done first? • Do you leave everything to the last minute? What are the disadvantages of doing this? 5 BSBPEF402 Develop personal work priorities Topic 1: Insert topic title Topic 1: Planning your work schedule TASK REQUIREMENTS • Firstly, you need to know what the task requirements are. • Your task requirements are the work activities that have been given to you to complete. 6 BSBPEF402 Develop personal work priorities 4 5 6

30/03/2022 3 Topic 1: Planning your work schedule ACTIVITY: RESEARCH AND DISCUSS Research a job role of your choice. Make notes on: • The description of the job role. • The roles and responsibilities of the job role. • Any specific duties. 7 BSBPEF402 Develop personal work priorities Topic 1: Insert topic title WORK PLANS • These are plans that are specific to your job role and responsibilities. • Work plans can provide direction for a manager and guidance for a team member. Topic 1: Planning your work schedule 8 BSBPEF402 Develop personal work priorities Topic 1: Planning your work schedule ACTIVITY: READ Read the article: How to create a Work Plan: https://smallbusiness.chron.com/create-work-plan-4599.html Take any notes to summarise what you have read and keep for future reference. 9 BSBPEF402 Develop personal work priorities 7 8 9

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30/03/2022 4 Topic 1: Insert topic title ACCOUNTABILITY It would be your responsibility to ensure that you understand any task given to you, any expectations and work out the requirements from what you have been asked to do. Topic 1: Planning your work schedule 10 BSBPEF402 Develop personal work priorities Topic 1: Planning your work schedule ACTIVITY: DISCUSS Assume that you have a job position that requires you to take care of the front of house for a hotel. Imagine a colleague has asked you to log all staff hours into a software program that you have not used before and feel unsure about. How would you be held accountable if you made a mistake? Reflect on the same job role as above, one of your tasks is to ensure that when guests arrive, they use a QR code to check in for Covid 19 tracing. What if you just don’t bother to carry this through? What would be your accountabilities? 11 BSBPEF402 Develop personal work priorities Topic 1: Insert topic title BARRIERS TO ACHIEVING ACCOUNTABILITIES As it is your role to ensure that you understand accountability, then you must also be able to address any barriers that hinders your performance to achieve these. Topic 1: Planning your work schedule 12 BSBPEF402 Develop personal work priorities 10 11 12

30/03/2022 5 Topic 1: Insert topic title ORGANISATIONAL POLICIES AND PROCEDURES Part of your own accountability will be to follow your organisation’s policies and procedures that relate to your role. Topic 1: Planning your work schedule 13 BSBPEF402 Develop personal work priorities Topic 1: Insert topic title WORK SCHEDULES A personal work schedule can help you prioritise workloads, tasks, provide a visual overview of work commitments for a period of time, help to plan your day or week, highlight any barriers to completing work on time, and support your accountability for achieving task requirements. Topic 1: Planning your work schedule 14 BSBPEF402 Develop personal work priorities Topic 1: Insert topic title PRIORITISING It is important to assess and prioritise our workload to ensure that you can complete all tasks within the required timelines. Topic 1: Planning your work schedule 15 BSBPEF402 Develop personal work priorities 13 14 15

30/03/2022 6 Topic 1: Planning your work schedule ACTIVITY: READ Review the information at the following links about prioritising work: https://blog.rescuetime.com/how-to-prioritize/ Take any notes to summarise what you have read and keep for future reference. 16 BSBPEF402 Develop personal work priorities Topic 1: Planning your work schedule ACTIVITY: READ AND DISCUSS Review the Eisenhower Matrix for prioritising work using to do lists: https://todoist.com/productivity-methods/eisenhower-matrix • Write down the important takeaways from reading the framework. Your trainer/assessor will facilitate a discussion after you have finished reading the article. 17 BSBPEF402 Develop personal work priorities Topic 1: Insert topic title PRIORITISING You may need to also allocate specific dates, the amount of time it takes to complete tasks and include specific time allocations during a day to work on specific tasks. Topic 1: Planning your work schedule 18 BSBPEF402 Develop personal work priorities 16 17 18

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30/03/2022 7 Topic 1: Planning your work schedule ACTIVITY: WATCH Watch the following video on how to prioritise and stay focused on tasks. Video: https://www.youtube.com/watch?v=wDyhEhNI99k (09:31) Watch the following video on time management. Video: https://www.youtube.com/watch?v=y2X7c9TUQJ8 (18:31) Write down your key takeaways. 19 BSBPEF402 Develop personal work priorities Topic 1: Planning your work schedule ACTIVITY: READ Research the Pareto Principle (80/20 rule) with regard to time efficiency. Write down your key takeaways. Your trainer/assessor will facilitate a discussion after you have finished the activity. 20 BSBPEF402 Develop personal work priorities Topic 1: Insert topic title SOFTWARE APPLICATIONS Many tools can be used to effectively organise their time such as dairies, planners, software tools, calendars, software applications, online scheduling apps or project management software. Topic 1: Planning your work schedule 21 BSBPEF402 Develop personal work priorities 19 20 21

30/03/2022 8 Topic 1: Planning your work schedule ACTIVITY: RESEARCH AND DISCUSS Discuss the following in your group: • What technologies could you use (or do you use) to manage work priorities? • Have you come across people that have barriers toward using technology? • How could these be overcome? Research one current technology that could be used to monitor your work priorities. Summarise some of the functions and take screen shots or a screen recording as evidence. 22 BSBPEF402 Develop personal work priorities Topic 1: Planning your work schedule ACTIVITY: PROJECT Create a personal work schedule for one week that reflects work activities and task requirements, the priority of tasks, schedules and timeframes relating to your course. 23 BSBPEF402 Develop personal work priorities Topic 2: Using your work schedule 24 BSBPEF402 Develop personal work priorities 22 23 24

30/03/2022 9 Topic 1: Insert topic title Topic 2: Using your work schedule In this topic we will cover communicating personal work schedules, monitoring your own performance against the work schedule and then documenting variations between the expected and actual work performance. 25 BSBPEF402 Develop personal work priorities Topic 1: Insert topic title Topic 2: Using your work schedule COMMUNICATING WORK SCHEDULES There is no point creating a personal work schedule and keeping it to yourself! It may also be a requirement of your job role to let relevant personnel know what your schedule is. 26 BSBPEF402 Develop personal work priorities Topic 1: Insert topic title Topic 2: Using your work schedule MONITORING YOUR OWN PERFORMANCE Your manager may be providing you with work, scheduling project activities and controlling and managing when you are to have this completed. However, you must be able to monitor your own performance according to the personal work schedule you have created. 27 BSBPEF402 Develop personal work priorities 25 26 27

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30/03/2022 10 Topic 2: Using your work schedule ACTIVITY: WATCH Monitor own work performance. Video: https://www.youtube.com/watch?v=8u_bVa- gaNE&index=2&list=PLuXMWSm3B1voNyUFCxeW_FZg2VWVErMk8 (01:26) Take down your key takeaways. 28 BSBPEF402 Develop personal work priorities Topic 1: Insert topic title Topic 2: Using your work schedule EXPECTED V ACTUAL WORK PERFORMANCE The idea behind creating workplans is so that you can achieve task requirements, organisational requirements, complete work on time and meet objectives. 29 BSBPEF402 Develop personal work priorities Topic 2: Using your work schedule ACTIVITY: READ Read the following blog on steps to follow when writing a self-evaluation: https://www.grammarly.com/blog/how-to-write-a-self-evaluation/ Take any notes to summarise what you have read and keep for future reference. 30 BSBPEF402 Develop personal work priorities 28 29 30

30/03/2022 11 Topic 2: Using your work schedule ACTIVITY: WATCH Tips for making your self-evaluation more meaningful. Video: https://www.youtube.com/watch?v=-blNWDCjDcQ (03:06) Write down your key takeaways. 31 BSBPEF402 Develop personal work priorities Topic 3: Reviewing your work priorities 32 BSBPEF402 Develop personal work priorities Topic 1: Insert topic title Topic 3: Reviewing your work priorities For this last topic we will be looking at how to seek and evaluate feedback on your own work performance, analysing variations between expected and actual work performance and how to update personal work schedules according to the feedback received or changes in circumstances. 33 BSBPEF402 Develop personal work priorities 31 32 33

30/03/2022 12 Topic 1: Insert topic title Topic 3: Reviewing your work priorities SEEKING FEEDBACK • The purpose of documenting and communicating variations on your own work performance is to seek feedback and try to come up with solutions to address them. • Feedback may be informal or formal and address personal or work solutions that will minimise any variations in performance and work outputs. 34 BSBPEF402 Develop personal work priorities Topic 3: Reviewing your work priorities ACTIVITY: DISCUSS Answer the questions provided. 35 BSBPEF402 Develop personal work priorities Topic 1: Insert topic title Topic 3: Reviewing your work priorities ANALYSING VARIATIONS You have to analyse variations between expected and actual work performance so that any issues can be addressed and rectified before it becomes a problem. 36 BSBPEF402 Develop personal work priorities 34 35 36

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30/03/2022 13 Topic 1: Insert topic title Topic 3: Reviewing your work priorities USING FEEDBACK TO MAKE CHANGES Finally, the feedback received from both internal and external sources, as well as any changes in circumstances, should be used to update the personal work schedule. 37 BSBPEF402 Develop personal work priorities Topic 3: Reviewing your work priorities ACTIVITY: WATCH Watch the following video on how to receive feedback. Video: https://www.youtube.com/watch?v=RfXmQuukGTU (01:54) The following is a funny appraisal from The Office. Video: https://www.youtube.com/watch?v=IkYUDQCYGHA (02:58) Write down your key takeaways to reflect on what you have watched. 38 BSBPEF402 Develop personal work priorities Topic 3: Reviewing your work priorities ACTIVITY: READ Read the following blog on seeking feedback: https://www.qualtrics.com/blog/employee-feedback-examples/ Review the following example of a performance review framework: https://www.cmtedd.act.gov.au/__data/assets/pdf_file/0003/463728/art_feedback.pdf Read the following article and watch the embedded video on instant feedback at work: https://www.leapsome.com/blog/manager-and-employee-feedback-examples-how-to- give-feedback-at-work 39 BSBPEF402 Develop personal work priorities 37 38 39

30/03/2022 14 Topic 3: Reviewing your work priorities ACTIVITY: RESEARCH Find an example of a performance appraisal. Undertake the tasks provided. 40 BSBPEF402 Develop personal work priorities 40

BSBPEF402 Student Handout V3

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