Training, Teaching and Learning Materials Development
Ethiopian TVET-System
Under
Ethiopian TVET-System
INFORMATION TECHNOLOGY
DATABASE ADMINISTRATION
LEVEL III
LEARNING GUIDE # 36
Unit of Competence: Monitor Implementation of Work plan/Activities
Module Title: Monitoring Implementation of Work plan/Activities
LG Code: ICT DBA3 M10 LO2
TTLM Code: ICT DBA3 TTLM 0817
LO 2: PLAN AND ORGANISE WORKFLOW
Learning guide 36 Date 09-2017 Page 1 of 6
Author: IT Experts
Training, Teaching and Learning Materials Development
Organize work schedule
A work plan is a detailed accounting of how an individual or group proposes going about accomplishing a specific task,
approaching a project or pitching a new business concept. Sometimes referred to as a “statement of work,” a work plan
generally includes an introduction or overview of a project or job, a breakdown of how individual project-related tasks
will be accomplished, a timeline for completion and cost projections for implementation. People use work plans for
different purposes, each carrying a slightly different definition of content depending on the circumstances.
Work requirements may include:
goals - targets which the organization aims for
objectives - the steps which need to be achieved to reach the goals
priorities - tasks which are ranked as most important
specified targets or results - one particular target may be given priority
time frames - the length of time for goals to be achieved
coordination with other work processes - all processes work well together to ensure tasks are completed on time
and within budget
roles - jobs/tasks
application of particular procedures - all departments/employees use the same procedures
Organization of work materials - to ensure all materials required are available when needed.
Strategies for obtaining, understanding and clarifying work goals and plans include:
correct sourcing and selection of information - to ensure all employees have the same recent and up-to-date
information
consult appropriate personnel - to ensure information is obtained from those who are most knowledgeable and have
the expertise to give correct information
active listening - asking questions to fully understand what is required, taking into account non-verbal
communication (like body language) and acknowledging what is said by rephrasing or summarising
open and closed questions - open questions encourage the sharing of information and usually require longer
answers; whereas closed questions require yes/no answers.
Skills required include:
consultation - asking other people's opinions
negotiation - working out the best course of action to achieve a goal
communication - conveying information to appropriate people
prioritisation - arranging in order of importance.
Appropriate persons may include:
colleagues
other staff members
supervisors, mentors or trainers
Learning guide 36 Date 09-2017 Page 2 of 6
Author: IT Experts
Training, Teaching and Learning Materials Development
Work goals and plans
Organizational work goals and plans look at the long term vision for the business; how they want to achieve these goals
and the timeframe in which to achieve them. These goals are then broken down into short term goals for each department
or team and in turn, each department or team details individual specific tasks so the goals can be achieved. If an
individual does not complete his/her tasks satisfactorily or in a reasonable timeframe, the department/team goals will not
be realized which in turn will affect the organization achieving its vision.
Plan and prioritize workloads
Successful planning is dependent on:
organizing tasks - prioritizing tasks in order of importance to ensure the most important tasks are completed
first; timeframes are adhered to so each task is completed within appropriate times so other people's work is not
held up; tasks are negotiated so the best person is allocated to each task to speed up completion times;
everybody supports each other so all work is completed on time.
clarifying personal responsibilities to enable each person to be fully aware of what they are required to do so
tasks are not replicated, therefore saving time and resources.
work ethics - values based on hard work and diligence with each employee being accountable and responsible
for the work they complete.
seeking assistance where necessary from supervisors or colleagues to ensure work is completed on time.
acknowledging if tasks are beyond current capacity - this enables work to be handed over to someone with
greater expertise.
planning and organizing work routines on a daily, weekly or monthly basis.
Features of time management include:
consultation with others - good communication will ensure everyone fully understands what is expected of
them and gives employees the opportunity to ask questions for clarification of tasks.
prioritizing - ordering of tasks from most important/urgent to least important/urgent.
delegation - allocating tasks according to people's skill levels.
problem-solving - many problems are resolved by brainstorming ideas, since the most popular ideas/decisions
will reduce conflict and time wastage, therefore saving resources.
decision-making - everyone in a team needs to be involved in making decisions as this helps them to
understand the goals of the group and to plan new directions.
use of diaries - writing a systematic list of tasks which needs to be completed and adding time lines for tasks to
be completed ensures none are forgotten.
negotiating - mutual discussion involving the completion of tasks, including who should be responsible for
what task and how the task should be completed.
accommodating changes to routine - if a more urgent task becomes apparent or an emergency crops up, a team
approach will ensure that tasks are completed on time as employees should back each other up and help out
when required.
minimizing time-wasters - some time-wasters are beyond control (for example, equipment failure) while others
can be controlled (for example, employees taking too long for lunch).
Poor time management can result in tasks not being completed on time. Sometimes the output of one person is the input
for another. If the first person is delayed in completing their work, the second person cannot start their work. This can
result in the client not receiving their order(s) on time which reflects badly on the reputation of the business.
Strategies to assess and manage workloads include:
Learning guide 36 Date 09-2017 Page 3 of 6
Author: IT Experts
Training, Teaching and Learning Materials Development
time management - for both individuals and teams/departments
seeking help/assistance when needed so work flow is not interrupted
contingency planning - putting plans in place in case something goes wrong
effective use of technology - saving time, money and resources
Complete work tasks
Points to consider when completing work tasks include:
adherence to WHS policies, procedures and programs to ensure a safe work environment to reduce risk of injury
following directions from supervisor so all work is completed satisfactorily and within acceptable timeframes
maintaining ethical standards - principles which promote values of trust, good behavior and fairness
maintaining quality standards so all work is completed to the standard expected by management in order to
maintain the reputation of the business
workplace/organization goals, objectives, plans, systems and processes - to work towards the vision for the
business as set out in the business plan
adherence to workplace policies - to do what is expected of you and to operate within the law at all times
maintaining personal work space - keep a safe work area which promotes efficiency
contributing to a productive work environment by accepting responsibility for own work and assisting co-
workers as required - working as a team member, completing own work efficiently so as not to hinder the
completion of tasks and helping others who may be experiencing difficulty
checking required materials and equipment are available to meet the requirements of the task - preplanning to
ensure tasks are completed smoothly and within acceptable timeframes and budget
seeking advice and obtaining information as required - advice may be sought from co-workers, supervisor/team
leader, contractors, suppliers and/or industry/regulatory bodies.
Factors affecting work requirements
Factors which may affect work requirements include:
changes to/new workplace/organizational procedures - this will lead to changes in the way tasks are completed,
necessitating some work which may have to be redone which can affect deadlines and budgets.
competing work demands - when more than one job needs to be completed at the same time which could lead to
substandard work or not meeting timeframes.
environmental factors - circumstances or influences which affect the operation of an organisation and would impact on
the amount of time needed to complete tasks or how the workspace is used.
resource constraints - these include finances (having enough money to complete the task satisfactorily), personnel
(employees), expertise (employee skills) and technology (computers and machinery).
technology/equipment failure/faults Actions which may be taken to overcome factors affecting work requirements
include:
re-prioritizing - looking at the order in which tasks are completed
re-negotiating - changing who does what task to better match skills to tasks, to save time and resources
accessing additional resources -enabling tasks to be completed on time and within budget
contingency planning - identifying what can go wrong in a situation and being prepared with plans, strategies and
approaches for avoiding or overcoming possible problems
troubleshooting - problem-solving to repair failed processes. It first requires identification of a problem and its possible
causes, before a solution can be worked out to remedy the causes and return the process to a working condition again.
Using business technology efficiently and effectively
Definitions:
efficient - working in a well organized or competent manner to achieve maximum output with minimum effort and/or
expense
Learning guide 36 Date 09-2017 Page 4 of 6
Author: IT Experts
Training, Teaching and Learning Materials Development
effective - adequate in accomplishing a purpose or producing the intended or expected result
Business technology may include:
computer applications - word-processing program, spreadsheets, internet/intranet, email
computers - including peripheral devices such as input devices (for example, key pad, scanner,
digital camera), output devices (e.g. printer), storage devices (e.g. USB/flash drives, CD/DVD,
external hard drives)
electronic diaries
facsimile machines and other communication equipment (telephone system, answering machine or
service)
photocopiers
printers
Scanners
Emerging technology affects a business in the following ways:
current work practices/productivity - new technology usually increases productivity but staff
must first be trained in its effective use. New policies and/or procedures may need to be
implemented after any ecological, economic, social, ethical and legal implications are
identified.
Employment - new technology may result in less staff being employed or employing new
staff with more appropriate skills. Staff may need retraining in the use of the new
technology.
work methods/techniques - the workspace may need to be reorganized to accommodate the
new technology and environmental factors may need to be reassessed.
market conditions/new markets - a business must keep up-to-date with technology in order to
be competitive in the market. Advances in communication has changed the way business is
conducted and opened up new markets.
cost-effectiveness - a business is able to save time and money due to advances in technology,
particularly communication technology. New technology has enabled communication across the
globe without leaving the office, including the sending and downloading of information
instantaneously.
Review work performance
Feed back on performance may include:
formal/informal performance appraisals - these generally occur on a regular basis. The first
appraisal usually takes place three months after an employee starts a job and then every six or
twelve months thereafter. These appraisals allow for a formal method of feedback which can lead
Learning guide 36 Date 09-2017 Page 5 of 6
Author: IT Experts
Training, Teaching and Learning Materials Development
to modification of work performance, further training and re-evaluation of performance.
obtaining feedback from clients - preferably positive praise rather than negative points.
obtaining feedback from supervisors and colleagues mainly in the form of informal comments
on a job well done or suggestions of how to complete a task.
personal, reflective behavior strategies - thinking about what has been done and how it can be
improved for next time.
routine organizational methods for monitoring service delivery - these include customer
complaint or satisfaction forms, and surveys that are completed at the end of a task.
Monitor and adjust work
Standards may include:
Australian standards - published documents setting out specifications and procedures designed
to ensure products, services and systems are safe, reliable and consistently perform the way they
were intended to. They establish a common language which defines quality and safety criteria.
legal and organization policies, guidelines and requirements - documents which define
policies regarding, best practice, conflict resolution, rights and responsibilities, etc.
legislation - laws passed by both State and Federal Parliaments, for example WHS Act 2011
organizational policies and procedures - policies usually describe the rules which apply within
the workplace, including what the rule is, when it applies and whom it covers. Procedures
describe the critical steps which must be undertaken to comply with the policy.
specified work standards - written description of how a process should be carried out, setting
out either minimum or best standards.
standards set by work group - specified work standards which have been agreed upon by a
particular work group of employees.
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Author: IT Experts
