PoE Template

SAQA ID 242811: Prioritise time and work for self and team
Practical Activity 1
Create a task list and prioritise personal and team tasks
1. Explain the purpose of a task list for self and one's team using examples
The purpose of a task list is to prioritise time and the work that needs to be performed, in turn depends on
the ability to create and make use of the task list.
A task list contains all the information about the work that needs to be performed by an individual or teams
of people to achieve a certain outcome, i.e. the summary of all the work or task to be performed, the
resources required for each, the flow sequence of how the tasks will be performed and, lastly, the time
frames.
2. Explain the criteria for prioritising tasks according to organisational, personal goals and values
When prioritising tasks, you need to take into account personal and organisational goals and values.
Some of the criteria to apply are:- Does the task contribute to your goal or objective
- How much is the task worth financially in relation to the goal
- How much time will the task take
- What is the benefit of having the task completed versus the results of cancelling or eliminating it
- What is the cost of excluding the task
- Is this the most effective way to perform the task
- Can the time or resources allocated for the task be better utilised
- Can the task be divided into parts and if so, are there any parts of the work that can be delegated,
eliminated, or postponed
- Decide if each task should be performed in prime time or secondary time
- Determine who exactly will be affected by each task
- Is the task dependant on a single resource, if so, are there any availability
restrictions/constrains/specifications
- Can the task be delegated, if so to whom, are they available
- Is the task important
- Is the task urgent
- Timing of the urgency-is the urgency immediate or can it be rescheduled
A proper review and honest answers to all of the above would assist in clarifying task detail and will
remove any unneeded task immediately, thereby ensuring that you spend your time productively when
prioritising tasks.

3. Produce and submit a task list for your team, sequenced to meet organisational requirements with
tasks flagged / highlighted showing priority

Done

Priority

Task description

1
2
3
4
5
6
7
8
9
10
11
12

Stock check
Car request
Deliveries
Collections
Costing
Banking
Petty cash claim
Daily reports
Weekly reports
Daily feedback
Weekly feedback
Month end feedback

IMPORTANT !!!!!
IMPORTANT !!!!
IMPORTANT !!!
IMPORTANT !!
IMPORTANT !

Delegated to

x Thuli
x Matshepo
Matshepo
Veli
Thuli
Veli
Monique
Matshepo
Matshepo
x Thuli
Monique
Monique

4. Record information and documentation required on the task list and flag it for further action

FLA
G

Task
Stock check
Car request
Deliveries
Collections
Costing
Banking
Petty cash claim
Daily reports
Weekly reports
Daily feedback
Weekly feedback
Month
end
feedback

Date assigned

Date Due

Date Completed

2015/12/01
2015/12/01
2015/12/02
2015/12/03
2015/12/04
2015/12/05
2015/12/06
2015/12/07
2015/12/08
2015/12/08
2015/12/09

2015/12/01
2015/12/02
2015/12/06
2015/12/07
2015/12/06
2015/12/06
2015/12/15
2015/12/07
2015/12/15
2015/12/08
2015/12/15

2015/12/01
2015/12/02
2015/12/06
2015/12/08
2015/12/09
2015/12/06
2015/12/15
2015/12/07
2015/12/16
2015/12/08
2015/12/16

2015/12/10

2015/12/30

2015/12/31

X
X

5. Identify the resources and the acquisition thereof according to the task list
-

Too many concurrent activities being scheduled at the same time demanding more resources
than are available
Being reliant on single or scarce resources who may not be readily available when their
involvement is required
Resources being allocated to various aspects or task at the same time Over supply of resources
as a result of estimation or scheduling errors or changes, too many resources are not utilised

Use and maintain a diary

6. Explain the purpose of keeping a diary with examples

The purpose of keeping a diary is:- To keep deadlines and assist in planning ahead
- Work deadlines
- Social engagements
- Files to be followed up
- Serve as a source of reference for tasks already completed
-

Record what you did each day

To make notes on future appointment
It can be kept with other diaries to become your personal history

7. Record information systematically in the diary and submit a copy of at least 1 weeks worth of diary
pages
See Annexure
7.1 Copy of Diary

8. Take actions according to diary entries and submit evidence of this, e.g. thank you email for the
meetings, etc. (evidence for 3 entries required)
See Annexure
8.1 Meeting at Ponticelli
8.2 Stationery order
8.3 Car wash statement query

Implement and maintain personal and team task list

9. Assign tasks to the team members according to the task list

Task
Stock check
Car request
Deliveries
Collections
Costing
Banking
Petty cash claim
Daily reports
Weekly reports
Daily feedback
Weekly feedback
Month end feedback

Person
assigned
Thuli
Matshepo
Matshepo
Veli
Thuli
Veli
Monique
Matshepo
Matshepo
Thuli
Monique
Monique

Date assigned

Date Due

2015/12/01
2015/12/01
2015/12/02
2015/12/03
2015/12/04
2015/12/05
2015/12/06
2015/12/07
2015/12/08
2015/12/08
2015/12/09
2015/12/10

2015/12/01
2015/12/02
2015/12/06
2015/12/07
2015/12/06
2015/12/06
2015/12/15
2015/12/07
2015/12/15
2015/12/08
2015/12/15
2015/12/30

10. Inform stakeholders of the tasks that affect them submit evidence of this, e.g. minutes of a meeting,
emails, etc.
See Annexure
10.1 Staff meeting minutes

11. Follow the task list and amend it where necessary show at least one amendment on your task list

Task
Stock check
Car request
Deliveries
Collections
Costing
Banking
Petty cash claim
Daily reports
Weekly reports
Daily feedback
Weekly feedback
Month end feedback

Person
assigned
Thuli
Matshepo
Matshepo
Veli
Thuli
Veli
Monique
Matshepo
Matshepo
Thuli
Monique
Monique

Date assigned

Date Due

2015/12/01
2015/12/01
2015/12/02
2015/12/03
2015/12/04
2015/12/05
2015/12/06
2015/12/07
2015/12/08
2015/12/08
2015/12/09
2015/12/10

2015/12/01
2015/12/02
2015/12/06
2015/12/07
2015/12/06
2015/12/06
2015/12/15
2015/12/07
2015/12/15
2015/12/08
2015/12/15
2015/12/31

Amend the date due for Month end feedback from 2015/12/30 to 2015/12/31

12. Add new tasks (at least 2) to the task list where necessary and reprioritise outstanding work

Task
Stock check
Car request
Deliveries
Collections
Costing
Banking
Petty cash claim
Daily reports
Weekly reports
Daily feedback
Weekly feedback
Month end feedback
Action due off fleets
Claims feedback

Person
assigned
Thuli
Matshepo
Matshepo
Veli
Thuli
Veli
Monique
Matshepo
Matshepo
Thuli
Monique
Monique
Matshepo
Thuli

ADDITIONAL TASKS HIGHLIGHTED IN RED

Date assigned

Date Due

2015/12/01
2015/12/01
2015/12/02
2015/12/03
2015/12/04
2015/12/05
2015/12/06
2015/12/07
2015/12/08
2015/12/08
2015/12/09
2015/12/10
2015/12/13
2015/12/13

2015/12/01
2015/12/02
2015/12/06
2015/12/07
2015/12/06 Priority
2015/12/06 Priority
2015/12/15
2015/12/07
2015/12/15
2015/12/08
2015/12/15
2015/12/31
2015/12/24
2015/12/25

13. Monitor the work of team members to ensure tasks are achieved according to organisational
requirements mark the completed tasks on your task list

Task
Stock check
Car request
Deliveries
Collections
Costing
Banking
Petty cash claim
Daily reports
Weekly reports
Daily feedback
Weekly feedback
Month
end
feedback

Complet
ed
x
x
x
x

x
x
x
x
x

Date assigned

Date Due

Date Completed

2015/12/01
2015/12/01
2015/12/02
2015/12/03
2015/12/04
2015/12/05
2015/12/06
2015/12/07
2015/12/08
2015/12/08
2015/12/09

2015/12/01
2015/12/02
2015/12/06
2015/12/07
2015/12/06
2015/12/06
2015/12/15
2015/12/07
2015/12/15
2015/12/08
2015/12/15

2015/12/01
2015/12/02
2015/12/06
2015/12/08

2015/12/10

2015/12/30

2015/12/31

2015/12/15
2015/12/07
2015/12/16
2015/12/08
2015/12/16

14. Report completed tasks to the appropriate authority submit evidence of this, e.g. a progress report /
email, etc.
See Annexure
14.1 Month end checklist

Request your supervisor to provide you with written feedback

15. Completed feedback document on in your PoE
See feedback on POE