BSBWOR301 - Organize Personal Work Priorities and Development.

BSBWOR301 Organise personal work priorities and development
Case Study v1.3 (2018/08/20)
BSBWOR301 Organise personal work
priorities and development
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Case Study
Please read through the following case study. Reflect on your learning and
your own research within this unit.
Prepare a response that responds to each of the issues presented below. Your
responses must reflect your knowledge, skills, and application for this unit.Scenario – Managing workload
John is a manager of a local sports store. He didn’t like it when his boss told
him recently that he needs to pay more attention to work in his outlet. He
was told that he needs to concentrate on the important things and leave the
rest to others. “I don’t know what he expects,” John thought. “I am not
slack, and I always work overtime. I have more work to do than one person
can get done.” He got on with his work for the day.
At 8.50am, John realised that Sarah and Joe had not arrived for their shift,
which had an 8.30am start. He noticed that there was no one attending to
the queue at the counter. “Better get out there myself,” he thought. His
assistant manager, Paula, was out back. Paula came out to the counter after
John had served three customers. He didn’t want to make a big deal of it in
front of customers and figured that she was there now.
John was starting to feel quite stressed and had a headache coming on, so
he went into the lunch room for a water. He realised that he had a report
due that he needed to submit by close of business that day. Paula could do
it, but he didn’t think that she should see the revenue figures. If everyone
knew what was going on, he may lose his sense of control over things.
After John got the report done, he started on the work he loves, which is
reorganising stock and catching up with some of the suppliers for coffee. He
realised that he hadn’t checked up on Sarah and Joe, so he tried to find out
what had happened. Sarah was there at work now, but Joe was not. He
needed to find someone to takes Joe’s place. An hour later after several
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BSBWOR301 Organise personal work priorities and development
Case Study v1.3 (2018/08/20)
phone calls, he decided to ring head office to see whether they had a
solution for staff. He never had time to train staff and often ended up doing
things himself because it was faster. The staff were always referring
customer concerns to him to deal with, especially if the customers were not
happy about something. He found it easier just to stay on the counter all
day and work there. It was a really busy day with the start of the sales
season.
Just after lunch, with another report to work on for head office, John had to
attend another meeting. He knew that Paula had attended these meetings
when she covered for him when he was on leave and that she liked doing it,
but he was afraid that if he didn’t go himself, he would be out of the loop.
That day, four customers had missed out on items that they wanted because
the store had run out of stock. An urgent stock report was required so that
the store didn’t lose revenue over the upcoming weekend because the stock
wasn’t in store. They had lost revenue to their competitor in the next street
on several occasions in the last two months. John’s last assistant manager is
now managing the store over there, and he keeps John updated on their
business when they occasionally catch up. Paula has had a lot of experience
using this stock database. John hates using the system because he doesn’t
understand it very well. John thought it best to do it himself though as it is
part of his job. He then had to phone the report into head office as part of
his weekly requirements. This normally took about half an hour to get
phoned in.
After the meeting, John systematically signed a stack of routine forms that
have been piling up on his desk.
Two members of the team are due to go on leave in a week for two weeks,
so he is starting to get worried about how things are going to get done.
John’s boss is putting pressure on him to provide the results of the annual
staff appraisal forms to him. He has conducted half of the meetings. He just
wishes that the staff could be more proactive in monitoring their own
performance.
John has realised that things need to change at work, but he is unsure what to
do. He has been thinking about asking his boss for some advice because he
constantly feels like he is chasing his tail and not getting things done that he
needs to.
1. What are the key issues for John in terms of his time management
practices?
Some of the main issues for John is that he also manages other people’s
wok who are not as proficient as him. Rather than training then John
finds it easier to do the work all by himself, as he feels that training
would be a wastage of time.
2. What could John do to be more effective with his time?
At first John should concentrate more on the work delegated to him and
not on others. In spite of taking everything on his own shoulder, he can
train his juniors. John should prioritize, plan and set his goals before
starting a day’s work. He can use a planner and develop a checklist for
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BSBWOR301 Organise personal work priorities and development
Case Study v1.3 (2018/08/20)
all tasks that he would accomplish in a day. John needs to be clear about
sorting his tasks as per his priorities and urgency. Focus should be given
on the high value activities. John should try to minimize any interruptions
and limit multitasking.
Consider the following:
 How could John better assess and prioritise his workload to ensure that
tasks are completed within identified timeframes?
John should develop a checklist everyday with the tasks that needs to be
completed with their respective timeframes. John can dedicate less
timing for the less pleasant works. He can also make a list of the names,
to whom he can delegate tasks. The same thing has to be repeated
every day.
Delegation of tasks to someone competent having complete knowledge
of the tasks.
In addition to this, a time log can be kept. Eisenhower's
Urgent/Important Principle can be used by John to prioritize the
work. The four quadrants are- Important and urgent, important but
not urgent, Not important but urgent, no important and not urgent.
 How could John better plan and organise work commitments to ensure that
deadlines and objectives are met?
John can collect a list of all the tasks that needs to be done. He should
then identify the urgent ones by assessing the value of the task. The
tasks can then be ordered by prioritizing the tasks. The tasks should be
completed within that time frame. This planning would initially take some
time to set in but finally would help John in completing the work within
deadlines.
A time log can be kept to ensure that all the tasks are completed within
the set boundaries. In case John feels overburdened with work, he can
use a time log, or a to-do list and set boundaries on which work he
should do and the work that he should not do.
John can dismiss the last minutes activities by planning ahead of time
and avoiding procrastination.
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