Task Management for Cleanliness Department in Healthcare Industry

Learn about the task management process for cleanliness department in healthcare industry. Understand the stages involved, goals, and required skills and knowledge.

Trainee Guidance, Topic 1
NZ Certificate in Business (First Line Management) Level 4
Task 1A: Identify the task that needs to be completed
It has been seen that there have been high irregularity in the cleanliness department. The entire section of the cleanliness
department was not functioning ethically. The entire cleanliness team has been functioning in a manner that requires focusing on
the schedule in which the workers will be working on. The entire work place is to be sectioned in differential parts. This will ensure
that the cleaners will be responsible for a particular region and the cleanliness of that section will be dependent on the cleaners of
that section. In case the section is not clean the cleaners of that section will be answerable for the same and even will be getting
penalized for the same. Implementation of SMART goal process is also made in this case. The Specificity of the task has been set
high as different cleaners are answerable for each section. The entire process was measurable as well. In this case the number of
cleaners that are to be allocated are carefully calculated and measured. The goal is also highly achievable as allocating of cleaners
are also high. As the cleaners are already available just the allocation is to be made. Hence with proper research of the cleaners
present allocation of different section of the hospital to the cleaners is highly achievable. Relevancy of the entire process will also
be high. Proper timing for each and every cleaner will be set. It is obvious that a worker will be completing his or her duty hours
and will set out. However cleaning department will be requiring cleaning employees for entire day. Hence wise allocating the
cleaners in their relevant duty hours will also be helping. This will ensure that the entire cleaning task will get performed efficiently.
Proper deadlines will be set for completion of the cleaning tasks. Hence wise task will get completed with the allocated time. By
following the deadline of the task along with following of proper shift timing the entire process can be completed with both
efficiency and higher ethics.
Task 1B: Identify how this task contributes to the objectives of your organization.
The above stated task will be contributing to the above objective in a huge manner. The main aspect that will be incurred in the
section is that the cleaners who act as an integral part of the healthcare industry gets a proper understanding of their job role. This
ensures that they will be understanding the sections that they need to improve on. This proper understanding of the sections that
will require improvement will help them in increasing efficiency of the work process. Another aspect that is to be considered is that
time frame of the working process is also set in the plan that is made in the previous section. Even the sections of the health care
organization that the cleaners are responsible are also stated. The entire process gets precise in nature and hence wise acts helpful

for the cleaners to understand their job role. This is the main objective of the entire project. With proper understanding of the tasks
that are to be performed, higher ethics can be expected in the job process.
Task 1C: Break down the task into achievable stages.
Stage1 Project initiation: - In the project initiation stage, the task that is to be performed is to contact with the patient party as
well as the administrative department of the health care organization. After meeting the following parties, meeting the cleaning
staff will be performed. In the initial stages the issues that the patient parties are facing due to the cleanliness issues are noted
down and hence wise proper data is collected. After this section the issues that are faced by the administration in in completion of
the cleaning task will help in understanding the sections where the real issue lies. After this meeting with the cleaning staff will be
conducted. Discussion regarding the time frame of their work will is performed. Getting accustomed with their regular routine is
also done in this section. Asking about the issues that they have been facing in the cleaning process whi9ch has been reducing
their efficiency is also well discussed.
Stage 2 Project Planning: - In this section the data that are gathered in the project initiation section will be getting analyzed. The
outputs that are generated after discussion with the cleaners, administrative department and the patient parties will be included as
well. In this section a time frame will be developed. This time frame will be stating which cleaner will be working in which shift as
well as the shift timing of the teams. This will be ensuring that the functioning process will be getting better. Planning regarding the
software tool that will be used is also decided in this stage. In this case the software tool that is decided is Scoro. The time that is
expected for implementing the software is not very high. Nearly a day or two acts enough for implementing of the software tool.
The benefits that are expected from the tool will also be noted down in this stage. This includes the likes of real time customizable
KPI dashboard, recording data of the time frame the cleaners are working. This section also helps in proper assessment of the time
tracking and billing section.
Stage 3 Execution: - In this section the plan that was made in the planning section will be getting implemented. This section
ensures that the functioning process will be performed in a manner that is planned in the previous section. This is the main reason
that execution of the tasks will be performed as per the need of the organization, Again it can be seen that there has been
implementation of Scoro which will help in better man management and hence keep a track of the data time scheduling and hence
increase the efficiency of the organization. The time frame that is developed will be conveyed to the cleaners. The shift hours that
are to be followed by the cleaners are also conveyed to the cleaners. The fact that proper sectioning has been performed of the
health care organization is also stated to the cleaners. The cleaners are allotted with different section and are given responsibility
of the cleanliness of those sections as well. Hence wise all the data that are of use in this case are also provided as input in the
Scoro. This will help in better functioning of the software tool. With more data provided the functioning process will be getting
better for the Scoro software and hence better man management can be performed.
Stage 4 Monitoring: - Monitoring of the entire task will be performed in 2 ways. The 1st way will be checking of the cleanliness of
each sections of the health care organization. Proper checking of each and every section of the hospital will ensure that the task
that is allotted to the cleaners will get properly monitored. Another major technique that will be implemented includes checking of

the data set from the software tool. The data that will be generated will help in analyzing whether the cleaners are meeting their
shift timing or the time frame that has been set for them or not. These data set will be providing an accurate understanding of the
scenario. This will ensure that better results can be expected from the entire process.
Stage 5 Closer: - In this stage the data that are collected after the execution process. The data are compared with the data that
were expected in the project initiation phase. In case the data that is generated in the execution stage matches the expectation of
the project initiation stage the project is considered as a success.
Task 1D: Create short, medium and long term goals
S
Specific What do I want to accomplish?
Why do I want to accomplish this?
What are the requirements?
What are the constraints?
Clean the health care organization.
Cleanliness acts as a major component in health care industry.
Proper planning and schedule development.
Inefficient work ethics of cleaning staff.
M
Measurable How will I measure progress?
How will I know when the goal is
accomplished?
By analysing the data in the Scoro software.
By comparing the goal that was identified in the initiation stage and
the result that is received after completion. If the results are
identical the project is marked as a success.
A Achievable How can the goal be
accomplished?
What are the logical steps I should
By proper time framing and scheduling of the task, perform proper
planning, perform proper data analysis of the data generated by
Scoro.

take? The logical step that will be included includes providing time frame
and schedule to the cleaning staff and henceforth monitor the same.
R
Relevant Is this a worthwhile goal?
Is this the right time?
Do I have the necessary resources
to accomplish the goal?
Yes
yes
Yes
T
Time-bound How long will it take to accomplish
the goal?
When is completion of the goal
due?
When am I going to work on this
goal?
2 weeks
October
Already started
Specific What do I want to accomplish?
Why do I want to accomplish this?
What are the requirements?
Perform data analytics
To understand the mind set of cleaning staffs
Gather data

What are the constraints?  Inefficient spreadsheet management.
 Inefficient Scoro operation
M
Measurable How will I measure progress?
How will I know when the goal is
accomplished?
By checking the data that will be generated
After the results received matches with the result expected in the
initiation stage.
A
Achievable How can the goal be accomplished?
What are the logical steps I should
take?
Providing proper training and proper monitoring of the task.
Provide training to the cleaning staff. Making the entire process clear
regarding the operational instance. Providing proper monitoring.
R Relevant Is this a worthwhile goal?
Is this the right time?
yes
yes

Do I have the necessary resources
to accomplish the goal?
Yes
T
Time-bound How long will it take to accomplish
the goal?
When is completion of the goal
due?
When am I going to work on this
goal?
2 months
November 2019
October
S
Specific What do I want to accomplish?
Why do I want to accomplish this?
What are the requirements?
What are the constraints?
Create a specific process of cleaning with proper planning of time
frame and scheduling process.
Increase the cleanliness of the health centre.
Create proper understanding of smart sheet and Scoro operation.
As Scoro is a new software understanding the operation process will
be an issue
M Measurable How will I measure progress?
How will I know when the goal is
accomplished?
By data analytics
In case the initial goal of the project meets the final result the goal is
said to be accomplished.

A
Achievable How can the goal be
accomplished?
What are the logical steps I should
take?
By providing proper training on Scoro and hence wise monitoring the
same.
Provide training and then monitor the same.
R
Relevant Is this a worthwhile goal?
Is this the right time?
Do I have the necessary resources
to accomplish the goal?
Yes
December
Yes
T Time-bound How long will it take to accomplish
the goal?
When is completion of the goal
due?
When am I going to work on this
goal?
5 months
Jan 2020
June 2020

Task 1E: Identify the skills and knowledge of your team members need to complete the task
Time Management: - Time management will be acting as a prime aspect that is to be considered. This ensures the fact that
working module of the cleaners can be well set. With bettering of time management, it can be expected that time allocation
process can be performed in a proper manner. With proper time management, the main aspect that proper time frame that will be
provided by the manager and hence wise the functioning process will be getting better and the time scale provided will be
maintained by the cleaners as well.
Communication: - As the cleaners might not understand English, this will ensure that proper communication cannot be
established. Hence a medium is required in which the data that are to be conveyed will be sent and hence wise proper result can
be achieved. In this case usage of Google translator to translate the mail which is written in English can be used. This translation of
language and sending mail to the cleaners will help in better communication process. This communication will be highly formal and
transparent as well. This ensures that better assessing of the task will be performed. With the help of this methodology, issues that
might be present in the communication process can be mitigated.
Feedback Skills: - Feedback of the personnel includes the fact that the cleaners who have been allotted with the task as per the
newly generated time scale will be monitored properly and in case the task that they have been performing is up to the mark they
will be praised. In case the team will be processed with proper analysis and hence wise the performance of the employees will be
getting better.
Task 1F:- Identify the skills and knowledge you need to complete the task.
Microsoft Excel Skills: - As data set will be provided as input hence having a proper knowledge in Microsoft Excel is very
important. The data that will be generated via the Scoro software tool will be used as an input in the case. This input will be done in
the Excel sheet and hence knowing the process of creating spreadsheet acts important in the process. Thus proper functioning
process of excel must be learnt.
Communication: - Being a team leader it gets important to perform proper communication with the team members. In case the
team members are not accustomed with the goal that is to be achieved by them, it gets difficult for them to perform accordingly.
This is the main concern that are present and hence the team members are to be communicated regarding the goals that are to be
achieved. The fact that most of the cleaning staffs are not well acquainted with English as their native language, communicating
with them gets difficult. Hence communication has been one of the major skill that one need to possess for executing this task with
proper efficiency.

Scoro: - As Scoro is a software that is to be implemented for performing the man management section and the software is a new
one and is being implemented for the first time. Proper understanding of the different characteristics that are present in the
software tool is to be learnt for properly operating the same. In case proper knowledge is not present regarding the software tool
execution of the task will be getting difficult.
Task 1G: Identify any internal stakeholders (Outside of your team)
Doctors: Doctors are the prime and most important stakeholders of a health care organization. Doctors provide face value of the
organization. Success of the organization is basically dependent on the doctors and the medication that they provide. In case the
doctors of the health care organization are not efficient brand value of the organization is ought to decrease.
Nurses: Nurses and the Operational theatre nurses provides assistance to the doctors and hence wise is indirectly responsible for
the treatment process. This is the major aspect that is to be considered. Another aspect that is to be considered is that the nurses
provide the first aid to the patients and hence wise treatment process is also indirectly dependent on the nurses. These are then
main reason that the nurses acts as the internal stakeholder.
Manager: Managers along with the administrative board is responsible for performing better assessment of the tasks that are to be
performed in the health care organization. This stakeholders are responsible for setting of the goal that is to be performed. Proper
monitoring of the task is also responsible for execution of the task. Time framing and strategy development are the main job role
that is to be performed. Hence the mangers and the administrative body accts as important stakeholders.
Cleaning staff: Cleanliness of a health care organization has been one of the major aspect that is to be considered for providing
better customer satisfaction. Hence wise cleaning staffs acts as an important stakeholder in the health care industry. In this case
cleaning staffs are the prime focus as there has been issues in their functioning process and a team is given responsibility for
bettering the performance of the cleaning staffs.
Task 1H: Identify any external stake holders (outside of your organization)
Community health centers: Community health centers are the local governing bodies that keeps a check on the service quality that
is provided to the patients. They have the right to escalate issues that they will be finding as an issue. The health organization will
have to listen to them and hence wise changes have to be performed by the health care observation.
Suppliers: Suppliers are the responsible for providing resources as per the requirement of the treatment process. Even the
resources that are required for execution of the several other tasks other treatment is also provided by the suppliers. This is one of
the major aspect that is to be considered.
Pharmacies: Pharmacies are responsible for checking of the medicines that are provided by the medicine suppliers. Quality testing
of the medicines that are used in the hospitals are the major role of the pharmacies. Hence this is the major reason that presence
of them as a stakeholder acts important.

Medicine Suppliers: Medicine suppliers are the medicine providers. This external stakeholder’s acts important in the treatment
process as well. The medication that is stated by the doctors are provided by the pharmacy department.
Patients: Patients are the main source of revenue earning for the health organizations. The patients are treated and hence wise as
the majorly focused stakeholder.
Regulatory body: Regulatory body of the health organization is responsible for proper processing of goal setting and strategy
monitoring process.
Visitors: Visitors are the guests that come to see the patients who are admitted in the hospital.
Task 1I: Identify any risks to completing the task
The risks that are to be considered in this case are as follows: -
1. Cleaning Audits: The major risks that are present includes the aspect that there might be inaccuracy in conduction of the
meeting as there might be communication issues. This will lead to the fact that the goal of the entire task might not get transacted
in a proper manner.
2. Implementation of Task List: Proper designing of the task list also acts important. This might affect the functioning of the entire
process. In case the task allotment is not performed in a proper manner, the main aspect that is considered is that the task will be
a complete failure and the cleaning project will suffer.
3. Time frame not used properly: The time frame that is created by the managing team might not be used. The cleaning staffs
might be wasting the time that is allotted to them. In that case the project will be again a failure and hence this can be considered
as a risk,
4. Schedule risk: Planning regarding task scheduling will also be performed. In case the planning is not performed in a proper
manner, the schedule of the project will be wrong. This will ensure that the task will be performed in a wrong manner and the
deadlines that will be provided will be failing.
5. Data breach: As Scoro is a new software that is being included, security issue mighty be a major concern. In this case the main
aspect that is considered is that the data of them different dimensions of the hospital will be present. Personal data of the cleaning
staff will also be present. The patient wards of which each cleaning staff is responsible of is also present in the Scoro software. Data
breach from the database of the software tool will also be acting as a risk and threat.
6. Improper operation of Scoro: As Scoro is a new software tool that will be implemented, operating with the same might be a
threat. In case the operation process is inefficient,
Assess the probability of each risk occurring.

Cleaning Audits:- There are medium chances of this risk being occurring.
Implementation of task list: There are high chances of implementation of task list occurrence.
Time frame not use properly: There are high chances of this risks occurring.
Schedule risk: - There are medium chances of occurrence of this risks.
Data breach: - The chances of this risk occurrence is the least.
Improper operation: The chances of occurrence of this risk is very high.
What impact on your task will each risk have if it does occur?
1. Cleaning Audits:- In case the cleaning audit is not performed in a proper manner, goal setting will be getting affected.
2. Implementation of Task List:- This will lead to inefficient functioning process as the tasks are not allocated to the correct
personnel.
3. Time frame not use properly:- Duty time of the cleaning staffs will be wrong and this will affect the entire execution of the
cleaning project.
4. Schedule risk:- Deadline issues might be present which might lead to failing of the task.
5. Data Breach: Data breach will lead to inappropriate access of patient, hospital dimension data to the imposters and privacy
issues might occur.
6. Operation of Scoro: In case proper operation is not maintained the main issue that is seen is that the data generated from the
s0oftware will be inaccurate and hence decision taken will be wrong as well.
What could you do to reduce the impact on your task should each risk occur?
1. Cleaning Audits:- Establishing transparency in communication process will be performed.
2. Implementation of Task List:- Using Scoro software will be helpful.
3. Time frame not us properly:- Proper monitoring of the cleaning staff will be beneficial for this stage.
4. Schedule risk:- Scoro implementation will be helpful in this process.
5. Data breach: Implementation of firewall will be helpful in the process.

6. Operating Scoro: Providing proper training will ensure that proper operation is performed.
Task 1J: Identify any organizational requirements that apply to the task that you need to consider.
New software has been implemented in this process. Hence providing proper training of operating the same will be
considered as an organizational requirement.

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