Unit 201 Business Admin
Outcome 1: Understand how to plan work and be accountable to others
1.1 Outline guidelines, procedures and codes of practice relevant to personal work? There are many guidelines, procedures and codes of practice in place which helps me to my job correctly and to a high standard in a professional manor. A procedure within my work place is making sure we report accidents at work in the accident book for health and safety reasons, understand where the fire exits are and the fire drill as well as the fire bells. I have to make sure that I report an absence from work first thing in the morning and give a reason. We also have to make sure that we get all visitors to sign in and out of the building due to fire procedures. I have to make sure I abide by the codes of practice within work, these are things such as giving good customer service, quality assurance and freedom and privacy of personal data. I have to keep all information confidential. Lastly, there are also many guidelines within my environment, some being, the dress code, I have to dress appropriately and in a professional manor, act within a
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1.2 Explain the Purpose of planning work, and being accountable to others for own work? Planning is a vital part of organisation and time management. It is essential to manage and prioritise time with the work load that’s to be completed. It is important to understand the actions which need to be carried out and helps avoid any duplication of labour. It is important to plan your time efficiently to meet deadlines. Planning helps to be organised on a day to day, weekly and monthly basis. While planning you have to obtain as many details about the piece of work you are doing to enable you to produce your work as efficiently as possible. This can be done using a plan sheet, to do list or using a planner or desk diary. This way, if you are asked what you have done at any time, you can show it to them and be accountable for your own work. It is important to be accountable for the work that you are doing. If someone has a query regarding the work, they can come directly to the person who created the work. Having a plan will enable my employer to know what I’m doing and when I’m doing it so I can provide what’s expected of me.
1.3 Explain the purpose and benefits of agreeing realistic targets for work?
The purpose for agreeing realistic targets for work is to keep everyone on task and focused on accomplishing a target that is obtainable, not out of reach. I can agree realistic targets by making sure that they are as realistic as possible to avoid any disappointment of missing deadlines or not getting things done. This way, everyone can contribute effectively and reach targets efficiently instead of struggling to achieve the impossible which may possibly let others down in the long run. Having realistic targets will not only set a realistic plan and time frame but will keep everyone informed of a suitable deadline which is possible to achieve to a high standard and not rushed.
1.4 Explain How to agree realistic targets?
Realistic targets can be agreed by talking to your employer and set targets that are possible for completion to a high achievable standard which I would be able to attain the targets. This will enable employees such as myself to work without stress to complete causing rushing which could cause low standard work if the targets are set to high.
1.5 Describe ways of planning work to meet agreed deadlines? There are many ways in which you can plan work to meet the agreed deadlines of your tasks. The most important thing what I would do is to prioritise my work load. If unsure f what is the post important I would ask my employer, Debbie, who would then tell me directly what is needed as soon as possible. Some ways of planning work to meet deadlines could be, keep everything marked in numbers of priority. These can be market as urgent, important or not so important. Always be aware of the deadline dates and plan when these are most likely to be finished. It is always good to update your targets and lists at the end of the day to see where you are up too what has been completed and what’s next in line to do. This will ensure you are ready for the next day of work knowing exactly what is to be done and in which order and it will be organised each day in your head if this is done every day. It is also a good idea to plan ahead what resources are available and what is needed to complete my targets. I need to make sure the resources are available to complete the work in the timescale, so I should therefore plan my resources ahead to be completely sure that I am going to have everything needed to make my deadlines.
1.6 Explain the purpose of keeping other people informed about progress? It is important to keep others within the environment informed about progress of work as it will help let others know if I am on target of meeting my deadlines and if not then it will enable others to prioritise around me and then help me if needed. If someone is relying on a piece of work from me, such as a letter or spreadsheet, I will always need to update them on where I am in the progress so they know if I am on target for my timescales or if Its done and they are ready for it, this may save time for them also. It’s also reassuring for others to know that I’m on track as I’m accountable for their work that they have given me, they can therefore meet their deadlines by knowing my work will be done in the set timescale.
1.7 Explain the purpose and benefits of letting other people know work plans need to be changed? This is common courtesy to let your employers know if any of your work plans have or need to be changed due to certain circumstances so that they are aware of this as it may push deadlines further. Aside from this, it is important to give others notice when changing plans because this may change the others around you and their plans, especially if they are relying on a piece of work to move further with their plans which may result in other peoples work plans becoming out of sync.
1.8 /1.9 Describe types of problems that may occur during work and how to help resolve problems? Types of problems that could occur within my work may be:
Computer faults, crashing or loss of work
Not enough stock of equipment e.g. ink or paper
Breakage of equipment
Absence of other colleagues
Not meeting deadlines
Ways in which such problems can be resolved are:
It is best to find out exactly what the problem is, tell the relevant personnel, find, choose and implement the solution and then take further action if this fails to work. Very often problems can be caused not because you can’t cope with the work but because you can’t cope with your reaction towards it. Managing stress is very important because it affects all aspects of your life, not just your work. Any technical fault that involves printers or computers can be solved by reporting the problem to your computer technician if the company has one. My company uses a place called Wavehill where they can remotely enter your computer and help with computer programs, we also have someone who can help with our printer if this breaks down. Many problems may also be common sense, like the printer running out of paper, or the stock has been used up and there isn’t any left and therefore cause problems especially if the printer runs out of ink or paper, there should be someone who always keeps a close eye on office equipment and order when needed.
1.10 Explain the purpose and benefits of recognising and learning from mistakes Learning from mistakes is an effective way to learn. No one likes making mistakes and it is important to recognise the mistakes and understand why you made the mistake and learn from them, everyone does make mistakes occasionally but if you recognise why and then learn from them, this will help you not to make the same mistake in the future. Others in the workplace will see that you have recognised your mistake and then try to give you feedback and will provide extra support the next time to give you extra practise and prevent you from doing this in the future. If your uneasy on a piece of work then you can always ask your manager to check through the work before you complete or print it which will always help in reducing