Importance of Creating and Maintaining Personal Work Plans - Essay Example

Name: Tutor: Course: Date: Personal Work Plan 1. Assessment 1 1.1 Importance of Creating and Maintaining personal Work Plans Work plans are essential in that they help individuals manage their time appropriately and complete their tasks in time. A personal working plan is important in various ways. One of them is in the management and allocation of time and other resources. The plan helps the individual plan their activities in a time plan such that they can beat deadlines and create time for their activities. It helps in balancing activities to avoid over-allocation of time on others. Therefore, there is a reduction in the risk of failing to have enough time to complete some tasks. Another importance of creating and maintaining a personal work plan is that it enables one to schedule their work. They can know that certain activities need to be completed or worked on at a particular time. Scheduling works in line with the provision of adequate time for a given task or activity. With scheduling, there can be no confusion as to which task is to be performed at a particular time. Creating and maintaining a work plan also allows one to prioritize their tasks. Through the plan, one can identify the urgency of some activities and those that can wait. As such, they can decide to allocate more time to the urgent ones and schedule the ones with least urgency for a later time. The prioritization eliminates the stress that comes with missed deadlines and delayed deliveries of tasks, projects, and activities. Another importance is in the monitoring of one’s progress towards the attainment of their goals. By keeping a work plan, one can know whether they managed to complete certain important tasks. Moreover, they can know how far they are from hitting their organizational and personal goals by analyzing their progress in the assigned tasks. A work plan also helps implement contingency planning. They can identify the time by which they have to complete a given task and factor in issues or events that may affect the timeliness of the plan. With contingency planning, they can identify allowances that can be added to the time plan to cater for unexpected occurrences that lead to delays in the completion of a task. 1.2 My Effectiveness at Personal Work Planning and Organizing I managed to identify the most important activities requiring my attention per day. The identification of these duties allowed me to come up with a priority list and a schedule for the accomplishment of various tasks. The priority list was used to identify the urgent tasks and assign them more time than the ones that were least urgent. The urgent activities were mostly requiring a report that was to be given to my supervisor by the end of the day. Most of the activities at the top of my priority list were concerned with my job description. Those that did not involve my job description were given the least priority. Such kind of prioritization is essential to staying in line with one’s responsibilities and the attainment of one’s goals and objectives. Deviating from the main job description could lead to poor performance at work and a relatively poor appraisal at the workplace. The activities undertaken on a daily basis were part of the accomplishment of the goals and objectives of the organization. It is usually important to give priority to an organization’s goals while still pursuing personal ambitions. Achievement of organizational goals and objectives is usually part of the key performance indices that are used to appraise employees and can determine their compensation and eventual motivation. Successful identification of my job description ensured that I stayed focus on completing relevant tasks. The success in my work was measured against the expectations of the organization as per my job description so as to determine whether I was performing as required. It is usually important to focus on the agreement between the employee and employer when it comes to assessing the performance of an employee. Exceptional employees usually meet the requirements and demands of the jobs they do, ensuring that they accomplish every task. I believe my time was well utilized in the accomplishment of the assigned tasks because I managed to play my part within the scheduled time. Moreover, deadlines were met. From this report, it is evident that I was effective in planning and organizing my work. However, there were some cases where I deviated from my work description and found myself delaying in the delivery of urgent tasks. 1.3 Recommendations and Strategies One recommendation in proper planning and management of personal time would be to list down all activities that one is required to accomplish regardless of their priorities. These activities should also include those that are not related to the job that one is doing, as well as personal activities. With such a list, one can create a schedule that has time-slots for every activity. They should also allocate time for jobs that might come up during the day, and that might not have been included in the original list. As such, one will know the activity that they are supposed to carry out at a particular time. Moreover, they will not waste time trying to figure out what to do at a particular time of the day. The listing of activities will also ensure that no activity is left out or forgotten, regardless of its importance. Therefore, there will be no delays in commencing and accomplishing certain tasks. Also, there will be no rushing in getting to finish tasks that had been left out. Another strategy would be to constantly monitor and analyze one’s management of time. Through this analysis, one can identify their progress in time management. The analysis would involve identifying the number of times that someone delays in accomplishing tasks, as well as the tasks that one fails to accomplish at all due to poor time management. By getting statistics in these sections, one can identify their improvement or lack of in the management of their time. One can also use contingency planning in ensuring that they have enough time to cover for events that occur unexpectedly and interfere with the completion of tasks and activities. As such, unexpected events will not lead to confusion and mismanagement of time. 2. Assessment 2 2.1 Importance of Initiative One may face various challenges in accomplishing business objectives and requirements. These challenges might include the lack of adequate time or resources to accomplish the required task, as well as the requirement of excessive efforts in accomplishing them. Some of these challenges also call for additional knowledge and expertise so as to successfully address them. It requires initiative for one to face the said challenges. The initiative calls for one to take an initial and bold step towards solving a business problem. The achievement of goals and objectives of a business require one to work hard in their respective areas so as to be in a position to defeat all the challenges that are associated with them. The initiative allows one to be decisive. As such, they can make decisions for the good of the business. They should make these decisions without being prompted. They should be able to realize that the business requires certain decisions to succeed. Decisions that are guided by initiative usually trigger processes that are directed to achieving certain goals of the business. These decisions directly affect the activities of the business and can only be made when one has the initiative to succeed. The initiative also allows one to test new approaches to the management of business requirements. The new approaches can be tested and evaluated to decide on whether they can be implemented in the achievement of the business’ objectives. Coming up with new approaches to work things out is essential in ensuring that the business can face and overcome challenges such that the business will be effective in its operations. The initiative is usually effective in creating a company’s competitive advantage (Robitschek, 15). 2.2 Journal Review – Managing Competing Demands and Priorities Four competing demands include filing documents, sending invoices, updating the sales records and sending order requests for new supplies for the organization’s operations. The filing of documents is important in that it allows that information is kept safely and can be retrieved from a central location whenever required. It also ensures that there is a chronological arrangement of the organization’s activities and that anyone who takes up the role at a later date can manage to follow up on the organization’s history. Sending of invoices is important in that it ensures that people who buy items and services from the organization get to pay the amount owed to the company. These invoices also assist in balancing the books of accounts. Updating the sales records is important in determining customer demands. It also gives a clear outline of the inventory and when restocking should be done. Sending order requests is important in that it allows the organization to operate without shortages. The filing of documents is not highly urgent and can wait as long as it will not result in a huge backlog. Sending of invoices is also urgent due to the need for money to make purchases and settle debts owed to creditors. Updating the sales records is highly urgent as it keeps the inventory in check. Ordering for supplies is urgent as they are crucial in restocking. Getting of supplies is more urgent than sending the invoices as long as the organization has some operating capital that it can depend on. Updating sales records will be given the highest priority, followed by ordering for supplies, then sending out the invoices and finally filing the organization’s documents. The ability to manage these tasks ensures that the business of the organization runs smoothly and without hitches as required in the job description. The smooth flow of these tasks ensures that there is an adequate stock to operate, as well as enough money to make the required purchases. As such, the role of the store manager is effectively accomplished. Identifying the urgency of tasks enables one to know the tasks to work on with immediate effect and the ones that can wait. In the journal’s case, the filing of documents can wait for the evening or weekend when work has been done. The documents can then be arranged in an orderly manner and filed. However, updating the sales records needs to be done in real time as it helps to keep track of the organization’s operations. Failing to update this record could lead to misconceptions on the amount of items sold, as well as the amount remaining in stock and ready to be sold. 2.3 Regular Personal Priorities Table 1: Personal priorities Priority or demand Time required Frequency Completed Y or N Feeling Jogging 1 hour 4 times a week Y A feeling of success in maintaining good health Trimming the hedge 2 hours 1 time a week N Disappointed in failing to prioritize the hedge’s neatness Visiting the park 1 hour Every day N Bored and tired because of failing to assign some time to relax in the park Swimming 2 hours Once a week Y Pleased with the fitness endeavours Watching global news 1 hour 7 days a week Y A feeling of relief for being up to date with global happenings. 2.4 Employee Health and Wellbeing 2.4.1 Importance of employee health and wellbeing to an organization Employee health and wellbeing is important in an organization. The importance is linked to the operations of the organization. Healthy employees perform well in their duties. They are focused and work efficiently so as to deliver the organization’s goals and objectives. An organization that is concerned with the health of their employees gives them the motivation to work without fear of getting sick or injured at the place of work. Wellbeing is important in assuring the employees of the organization that they are protected, and will work well to ensure they achieve the organization’s requirements. It is also important in creating a good name for the organization. An organization that is seen as minding the wellbeing of its employees is regarded as good and respectable, gaining the favor of customers and investors. 2.4.2 Policies and Processes Introduced to Manage Employee Health and Wellbeing Some of the policies and processes that have been implemented by the organization include the creation of safety rules and regulations that have been pinned on the walls and noticeboard of the organization’s offices. These regulations guide the employees in keeping safe at the workplace to reduce cases of accidents and injury. Another policy is the inclusion of health benefits in the organization’s employment contract. The benefits allow employees to get a reliable medical cover or insurance that caters for their medical bills. As such, they can get treated at the expense of the company in the case that they get ill. The organization has also introduced an annual leave in its policies. The leave is a month long and allows employees to rest after a whole year of continuous working. The rest is essential to the health of the employees in that it allows their bodies to recover from exhaustion. Their brains also relax and the employees become rejuvenated such that they get back to work with a lot of energy and enthusiasm. A paternity leave was also introduced to compliment the maternity leave policy of the organization. The leave allows fathers to help out their wives with newborns. 2.4.3 Importance of Employees to Participate in Health and Wellbeing Programs It is important for employees to participate in health and wellbeing programs initiated by the organization. These programs will enable the employees to keep their health in check while at and away from work. As such, the employees will have reduced cases of illnesses and sick-offs. Moreover, they will get full monthly salaries as no amount will be deducted for the days they miss work after having called in sick. The medical insurance programs offered by the programs also cover the employees’ immediate families or dependents. Therefore, the employees’ spouses and children will benefit from having access to good health care that is fully paid for by the organization. The employees’ families will also be relieved of the stress that is accompanied by huge medical bills. 2.4.4 The Importance of Individuals to Manage Stress and Health Individuals should manage stress so as to be in a position to concentrate on work and deliver whatever is required of them. Stress usually disorients people, and they lose focus. Therefore, it is important to manage it. Managing stress also allows for the creation of good relationships between employees, especially those working in teams. Its management also reduces chances of an individual falling sick. Managing one’s health is essential in ensuring that they are productive at work and in their personal activities. They can manage to carry out activities efficiently. Managing health also ensures that individuals prolong their lives by keeping fit and healthy. They also get to identify acute conditions and illnesses in their early stages such that they can be managed before they get out of hand. 3. Assessment 3 3.1 Competency Standards It is important for individuals taking up job roles to be competent in what is required of them. The skills and knowledge of an individual make up their competency levels. These traits are a statement of what the person is good at, and what they can comfortably do with regards to the job. All job roles have a competency standard that should be adhered to. The standard is usually the minimum qualification that one should have before securing a certain job in an organization. With such standards, a business can create a level to which they expect job applicants or existing employees to have reached. As such, the competency standards usually dictate the expected level of skill that an employee should have. It is important to have clear competency standards associated with a job role. The clarity of the standards involves having well-stated qualifications and levels of experience that employees should have attained before taking up the job role. These clear standards also make it easy for employees to identify what is required of them, and areas of their skills and knowledge that they should improve so as to fit in the role they are taking up. The clear competency standards are also essential in compensating employees for the work they do. The performance of employees can be measured against their competencies, and whether they used their skills and knowledge in the achievement of the organization’s goals and objectives. Efforts to improve these skills and knowledge can also be rewarded to motivate employees to put in additional effort in their job role. The compensation also works parallel to the appraisal of the employees. 3.2 Feedback It is not possible to succeed in whichever field without constructive and objective feedback. Feedback, in general, is important in enabling one identify the flaws and superiority of their work. When one is working on something, there are always people watching ready to either help them through guidance or put them down through the lack of faith and the creation of negative attitudes. The observers, or anyone else affected by whatever one does, gives feedback on the same. Feedback is a form of analysis on the processes or activities done and can be used to identify and improve them. It provides a basis on which to measure the success of the activity in achieving its goals and objectives. Through feedback, one can identify whether or not the activity achieved its intended purpose. Therefore, the success of the activity is determined by the feedback that one receives. One cannot identify whether they succeeded if feedback is not given. A good example of the effect of feedback on success is the completion of a business project that I was taking part in. I had created a type of butter that people would apply on loaves of bread to add to their flavor. The butter was made from a mixture of ground biscuits and groundnuts, as well as some sugar. When I pilot-tested the product, most of my customers complained that it was too suit to take often. A friend gave me an idea that the mixture would be pleasurable without the sugar and by being softer than it currently was. I created a new product from the same ingredients except sugar and ground it thrice as much as the first one. The new product excited my fellow students, and it sold out in less than a day. From this example, it is evident that the success of my product was molded by the feedback from my customers. 3.3 Development as an Individual’s Responsibility Development highly depends on the individual. In as much as an organization is concerned with a person’s development, the individual must put in the most effort to ensure that they grow in their field of specialization. 3.3.1 Identification of Areas of Development It is an individual's responsibility to identify that they lack in some skills and knowledge. The acceptance is usually the first step in the development of an individual. They have to identify their shortcomings and areas in which they can do better than they are currently. An organization might identify one’s weaknesses and strengths, and areas in which they can develop to make themselves well-positioned in the organization and their lives. However, as long as the individual does not identify these areas, they cannot start the path to development. 3.3.2 Coming up with Development Schedules The individual should come up with ways in which they can develop. Identifying such areas involves selecting academic courses that can be relevant to the individual’s job role. Moreover, it can be related to identifying a mentor in their field of development. The individual cannot depend on the organization that they work for to come up with development schedules and techniques. When one realizes that they need to improve on their accounting skills, for example, they can choose to take part-time courses on the same instead of full-time ones because of the convenience and other personal reasons. An organization will simply agree to pay for a person’s developmental courses and training but only after the individual has decided that they want to undertake them in a particular school and at a given period. 3.3.3 Realization of Development Opportunities An organization can have all the required resources and funds, but it is up to the individual to come up with a formula with which they can get the organization to sponsor their development. Well-established organizations have some funds set aside to develop their employees. However, they do not pick an individual from among employees and decide to develop them. The individual should have identified the availability of resources and taken the initiative to be part of a development program within or outside the organization. Some organization also provide development platforms in which individuals can enroll in development programs. However, the organization cannot force individuals to enroll in such programs, despite the fact some organizations make these programs compulsory. If they are not mandatory, development lies solely with the individual and their efforts towards wanting to improve their competencies. 3.3.4 Advantages of Personal Development Taking up development as an individual is essential for personal growth. It helps grow into and beyond their job area such that they can be eligible for promotions. Moreover, they get to perform their duties with more knowledge and skills than they had before they took up decisions to develop themselves. Organizations like people who are up to the task of developing themselves. These people are usually considered as self-driven and people with an initiative to succeed. As such, the organization can be assured of success when such people work for it. However, development might be expensive for an individual. They have to put in monetary and time efforts to succeed in matters concerned with development. The development could also take some time to achieve and might not be felt within the short-term. It could have positive effects on the individual and the organization at a future period when the newly learned skills are required. 3.4 Professional and Personal Networks Networks are essential in determining the net worth of an individual. Networks ensure that one is not isolated in their line of work and that one gets the help they require to accomplish their tasks whenever they need it. Moreover, networks compliment one’s abilities, skills, and competencies. Many organizations insist that one should be in a position to work in a team so as to qualify as an employee. Teaming involves having networks that one can rely on in their job and get the assistance they require in succeeding in their roles. Professional and personal networks are also important in enhancing the future career prospects of an individual. The person who interacts with people in many career fields and through their interaction manages to showcase his abilities and competencies, is usually likely to get referrals and recommendations. Interacting with bosses also gives one the opportunity to get themselves known such that they can be identified and recognized as part of the organization. 3.4.1 Types of Networks 3.4.1.1 Operational Network The network consists of people that one works with to meet the goals and objectives of an organization. It is made up of everyone who works in an organization and who gets to play a part in the achievement of its set goals and objectives. The network can contribute to the success of an individual in that they can be in a position to get people to work with towards the accomplishment of their job role. The people that one works with are crucial in the provision of a conducive working environment in which one can get the peace to work well and develop themselves. 3.4.1.2 Strategic Network The network consists of people and peers in the same field of work, or in a field that one is interested in. The people in this network are not limited to those in one’s workplace. They are diverse and hold various positions in different organizations. The network is important in that people to get to share ideas related to their line of work and other global issues affecting businesses, such as the state of the economy and current business trends. The network is essential in the development of an individual because they get to learn new things through their interactions with these people. They also get to understand improved ways of doing things concerning their line of work. As such, they get to grow their professional approach to the organization’s requirements and identify policies and processes that can be changed, maintained or improved. 3.4.1.3 Affinity Groups These are networks that consist of people with like minds. They work in similar fields and might be using different methods of accomplishing their tasks. Therefore, this network is essential for developing one’s perspective of their work and broadening their view through the inclusion of many ideas that solve similar problems. 3.4.1.4 Family Network The network consists of friends and family. It is no way related to the type of work that one does. It is an essential network in that it relaxes one from the monotony of work and gives them an opportunity to rest, take out their stress and get rejuvenated for the next day at work. Works cited Robitschek, Christine. "Personal Growth Initiative Scale." 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