Organise and complete daily work activities resources

Unit release 1 (Aspire Version 1.1) © Aspire Training & Consulting v

Contents

Before you begin vii

Topic 1: Organise work schedule 1 1A Discuss and agree upon work goals and plans 2 1B Understand your organisation’s plans 8 1C Plan and prioritise your workload 13 Summary 25 Learning checkpoint 1: Organise work schedule 26

Topic 2: Complete work tasks 31 2A Meet organisational requirements 32 2B Seek assistance when dealing with problems 38 2C Identify factors affecting work requirements 41 2D Use technology effectively 43 2E Communicate task progress 46 Summary 48 Learning checkpoint 2: Complete work tasks 49

Topic 3: Review work performance 57 3A Seek feedback on work performance 58 3B Monitor and adjust your performance 62 3C Identify and plan opportunities to improve 65 Summary 72 Learning checkpoint 3: Review work performance 73

Final assessment 79 Assessment information and scope 82 Are you ready for assessment? 83 Final assessment overview 84 Assessment plan 85 Final assessment tasks 86 Record of outcome 113

Appendices 115 Appendix 1: Unit of competency 117 Appendix 2: Unit of competency assessment requirement 119

Unit release 1 (Aspire Version 1.1) © Aspire Training & Consulting vii

Before you begin

This learner guide is based on the unit of competency BSBWOR202 Organise and complete daily work activities, Release 1. The unit of competency is included in this learner guide as Appendix 1. The unit of competency assessment requirements are included as Appendix 2.

Your trainer or training organisation must give you information about this unit of competency as part of your training program.

How to work through this learner guide This learner guide contains a number of features that will assist you in your learning. Your trainer will advise which parts of the learner guide you need to read, and which practice tasks and learning checkpoints you need to complete. The features of this learner guide are detailed in the following table.

Feature of the learner guide

How you can use each feature

Learning content Read each topic in this learner guide. If you come across content that is confusing, make a note and discuss it with your trainer. Your trainer is in the best position to offer assistance. It is very important that you take on some of the responsibility for the learning you will undertake.

Examples and case studies

Examples of completed documents that may be used in a workplace are included in this learner guide. You can use these examples as models to help you complete practice tasks, learning checkpoints and the final assessment. Case studies highlight learning points and provide realistic examples of workplace situations.

Practice tasks Practice tasks give you the opportunity to put your skills and knowledge into action. Your trainer will tell you which practice tasks to complete.

Video clips Where QR codes appear, learners can use smartphones and other devices to access video clips relating to the content. For information about how to download a QR reader app or accessing video on your device, please visit our website: www.aspirelr.com.au/help

Summary Key learning points are provided at the end of each topic.

Learning checkpoints

There is a learning checkpoint at the end of each topic. Your trainer will tell you which learning checkpoints to complete. These checkpoints give you an opportunity to check your progress and apply the skills and knowledge you have learnt.

Final assessment The final assessment provides you with the opportunity to demonstrate all of the learning that you have undertaken for this unit of competency. Your trainer/assessor may ask you to undertake the final assessment tasks.

Unit release 1 (Aspire Version 1.1) © Aspire Training & Consulting ix

Before you begin

What do you already know? Use the following table to identify what you may already know. This may assist you to work out what to focus on in your learning.

Topic Key outcome Rate your confidence in each section

Topic 1 Organise work schedule

1A Discuss and agree upon work goals and plans

Confident Basic understanding Not confident

1B Understand your organisation’s plans

Confident Basic understanding Not confident

1C Plan and prioritise your workload Confident Basic understanding Not confident

Topic 2 Complete work tasks

2A Meet organisational requirements

Confident Basic understanding Not confident

2B Seek assistance when dealing with problems

Confident Basic understanding Not confident

2C Identify factors affecting work requirements

Confident Basic understanding Not confident

2D Use technology effectively Confident Basic understanding Not confident

2E Communicate task progress Confident Basic understanding Not confident

Topic 3 Review work performance

3A Seek feedback on work performance

Confident Basic understanding Not confident

3B Monitor and adjust your performance

Confident Basic understanding Not confident

3C Identify and plan opportunities to improve

Confident Basic understanding Not confident

Unit release 1 (Aspire Version 1.1) © Aspire Training & Consulting 1

Topic 1 Organise work schedule

Regardless of your job role or responsibilities, as a worker you are part of a group or team. This might be a small team, such as a work group, or a large team, such as a company or an organisation. You cannot work completely alone.

The way you work affects the other members of your team. You need to know how to organise your work schedule so you can work efficiently and complete your tasks on time. This is the best way to contribute to your team’s common work goals.

In this topic you will learn how to: 1A Discuss and agree upon work goals and plans 1B Understand your organisation’s plans 1C Plan and prioritise your workload

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BSBWOR202 Organise and complete daily work activities

When you start a new job, your work tasks are usually the first thing discussed. They should be listed in your position description. The range of tasks you have depends on your position. It also depends on the type of organisation you work for. For example, some basic office tasks include filing, answering the telephone, taking messages, attending to visitors, processing mail, photocopying and preparing simple documents such as letters, memos and minutes.

If you work in a small organisation, you might have a wide range of tasks. However, if you work in a large organisation, you might find that different people take responsibility for specific tasks. For instance, you might spend most of your time in one area, such as reception or the mail room.

If you are not sure about your tasks and responsibilities, look at your position description or ask your supervisor to write them down. Most organisations have a formal position description attached to each job. It usually lists: • the tasks and responsibilities of the job • the skills you are expected to have in order to complete the tasks.

1A Discuss and agree upon work goals and plans

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Topic 1 Organise work schedule

Organisational plans

From the ‘big picture’ objectives outlined in the strategic plans, various types of organisational plans are developed to address the details of how to achieve these aims and goals. When developing goals and plans, an organisation also has to consider:

• the policies and procedures that exist in the workplace • industry standards and codes of practice • government legislation; for example, rules about work health and

safety or environmental issues • quality and continuous improvement processes and standards.

Work group goals

Work groups are often established within an organisation to make work practices more efficient. Work groups provide:

• a good structure for organising work and training • a recognised communication channel, to enable information to flow

more easily through the organisation. Work groups are also given goals and targets to achieve. These goals are usually a breakdown of the broader organisational goals.

Team plans

To achieve their goals, most work groups develop a team plan. The content of the plan depends on the situation, but usually answers questions such as:

• What are our goals? • What do we want to achieve? • What do we need to do? • When are results expected? • Why are these timelines important?

Team goals and plans must also reflect the organisation’s responsibilities. Teams must be aware of the legislation, policies, procedures, standards and codes of practice that affect their tasks.

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Topic 1 Organise work schedule

Identify your role in the organisation From the organisation to the work group to the individual worker – the ‘big picture’ goals and plans are broken down until they reflect your individual tasks and responsibilities. If you don’t understand how you fit into the ‘big picture’, ask your supervisor to explain. They should be able to explain how your work connects with the rest of your work group and the organisation.

An organisation achieves synergy when the goals of the organisation and individual team members are aligned. This means that everyone is working effectively towards achieving the same things.

Example: relationship between individual, work group and organisational goals Kate’s manager at the museum shows her the following tool to illustrate how her individual tasks and goals are part of the museum’s ‘bigger picture’.

Museum goal

└ Build a strong relationship with our customers. Work group goal

└ Provide accurate information about the museum. Kate’s goal

└ Prepare a booklet for use in reception that contains essential information about the museum.

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Topic 1 Organise work schedule

Example: determine resources Kate’s manager at the museum suggests that before the booklet is printed out, it should be checked by at least two other people. Together they identify who Kate should talk to. These people are all busy and Kate will have to book a time to see them. Then there is the printing to consider. She could try to print the booklet herself using the photocopier (very time-consuming), or she could take it to the publications department (perhaps too expensive).

Understand time lines Time lines are very important. Most tasks have a time line – the amount of time you have to complete the work.

Your supervisor should discuss your time line when they first give you a task. Sometimes it will be a formal process, where you both meet and talk about your work schedule for the next day, week or month. Other times it will be less formal; for example, your supervisor might ask you to complete a particular task by the following day.

Knowing your time lines helps you set priorities and make decisions about which task should be done first.

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BSBWOR202 Organise and complete daily work activities

Use planning tools Your organisation might require a more long-term schedule, such as a weekly or monthly work plan. This gives you a long-term view of your tasks and priorities and is more formal than a daily work plan. You will usually work this out in your work group and with your manager or supervisor.