Admas University

Misrak TVET College

Basic Clerical Works Level- I

Learning Guide
Unit of Competence: Organize and Complete Daily Work Activities

Module Title: Organize and Complete Daily Work Activities

TTLM Code: EIS BCW1 09 0812

LO. 1 Organize work schedule

LO. 2 Complete work tasks
LO.3 Review work performance
Occupational Standard: Basic Clerical Works Level I

Unit Title Organize and Complete Daily Work Activities

Unit Code EIS BCW1 09 0812

Unit Descriptor This unit describes the performance outcomes, skills and
knowledge required to organise and complete work activities, and
to obtain feedback on work performance.

Elements Performance Criteria

1. Organize work
1.1. Work goals and plans are negotiated and agreed with
schedule
assistance from appropriate persons
1.2. An understanding of the relationship between individual
work goals and plans, and organizational goals and plans is
developed
1.3. Workload is planned and prioritized within allocated
timeframes
2. Complete work
2.1. Tasks are completed within designated time lines and in
tasks
accordance with organizational requirements and
instructions
2.2. Effective questioning is used to seek assistance from
colleagues when difficulties arise in achieving allocated
tasks
2.3. Factors affecting work requirements is identified and
appropriate action is taken
2.4. Business technology is used efficiently and effectively to
complete work tasks
2.5. Progress of task is communicated to supervisor or
colleagues as required
3. Review work
3.1. Feedback on work performance is sought from supervisors
performance
or colleagues
3.2. Work is monitored and adjusted according to feedback
obtained through supervision and comparison with
established team and organizational standards
3.3. Opportunities for improvement are identified and planned
in liaison with colleagues

Variable Range
Appropriate persons may include but not limited to:
 colleagues
  other staff members
 supervisors, mentors or trainers
Organizational
May include but not limited to:
requirements
 access and equity principles and practice
 anti-discrimination and related policy
 business and performance plans
 ethical standards
 goals, objectives, plans, systems and processes
 legal and organization policies, guidelines and requirements
 OHS policies, procedures and programs
 quality and continuous improvement processes and standards
 Colleagues may include but not limited to:
 coach/mentor
 other members of the organization
 peers/work colleagues/team
 supervisor or manager
Factors affecting may include but not limited to:
work requirements  changes to procedures or new procedures
 competing work demands
 environmental factors such as time, weather
 other work demands
 resource issues
 technology/equipment breakdowns
Business may include but not limited to:
technology  computer applications
 computers
 electronic diaries
 facsimile machines
 photocopiers
 printers
 scanners
Feedback on may include but not limited to:
performance  formal/informal performance appraisals
 obtaining feedback from clients
 obtaining feedback from supervisors and colleagues
 personal, reflective behaviour strategies
 routine organizational methods for monitoring service delivery
Standards may include but not limited to:
 Ethiopian Standards
 legal and organization policies, guidelines and requirements
 legislation
 organizational policies and procedures
 specified work standards
 standards set by work group
Opportunities for may include but not limited to:
improvement  coaching, mentoring and/or supervision
 internal/external training provision
 personal study
 recognition of current competence (RCC)/skills
recognition/initial assessment
 workplace skills assessment

Evidence Guide

Critical aspects of Evidence of the following is essential:

Competence  organising and completing own work activities
 seeking and acting on feedback from clients, colleagues and
supervisors
 using available business technology appropriate to the task,
under direct instruction
Underpinning Demonstrates knowledge of:
Knowledge and
Attitudes  key provisions of relevant legislation from all levels of
government that may affect aspects of business operations,
such as:
 anti-discrimination legislation
 ethical principles
 codes of practice
 privacy laws
 occupational health and safety (OHS)
 organizational policies, plans and procedures
Underpinning Skills Demonstrates skills to:

 literacy skills to use written and oral information about

workplace requirements
 organising skills to arrange work priorities and arrangements
 problem-solving skills to solve routine problems
 technology skills to select and use technology appropriate for
a task
Resources Access is required to real or appropriately simulated situations,
Implication including work areas, materials and equipment, and to information on
workplace practices and OHS practices.

Assessment Methods Competence may be assessed through:

 Interview / Written Test

 Observation / Demonstration
Context of Competence may be assessed in the work place or in a simulated work
Assessment place setting.

1. Organize work schedule

1.1. Negotiate and agree upon work goals and plans with assistance from appropriate
persons.
Appropriate persons may include but not limited to:
 colleagues
 other staff members
 supervisors, mentors or trainers
1.2. Develop an understanding of the relationship between individual work goals and
plans, and organizational goals and plans
 1.3. Plan and prioritize workload within allocated timeframes
2. Complete work tasks
2.1. Complete tasks within designated time lines and in accordance with organizational
requirements and instructions.
Organizational requirements may include but not limited to:
 access and equity principles and practice
 anti-discrimination and related policy
 business and performance plans
 ethical standards
 goals, objectives, plans, systems and processes
 legal and organization policies, guidelines and requirements
 OHS policies, procedures and programs
 quality and continuous improvement processes and standards
2.2. Use effective questioning to seek assistance from colleagues when difficulties arise in
achieving allocated tasks.
Colleagues may include but not limited to:
 coach/mentor
 other members of the organization
 peers/work colleagues/team
 supervisor or manager
2.3. Identify factors affecting work requirements and take appropriate action.
Factors affecting work requirements may include but not limited to:
 changes to procedures or new procedures
 competing work demands
 environmental factors such as time, weather
 other work demands
 resource issues
 technology/equipment breakdowns
2.4. Use business technology efficiently and effectively to complete work tasks.
Business technology may include but not limited to:
 computer applications
 computers
 electronic diaries
 facsimile machines
 photocopiers
 printers
 scanners
2.5. Communicate progress of task to supervisor or colleagues as required
3. Review work performance
3.1. Seek feedback on work performance from supervisors or colleagues.
 Feedback on performance may include but not limited to:
 formal/informal performance appraisals
 obtaining feedback from clients
 obtaining feedback from supervisors and colleagues
 personal, reflective behaviour strategies
 routine organizational methods for monitoring service delivery
3.2. Monitor and adjust work according to feedback obtained through supervision and
comparison with established team and organizational standards.
Standards may include but not limited to:
 Ethiopian Standards
 legal and organization policies, guidelines and requirements
 legislation
 organizational policies and procedures
 specified work standards
 standards set by work group
3.3. Identify and plan opportunities for improvement in liaison with colleagues
Opportunities for improvement may include but not limited to:
 coaching, mentoring and/or supervision
 internal/external training provision
 personal study
 recognition of current competence (RCC)/skills recognition/initial
assessment
 workplace skills assessment
How to Plan & Organize Work Activities
 Five Levels of Organization Activities
 How to Organize Project Work
 What Does a Corporate Work Plan Look Like?
 How to Plan Daily Work Activities for Leadership
 Tips to Organize & Plan a Training Seminar
 How to Create a Work Plan
Planning and organization makes efficient use of your time at the office by keeping you focused
from beginning to completion of a project. A comprehensive plan for work activities and projects
ensures you tackle all necessary steps for success. Organizational tools allow you to track the
planning progress for the activity. An organizational plan also facilitates collaboration and
information sharing with other team members who play a role in the completion of the activities.
Tweaking your organizational method allows you to create the most effective planning system
for your office.

Steps for planning and organizing work activities

1. Identify the scope and goals of the planning process related to each work activity. Determine
what you need to accomplish for the success of the activity or project. Identify the
employees who will play a role in the task if it is a team project.
2. Break down the major tasks for the activity into smaller steps that you need to take for
completion, essentially creating a to-do list for the project. If other employees are working
 on the tasks with you, assign each person a role and specific responsibilities to divide the
workload.
3. Establish the timeline for completing the work activity. Assign each individual task that
goes into the activity a completion date to make sure everything is completed in a timely
manner. Give yourself enough time to complete all associated tasks before the deadline
passes.
4. Write each due date for the project tasks on your calendar, or set up reminders that pop up
on your computer screen as the deadlines approach.
5. Identify potential problems or barriers you may face for the work activities. Create an action
plan to avoid those issues to keep the project on track.
6. Utilize an online project management program for major work activities that are critical to
the company's success. These programs are particularly effective for complicated projects or
activities that involve many team members. The progress is tracked and all employees can
stay updated through the program.
7. Schedule planning meetings when active participation and feedback is needed from others
working on the project. Keep the meetings focused and productive to use the time
efficiently.
8. Send out regular updates and communication to all other employees who are working on the
project. This allows all team members to stay informed and update their to-do lists and
timelines as necessary.

Five Levels of Organization Activities

An organization is made up of many people and activities. Companies plan for the future and
manage the present. They budget, report and track success by developing processes and systems
that monitor success and progress. An increasing important function involves hiring the right
people and developing them into successful and effective employees. Organizations also
organize their work in the most efficient manner, which allows for the proper mix of people,
products, services and systems.

1. Planning: Planning is an essential element for all organizations. The degree and
effectiveness of your company's planning process develops your company for both the
present and the future. Some organizations have a very formal process that ultimately
produces a thorough and executable plan for each of the company's operating quarters. Plans
are created for sales, products, people and systems. Expenditures are anticipated and results,
including profitability, are estimated and planned. Planning is an activity that leads your
company to the future.

2. Staffing: Maintaining the proper staffing levels is essential for all companies. Having too
few people means poorer customer service and even weaker financial performance. Too
many employees drains profits and creates redundancies that harm the profitability of your
organization. Keeping exactly the correct number and mix of talented people in your
company is essential for survival, and constantly having a pool of promotable and talented
associates is a daily job for all successful companies.
3. Budgeting: An organization must have a solid budgeting process or profitability and success
will suffer. Some companies have a budgeting process that is simple and uncomplicated,
while others have a systematic and thorough process that produces a workable budget for
everyone. Consistent budgeting over time helps when producing an estimate, but the
involvement of everyone in your company in the budgeting process is the best way to ensure
accuracy. Once the budget is created, you can then accurately and efficiently operate your
company with a solid road map.

4. Reporting: Reporting carries throughout your entire organization. From entry-level

employees to the highest points in your organizational charts, reporting is an essential
element for all companies. Customer service associates report sales and satisfaction scores.
Supervisors enter their sales and profit levels into your tracking system. Division managers
are accountable for the profitability of their stores, and your human resource team tracks
turnover and benefits statistics. Department heads discuss results with your vice presidents,
and company executives are accountable to the board of directors.

5. Directing: Directing others flows throughout all layers of your organization. Every employee
of your company is accountable to a supervisor or manager who directs the performance of
their associates. Progress is tracked and reported and improvements are made based on
results. Performance discussions are frequent and the work of your company flows smoothly
when everyone is led to produce results. Directing the work of others is common in your
management team's performance reviews, and evaluating the success of others is a vital task
that happens during every minute of your organization's day.

How to Organize Project Work

The beginning steps of project development are the most crucial. It is vital to take the time to
properly organize project work before the actual work gets under way. By taking the time to plan
out the project, your company will reach the desired end result; you can spot any potential
problems before they occur and ensure that your project team can stay on task, on budget and
ahead of schedule.

Step 1 Set specific goals and milestones for your project. Clearly define the end result for your
team members. They will be much more productive if they know exactly what they are working
toward. Set milestones that can be achieved along the way instead of one distant goal. This will
help your team stay motivated.
Step 2 Choose the right team members. Every employee has strengths, weaknesses and
particular abilities. Make sure that the right person is assigned to the right job and be prepared to
reorganize the team if someone seems lost or unsure of what he has to do to get his tasks
completed.
Step 3 Appoint a project manager. If you have a lot of other tasks to take care of and cannot
oversee the project, appoint someone else to do the job. A manager or the most senior employee
is typically the best fit for this job. The project manager will be responsible for handling the
team, solving any problems that arise and keeping the team members on task.
Step 4 Set up a project management utility for all team members. There are numerous project
management software packages -- some can be found online -- that can help a team figure out its
tasks, log the process and communicate with one another. Centralizing team and project
management is very helpful.
Step 5 In order to keep your team motivated on the project, consider setting up a team reward
once the task has been completed. Make sure the size of the reward corresponds with the size of
the project and is enough of a motivator to keep employees going.
What Does a Corporate Work Plan Look Like?
Many corporations rely on a corporate work plan to function efficiently and productively.
Similar to a business plan, a corporate work plan is a strategic proposal that outlines how a
corporation will be structured and operates. While corporate work plans can vary depending on
the company, most plans include a few basic elements.

Mission Statement
Your corporate work plan should begin with a mission statement, which is a clear and concise
statement of purpose for the corporation. This mission statement should consist of only one or
two sentences and be treated as a sort of "thesis statement" for the corporation and its work plan.
For example, the mission statement of a start-up computer company may state: "Our purpose is
to develop and manufacture high-end computers and equipment while taking into account our
impact on the environment."

Business Structure
To carry out your mission statement successfully, your corporation must be clearly structured,
with key responsibilities allocated appropriately across your corporate office spectrum. Within
this section of your corporate plan, include how your company will be structured by departments
or divisions. Note who will be managing each of these departments and for what these
departments will be held accountable.

Goals and Strategies

Following the mission statement, many corporate work plans include a section on corporate
goals and the business strategies planned to reach those goals. Goals usually are divided into a
committee structure, where every department or division gets its own goal to manage. Though
these goals are divvied up across the corporation, all goals should reflect the overall mission of
the organization. To add structure to your goal set, strategies should be noted alongside each goal
to outline roughly how objectives will be reached.

Problems
Your corporate work plan should include any problems that your organization may run into
while carrying out its business strategies. Problems are any issues that may arise and halt the
accomplishment of goals. These may include faltering demand for your products, poor earnings
or increasing external competition. Tackling these types of problems will encourage different
corporate departments to come together and offer solutions to keeping goals on track.

How to Plan Daily Work Activities for Leadership

Preparing for a leadership role typically involves performing organizational and planning
activities so your subordinates can complete work in a timely manner. By using your leadership
power effectively, you can build high-functioning teams. Leadership development usually
involves conducting research about leadership styles, such as autocratic or democratic, and
developing the skills and knowledge to make informed decisions that enable the organization to
run smoothly. Planning daily work activities as a leader usually includes establishing a vision
and mission, planning the work, motivating subordinates and evaluating results.

Step 1 Establish a vision through defining your own leadership values. Reflect upon the behavior
of leaders and managers you admire. For example, if you value integrity, accountability and
excellence, prepare a presentation that describes how those values will help you make decisions
that guide your organization to achieve success. Cite specific examples of actions you intend to
take to realize your vision for your organization, using your personal leadership values. Remind
yourself every day about your core values to ensure you remain on track.

Step 2 Generate and maintain a plan. Define the people, processes and tools necessary to achieve
your strategic goals. For example, create a business plan to guide your activities each day. The
Small Business Administration website provides tips, techniques and templates to guide you in
describing your business goals, identifying market trends, structuring your organization,
marketing your product or service, supporting your customers and financing your operations.

Step 3 Motivate subordinates daily. An effective leader coaches and mentors subordinates to
ensure they have the skills and knowledge required to perform the tasks required. She also needs
to allocate resources and materials effectively, including finances. In counseling personnel who
need advice, you define problems, ask questions, listen to employee input and identify a plan of
action that inspires subordinates to overcome obstacles to collaborate more effectively. As a
mentor to emerging leaders, you share your insight into your organization’s structure, culture and
values. In providing formal and informal training opportunities, you enable your staff to get the
skills and expertise they need to function effectively. This empowers them to make their own
decisions, think creatively and solve problems in innovative ways.
Step 4 Evaluate outcomes. Analyze operational metrics such as sales completed, customer
satisfaction rates or operational costs daily. Create a scorecard or dashboard that tracks and
monitors employee performance. For example, require each subordinate to generate a status
report at the end of every month that details the accomplishments and challenges. Conduct
annual performance reviews to provide feedback to employees. Send employees regular email
messages to communicate key company results to keep them informed about progress towards
achieving strategic goals. In holding your employees accountable to achieving their goals, you
ensure the organization’s ongoing success. Recognize and reward high performers with bonuses,
promotions and other benefits that demonstrate your appreciation for their contributions.

Training seminars provide employees and members of professional organizations with an

opportunity to learn new business and industry practices. These events cost time and money to
plan, organize and execute. However, they also can save a business money by increasing
employee engagement and productivity. If you want to harness these benefits for your own
organization, you can plan and host a training seminar to trim costs.
Attendance
Send letters to prospective attendees, asking them to RSVP. Determine whether the seminar is
mandatory for whether employees. Issue a follow-up mailing to confirm the participants who
will attend. Keep a spreadsheet of all attendees and check the names of attendees off the list as
they arrive at the seminar. Also use the list as a record when booking the venue and as a resource
from which to print name tags for each seminar participant.

Venue
Event planners can handle the logistics of preparing the venue in which the seminar takes place.
If you handle the planning yourself, make sure to book a location, secure lodging and food for
attendees, ensure adequate parking and handle transportation to the event. Negotiate a discount
with hotels for rooms and with local restaurants or catering companies for meals. Determine
accommodations at least two months in advance of the seminar in order to book space and travel
at a reasonable price. If management is involved in planning, allow extra time for approval.

How to Create a Work Plan

Organization is the key to success in any project. A work plan can help you to stay organized,
meet deadlines and complete all the steps involved in your project. It forces you to plan out every
detail. You can create a work plan for your whole team or a personal work plan for your own
project. Ideally, you work plan should last about six to 12 months, though you can easily make
adjustments.

Step 1 Write down the goal of your plan. This should be the ultimate outcome--what you want to
accomplish.

Step 2 Set a goal date for your plan.

Step 3 Break it down into smaller steps. These are all of the tasks that you need to do in order to
complete the project.

Step 4 Arrange the tasks in the proper order. There are often things that you must do before you
can attempt other tasks.

Step 5 Break your tasks down further. If any of your main tasks have smaller tasks that you need
to accomplish, write those down too.
Step 6 Work backwards from your goal date to set dates for each of your tasks. For example, the
final task before completing your goal should happen a day or two before your goal date; the task
before that may happen a week before the goal date.

Step 7 Schedule each task into your daily and weekly plan. This ensures that you do all of your
tasks on time.