Welcome to lesson five. Welcome to lesson five of course.

00:08

The topic is the employee ability skills and today we shall be talking about plan and

00:15

organize what. How to plan and organize what you realize that some of the issues with

00:22

this kind of here are self-explanatory. However, if you listen to them,

00:26

you will get to understand that there is a new way that things are done, especially in the
modern world.

00:34

It is only like how things used to happen before nowadays, most things happen

00:40

using computer systems. And how things used to happen in the previous years.

00:47

You realize that before we used to make schedules by just one or more, that you report
tomorrow

00:55

tomorrow too and you put the volume in there and you tomorrow be enough but nowadays we

01:00

have to put it into a schedule properly using a computer then we print it so that everybody can
see

01:05

the plan of work. This is how work is planned. Nowadays things happen in a very different

01:10

way. So it is important that we grow with technology, that we grow with the computer world,

01:16
that we grow understanding that planning work and organizing work is something that is now

01:22

done through computer systems or through technological systems.

01:26

As we start today, we are going to be talking about planning work and organizing work and

01:32

this is lesson five. You can see we have already done conducting self management. If you
remember

01:39

the lessons about vision, mission statement, goals, objectives, self management, and
government

01:46

management, emotional management. And then we have also spoken about demonstrating

01:50

interpersonal communication where we say communication is very important

01:54

in the workplace. And then we also say demonstratically to call

01:58

safe work habits where we spoke about avoiding going to work while

02:02

in the military and the influence of drugs where we

02:06

spoke about developing healthy relationships

02:10

where we also spoke about other issues related to HIV,

02:16

other issues related to being a time conscious,

good time management, those are some of the issues

02:24

we spoke about how

02:25

to demonstratically to call safe work artists and then we also spoke about leading a workforce

02:29

team and then we say it is about also planning work and also organizing work and leading
people

02:35

holding meetings, holding briefings. So this is one of a leading by example and then

02:39

now we are talking about plan and organized work and then we shall go to maintaining

02:43

growth and development and then we shall talk about demonstrating work less learning and
organized work then we shall go to maintaining growth and development and then we shall talk
about demonstrating workplace learning then we shall also talk about

02:50

demonstrate problem solving skills and then manage workplace ethics these are some of the
topics

02:57

that we are going to cover as we move on. The focus for today is to develop skills, knowledge
and the right behaviour for planning

03:07

and organizing work.

03:09

Identification and interpretation of task requirements, task requirements, organization

03:13
of work with other personnel involved and mobilisation and allocation of resources

03:19

to meet project goals.

03:21

We are also going to talk about monitoring and evaluation of work activities,

03:25

documenting a work plan review of work and time management at the workplace.

03:31

Those are some of the issues that we are going to be discussing today.

03:36

So introduction, we have said that the focus is on skills, knowledge, and the right behavior for

03:43

planning and organizing work.

03:45

And we are also spoken about monitoring evaluation of work activities, documenting work plan,

03:51

review of work and kind management.

03:54

And then now we are going to talk about some of the definitions.

03:57

For example, a task, what is a task?

04:00

A task is the smallest identifiable essential piece of a job.

04:04

A task is an identifiable small piece of a job that serves as a unit of work and

04:10
as a means of differentiating between various components of a project, a task for example,

04:16

if there is overall scheduling a program.

04:20

So one of the tasks under the scheduling program is to take into account that we are going

04:25

to do the schedule weekly.

04:29

So the entire schedule for the whole month, that is the entire schedule for the month

04:34

work.

04:35

But at the simplest task, the entire schedule is the plan for a week or the plan for a day.

04:41

That is a task.

04:42

The work activities is a systematic,fully-competitive human action where several actors work in
an organized manner

04:48

on a shared project, or work to transform it to intended outcome work activities.

04:55

Then there is work plan. It is a roadmap. Work plan is a roadmap detailing the work that is to be

05:01

done from the beginning to the end. So work plan is a roadmap detailing the work that is to be
done from the beginning to the end. So work plan is a roadmap,

05:05

detailing the work that is to be done from the beginning to the very end.
05:10

Then we see identifying task requirements. How do you identify task requirements?

05:16

These are the collection of physical, functional, mental and administrative needs

05:22

that should be covered by assigned resources.

05:25

What should be considered in identifying type requirements is, for example, the type

05:29

of tasks required, the instruction words in the task, the components of the task, the

05:36

scope of the task, and this will enable you to come up with the needed requirements

05:41

for the completion of tasks by the workplace objectives. So this is identifying tasks what needs
to be done. For example, you are

05:49

always a security manager then you have to identify what needs to be done and do that

05:55

so called types of task requirements. What needs to be done about this requirement?

05:59

And what are the instructions about this requirements? And what are the components of the
task?

06:04

For example, component of the task. For example,

06:05

component of the task would be to move one object from one area to the other area, that is

06:09
part of the component. The movement is part of the component and then the scope of the
desk,

06:13

they task what is the scope of this task. So those are some of the ways what we call identifying

06:20

task requirements and then task is interpretation safety. These are the details on how a task is

06:27

going to be accomplished. These are the safety issues surrounding the task that is going to

06:33

be accomplished. Task means specific work assignment. Task interpretation safety is an

06:40

integration which helps give the accepted safety and health principles and practices

06:46

in particular task of operation.

06:48

Especially when you talk about task interpretation safety, these issues are mostly discussed

06:53

under occupational health and safety whereby before you carry an object you have to use

06:58

what we call body mechanics.

06:59

How do you bend your knees?

07:01

How do you keep your back straight?

07:02
You avoid straining your back, you avoid backing journey. Are you wearing safety shoes? Are you
bend your knees? How do you keep your back straight? You avoid straining your back, you avoid
back injury.

07:06

Are you wearing safety gloves?

07:09

Are you wearing safety goggles?

07:11

What kind of personal protective equipment are you using?

07:15

So that is what we call interpretation, safety task, interpretation, you interpret the

07:20

safety surrounding the task that you are supposed to be performing including

07:25

ergonomics.

07:26

ergonomics is the conditions of how you sit, how you operate, how you operate from the

07:31

sun or from a heavy rain.

07:33

What is their cover?

07:34

Is their guard post?

07:35

There are some of the issues we talk when we discuss ergonomics which is also related to

07:41

occupation of health and safety.

Steps of task interpretation.

07:50

Selecting the task to be interpreted, breaking the task down into sequence of steps, identifying

07:56

potential hazards, determining or preventive measurements to overcome these hazards.

08:01

So those are some of the steps of task interpretation.

08:04

You have to select the steps of class interpretation. You have to

08:05

select the task to be interpreted. Then you have to break the task down into sequence of steps.

08:11

Then you have to identify potential hazards. Then you have to determine preventive
measurements

08:16

to overcome these hazards. Organizing work activity. Organizing Work Activity. Planning and
organizing work makes use of time at the office more effective.

08:30

Organizing Work Activity and products ensures and tackle all necessary steps to success.

08:35

The following steps help organize work activities.

08:39

The following steps help organize work activities.

08:42

Step number one identify the scope and goals of planning process

08:47
related to each of the work activity. So step number one is to identify the scope and

08:52

goals of planning process related to the work. So step number one is to identify the scope

08:58

and goals and then step number two is to break down the major tasks for this activity

09:04

into smaller steps that are needed to be taken for completion and then step number two is to
break down the major tasks for this activity into smaller steps

09:05

that are needed to be taken for completion.

09:07

And then step number four is to establish the timeline for completing the work activity

09:12

and then write each due date for the assigned work on the calendar or set up reminders that

09:19

pop up when the deadline approaches.

09:21

So number one, you have to identify the task, the scope and goals.

09:26

Number two, you have to break down the major tasks. Number three, you have to establish

09:31

the timeline. Number four, you have to write each unit for the assigned work of the

09:35

calendar. Please write these steps down because these steps are very important to you

09:40

for you to learn how to organize and learn. Number one, scope and goals.
09:46

For example, let's talk about the schedule, the timetable for the department.

09:50

Number one, the scope and goals.

09:52

Scope and goals is to ensure that you have a timetable, at least by when.

09:58

30th of every month.

09:59

So that on first of each procedure, starting month, everybody knows that schedule.

10:03

So scope and goal is

10:05

ensure that we have a timetable, hold timetable that contains specific tasks, break down the

10:13

major tasks. For example, break down the major tasks you have to remember that you have to

10:18

remember all of this, you have to remember day shift coverage, you have to remember night
shift

10:22

coverage, you have to remember there will be some public holidays that have to be cut and
forth, you have to remember

10:27

there are some people who are going for leave, you have to remember there are some people

10:30

who are going for maternity leave. So those are that is breaking down the major tasks

10:35
for the activity into smaller steps that are needed to be taken for completion. So before

10:40

you put down the timetable together the schedule, you know that this is how you are going to
cover

10:45

the shift.

10:46

We have need number of people.

10:48

After knowing we need this number of people,

10:50

night shift we need this number of people.

10:52

We have these two number of people going for vacation.

10:54

We have these two number of people going for maternity leave.

10:56

We have these two people going for office every Saturday.

10:59

We have these two people going for class every Friday.

11:02

So those are some of the tasks inside the entire

11:05

time table. And then you have to establish timeline. What is the timeline? Timeline as I

11:10

have said is that I have to complete this time table by at least 28th of every month. So
11:15

that by first of the starting month everybody knows they are scheduled and then right

11:19

down those new dates. Some of them are on a piece piece of paper stick it on your computer
laptop or on your desk and then on the mark on the calendar set up that on 28th I have to
submit the time

11:31

to go to my security manager or the general manager or the HR office for approval. Those

11:37

are some of the issues we call that are needed very important in planning and organizing work.
Take that into consideration.

11:47

Another issue also that we have not mentioned

11:50

is identify potential problems or barriers that may suffer for the work activity.

11:55

Potential problems, for example, identify you might find that when you are doing this,

12:01

that there is one day you have an extra number of people in the morning and you do have
nobody in the afternoon or you have a very large number of people

12:08

going to the day.

12:09

But for the night shift you don't have to worry, those are some problems.

12:12

How are you going to cover them?

12:14
Other problems you find that these are conflict, that is, seven people need of these on each

12:19

the same day, then you find that you lack manpower, that is a problem.

12:23

So schedule schedule identify potential

12:25

problems or barriers that may suffer for the work activity. Then schedule planning meetings

12:30

when active participation and feedbacks are needed. You might call the team to discuss

12:34

the way forward that we have to factor in of this way, this way, this way so that we

12:39

have a shift successfully. And then send out regular updates and communication to all

12:44

other employees

12:45

who are working then by following these steps the work activities will be organized

12:50

and the work will flow as expected without any delay. That is a very simple seven steps.

12:55

Read those seven steps, keep them in mind. Read those seven steps and keep them in mind.

13:02

So those are some of the steps that you need to be able

13:06

to plan and organize work. In fact, that's the major, but for this presentation for today,

13:13
that is the major part for this presentation for today. So keep that one in mind. Moving on,

13:18

we are also going to look at some of the resources utilizing allocating and mobilizing resources.

13:25

The importance of looking into this is that as you're moving into management, you will

13:29

be responsible also for resource allocation, resource utilization and resource mobilization.

13:35

So you have to keep these things also in mind.

13:38

And resource allocation is setting aside the resources that are needed for completion

13:41

of our task.

13:42

Resource utilization on the hand is the process of strategically measuring how effective
resources are used.

13:48

And the resource mobilization is the all the activities that are involved in securing new

13:53

and to protect new additional resources for the organization.

13:56

So this one is very important because when you come into management,

13:59

you will be responsible for budgeting, you will be responsible for resource mobilization,

14:03
you will be responsible for resource utilization, you will be responsible for budgeting, it will be
responsible for resource mobilization, it will be responsible for resource utilization, it will be
responsible for resource allocation.

14:08

But in sure that the organization doesn't run shortages or doesn't go into waste

14:14

stages because you are a security professional or you are in other department and your
responsibility

14:19

or number one responsibility, your employer, it's that you employer from material and

14:23

financial losses. So you have to control how resources are used, how resources are utilized
within your department

14:31

or within the entire organization.

14:33

So those are some of the words that we shall be talking about.

14:36

We shall be talking about importance of resource mobilization and ensure the continuation

14:40

of organization service, supports organization ability allows for improvement and scale up of
products and

14:48

services. It is a way of greeting new business to stay in business.

14:53

So creating new business to stay in business.

14:56

So that is the importance of resource mobilization bringing resources forward.

That we need these resources to be able to learn how to run our department.

15:04

We need stationery. We need computers. we need desks, we need finances, we need uniforms.

15:10

These are the resources that we need effectively run our department.

15:14

And then also we say benefits of resource planning.

15:18

It maintains productivity, work is managed with the proper visibility reducing risk of a size using
resources to maximize the potential ensure

15:28

that specific resources are not being over and utilized

15:32

and utilized over or under utilized and then resource

15:36

utilization allocation and mobilization

15:38

serve the purpose of managing the resources that may be

15:41

available for use again maximum while reducing waste tension.

15:46

So it is those are some of the benefits of resource planning,

maintains productivity, work is managed with the probability

to maximize the potential, it is safe.

Keep also--

So those are the benefits of resource planning.

You can also think out on the scope and also think

on what are the benefits of resource planning you can also think about all the scope and also
think on what are

the benefits of resource planning, what are the benefits of resource planning, think

out of the box and you can also add some additional points on that.

And then let's also talk about monitoring and evaluating work activities. Monitoring

and evaluating work activities also be important because if work is not monitored, if work is not
evaluated then you will not know whether you are making progress

whether you are succeeding.

Monitoring is the routine collection and analysis of information to track progress against

certain plans and check compliance to establish standards.

An evaluation is an assessment of an ongoing or completed project of work. An evaluation is an

of an ongoing or project of completed work. The evaluation happens when work has been
completed when the project is complete. The aim is to determine the effectiveness of the
strategy

used. It involves identifying and reflecting upon the effects of what has been done and

judging their work. Monitoring is a routine part of the employee and employer relationship.

Most employees make some checks on the quantity and quality of work produced by either
staff.

So this one is a very, very important monitoring and evaluating.

Monitoring and evaluating.

Monitoring happens as the work is ongoing but evaluating happens when the project is

done. Project is completed. You have completed the work is ongoing. But the evaluating
happens when the project is done, project

is completed. You have completed the timetable. So now we want to have a look and see
whether

it is effective. We have enough month for the day and for the night and the entire month

have we cut and for all these, we cut and for leaves, we cut and for public holidays,

have we cut and for other requests. This is what we call now evaluating to check whether

it is really what is required

to be.

And that is why if you are a supervisor or if you are a security officer, you assigned the

duties for familiarizing the time table for the next month, you will complete it and

then you will submit it, you are secure to manage the full approval.

Approval means you will conduct evaluation, confirm that the timetable will solve the intended

powers.

That it is on point, it will meet the objectives and that part of it is going to run successfully

the entire month.

Ways of monitoring artwork create a written explanation of the work policies.

Make sure employees are aware of the policies.

guidelines exactly and keep policies within the reasons.

So monitoring, go back to following policies what is required to be done and how is it

18:35

supposed to be done.

18:36

And then we say advantages of monitoring and evaluating.

18:39

It provides the only consolidated source of information showcasing products.

18:44

It contributes to transparency and accountability.

18:47

It reveals mistakes and offers path for learning and improvements.

18:51

It provides basis for questioning and besting assumption.

18:55

It provides a way that assess the crucial link between implementers

19:01

and beneficiaries on the ground and decision makers. Those are some of the advantages of
monitoring and evaluating.

19:20

So those are some of the advantages of monitoring and everything. Then also we talk about
documenting job planning,

19:28

organizing and planning work, we talk about documenting job planning.

19:32
Documentation is very important. Without documentation, there is no history to base on
exactly what happened.

19:39

Documentation is very important. It is documenting the expectations of employee and

19:45

schedules. It ensures that most deliverers, it aims to achieve requirements of the contract

19:51

of employment, principles of a good job plan. Principles of a good job plan, it should

19:59

be developed collaboratively between the employer and employee, it should include all the

20:03

duties, workload should be broadly defined. You see what they say? It should be developed

20:09

collaboratively. Means developing collaboratively, it means if it is the time table,

20:13

you are discussing it, your people is development. You are just not doing your own work as a
supervisor

20:18

and telling them this is the time table for the month. No, it is collaborative.

20:22

You include them. Who wants public holiday? Who wants

20:25

of day? On which day is suitable for you for all day? We can see you are due for maternity leave.

20:30

We can see you are medical, medical leave or medical off days. So you discuss these things with

20:37
your people as you organize them. Remember the previous topic we talked about being a
leading team. And leading a team also involves organizing and planning work.

20:47

You just don't do things on your own.

20:49

I have seen supervisors or managers who just do things, they just write the timetable

20:53

and throw it at the people and tell them you like it or not you are going to follow that

20:57

one.

20:58

I can tell you that one is outdated.

21:01

That one is outdated.

21:03

In this age you discuss things with your employees

21:06

your team you bring them on board so that they can share the success so that

21:11

they can share the achievement so that they can share the attainment of the

21:15

goals you just don't do it because you are a security manager because you are

21:19

the security supervisor and you have seen people who are ignorant in the field

21:23

that they just do it and there

is a pimple or other people's heads.

21:27

There is a step on other people's doing, in the name that they are, the managers or

21:32

the other supervisors.

21:33

That one is absolutely wrong.

21:35

You as a professional stay away from that.

21:38

Involve your people as a leader, involve your people in formulation of these things in doing

21:43

the work.

21:44

Do the work with them?

21:45

Be a leader, do not be a boss. Also, importance of work plan. That one is a clear importance of
work plan.

21:54

Work plan is practical. It gives the direction of the work to be done. It is useful throughout

22:02

the period it covers providing milestones to assess progress. It is relevant throughout the period
it covers providing milestone to assess

22:05

progress. It is relevant and well-researched work-planned performs the importance, the

task of highlighting potential difficulties and the proactively offering solutions.

22:18

A relevant and well-researched work-planned performs the important task of highlighting

22:25

and proactively offering solutions. It clarifies the specific tasks and outcomes that each

22:33

team member achieves, leaving the way for accountability and successful collaboration.

22:39

So it clarifies the specific tasks and outcomes that each team member achieves,

22:45

they are being the way for accountability and successful collaboration.

22:49

And then we also go back to time management, time management, time management,

22:55

we can only say a few words about it, time management is the process of planning

23:00

and excusing conscious control of the time spent on specific activities to work smarter than her.

23:05

Benefits of time management delivery of work on time provide better quality work, more
productivity and efficiency,

23:13

much less procession, I will know later, and more opportunities and that are going to.

23:17

For example, going back to the time table, if you plan in advance then by 2050 you have your
time table for the following month.
23:24

It is very effective.

23:25

But if you don't use time wisely it reaches first of every month the time table is not

23:29

ready.

23:30

You have seen how people run when it comes to the more there nobody has got time table

23:35

nobody knows which ship they are supposed to come to work on.

23:38

That is what you call poor planning and organizing work.

23:43

Planning and organizing of work as it leads of timetable should be in advance.

23:47

But only the fifth of each month timetable is ready and it is ready to go.

23:53

This is what we call proper planning.

23:55

So it involves time management, proper planning and organizing work and it involves time
management.

24:01

Good time management has benefits that include delivery work involves time management.
Good time management. It has benefits that include

24:06

delivery work on time, provide better quality work, more productivity and efficiency, much less

24:13
personalization, e.g. I will do it later, then more opportunities in a career growth. So plan

24:19

your time well. Then also steps for better time management, learn forwards to be done,
prioritize on

24:26

what to do, minimize multi-tasking, out of destruction set work, destruction set work,

24:31

especially mobile phone calls, external calls, you find people wasting a lot of time on social

24:38

media, Facebook instead of concentrating on what is supposed to be done.

24:43

So cut off destruction, schedule break time time always make sure you schedule a break time
and then effective time management skills

24:49

and have a positive impact on your work. Effective time management skills can have a positive
impact on your work.

24:56

When time control is practiced and the ability of things done is improved makes better
decisions and most importantly is the gaining of key priorities. So ensure that you manage your
time well-time management is very important.

25:12

Then summary of what we are going to say getting organized can help you to be more focused

25:17

and happier in the workplace. Getting organized definitely will help you to be more focused

25:22

and happier in the workplace. Organization is a skill that can be learned and honed over time
using practical techniques

25:29
and tools like digital to do lists, our permissions and implants.

25:34

So organization is a very important organization.

25:38

Organized people are less likely to miss important tasks and tend to feel less stressed.

25:43

Organized people are more less likely to miss important tasks and then to feel less stressed
organized people are more less likely to

25:46

miss important tasks and then to feel less stressed and then when things are organized you
know

25:52

where to find your daily to do and which emails need to be sent for example and then this
leaves you

25:59

more time and space for brainstorming, creating an entire impact problem, solving.

26:06

So when you are well organized, it leaves you more time and space for brainstorming,

26:13

creating an entire impact problem, solving skills.

26:17

Also being benefits of being organized in the continuation, being organized helps reduce

26:23

stress. You know stress is a major problem all over the world.

26:28

Stress is a major problem. Stress affects performance,

26:32
stress affects productivity, and stress affects the well-being of people.

26:38

When you know where things are, you can accomplish more without getting overwhelmed.

26:42

In the workplace, this means you can do more

26:45

high-impact work without feeling burned out. When you can see all your work in one place,

26:51

it's easier to prioritize tasks and make sure that the most important items get done.

26:58

Finally, organizing tasks at work involves writing things down. Have a habit of writing things
down, and you are not going to be able to do anything. You are not going to be able to do
anything.

27:08

You are not going to be able to do anything.

27:12

You are not going to be able to do anything.

27:16

You are not going to be able to do anything.

27:20

You are not going to be able to do anything.

27:24

You are not going to be able to do anything. make sure you have shiddles in that guidelines and
then don't cross-synate and then give

27:26

everything a home and then declutter regularly.

27:31
The decluttering is in moving rubbish things that you don't need on the people who

27:37

are purpose that are useless, documents that are useless and then keep only what you need

27:41

and then know where to discard items properly. Because some documents

27:47

contain confidential information and they have to be sure that all these cards are

27:53

according to policy. Some documents may be bulky. They may need to, they may become

28:00

a fire hazard if not properly discarded. So remember, we have information technology, we have
confidentiality, we have these things.

28:08

So no way to discard items.

28:11

And then stay away from games.

28:13

Don't go into beginning with people.

28:15

And then delegate responsibilities.

28:17

Don't do all the work.

28:18

Don't do all the work all the time.

28:20

In the name that you are the surprise or you are the manager, delegate.
28:23

So that delegation helps you make your work easier and it is also an aspect of training. It is

28:30

also an aspect of coaching. It is also an aspect of development of the people that you

28:35

are working. So really get responsibilities and then work hard. Make sure that you work

28:40

hard. You stay consistent. You keep good time management management you make sure your
work is organized

28:46

I can tell you if you do this simple simple tasks then you will be able to excel work you

28:52

will be able to excel at work mixture your team is working in cohesion and those people who
are

28:57

not working in cohesion with others those who are creating difficulties those people who are

29:03

creating conflicts look for ways of

29:05

advising them and augment that we need to terminate these people. Those people who are
restless

29:11

cannot work with others properly. They keep arguing with others. They cannot develop a good
work

29:16

relationship. I've always said this people should be good and read or look for employee people

29:21
who are proactive people who are positive people who are confidence people who are
proactive, people who are positive, people who are confidence,

29:25

people who are good working relationship with other people. And then your work will be well
organized.

29:33

I hope that we are moving in the right direction with our topic of employee ability skills

29:38

and you can see that it is very important to your career as you are developing. So I would add
you to focus

29:45

again on the assignments that I give you, feel them, do the right ups and the right up

29:51

to Chris. I will be reviewing them at a later date. Today we are going to stop there and then

29:57

we are also going to focus on the presentation number six. I believe we are going to focus on
presentation number six

30:08

going forward.

30:09

So thank you bye bye see you in the next presentation.