Set SMART objectives.
In my role as assistant to the company director my day to day tasks vary. Below I have chosen just 5 of the tasks that appear on my weekly workload and have set SMART objectives for them and listed them in order of priority with their timescales.
Specific- To overview dispatch from the warehouse, ensuring that wholesale dispatch has the supplies needed and that they are working on schedule and to a high standard.
Measurable – Success measured by date sent and date received by customer, and by customer complaints. Achievable – Easily achievable, standards are set and staff are there to ensure that the level of quality is kept high.
Realistic – Task is realistic within availability of resources and time.
Time scale – This task has to be completed every day. My role in this task has to be completed before lunch to ensure that all orders are sent out on time and that all supplies and information needed is received on time. I will usually complete this task between 11am and 12am.
Specific – To take precise, detailed and organised notes of discussions and plans in meetings
Measurable - there are several measurable objectives that have been set for me by my boss while working as a minute taker I need to be able to write and distribute minutes with confidence, deal with and sometimes translate jargon and grammar and be organised with the notes so that they are easily referable to anybody. This can be measured when the notes are read by someone else involved in the meeting. Another measurable objective is for me to clearly understand the best practice theories mentioned in the meetings.
Achievable – This task is to be completed as needed. All other tasks can be delegated if a spontaneous or emergency meeting occurs.
Realistic – Calls can be forwarded to someone else and emails can be answered later than usual if unnecessary. Time Scale – No time scale can realistically be set for this as this is not always a daily occurrence.
Meetings can run over by hours or take less time than expected.
Customer Facing :
Specific – Emails are to be filtered and prioritised by existing customers then new customers but all are replied to .Calls are to be answered every time the phone rings and meetings are scheduled.
Measurable – emails and calls are measured by how quickly they are answered and how helpful and informative I am.
Achievable – this task is always achievable calls are mostly people wanting to be passed on to someone else and emails can just be small for small pieces of information that take just seconds to reply to.
Realistic – This task is done every day and realistic with regards to resources, time and knowledge.
Time Scale – Calls are answered all day, emails are filtered in the morning and some are answered
Immediately, whereas non urgent emails are answered in the afternoon. Meetings are scheduled as they are requested.
Office and dispatch supplies :
Specific – To take orders from staff in the office and warehouse for supplies needed and to check inventory of supplies to see what is running low, to then place orders for the supplies and request and invoice.
Measurable – This task is of low priority but must be completed once a week. This can be measured by a weekly 'To do' list.
Achievable – this task is achievable simply quickly and if unnecessary more orders can be placed mid-week is supplies are needed sooner.
Realistic – This task is realistic with regards to resources
Time Scale – To be done once a week and is to take no longer than 30 minutes.
Specific – Ensure that all paperwork is up to date and easily accessible to everyone
Measurable – This task is hard to measure and can only be judged when paperwork is needed and cannot be found.
Achievable – Finding the time to complete this task can prove difficult as it is easily delayed due to its low priority status however the