SCHEDULING
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The document discusses scheduling and its importance. It provides steps for scheduling time effectively: identify available time, schedule essential actions, schedule high priority activities, schedule contingency time, and schedule discretionary time. Popular scheduling software examples are also listed. The objective is for students to learn how to prepare a schedule to organize time and achieve goals through practices and new vocabulary.
SCHEDULING
- 1. SCHEDULING
- 3. Objective: By the end of the lesson, students will be able to prepare a schedule, in order to organize correctly your time and achieve goals and objectives in the Call Center area, by realization of practices and learning new vocabulary during the class.
- 4. What is Scheduling? Scheduling is the process of arranging, controlling and optimizing work and workloads in a production process or manufacturing process. Scheduling is used to allocate plant and machinery resources, plan human resources, plan production processes and purchase materials. It is an important tool for manufacturing and engineering, where it can have a major impact on the productivity of a process. In manufacturing, the purpose of scheduling is to minimize the production time and costs, by telling a production facility when to make, with which staff, and on which equipment. Production scheduling aims to maximize the efficiency of the operation and reduce costs.
- 5. The Importance of Scheduling Scheduling is the art of planning your activities so that you can achieve your goals and priorities in the time you have available. When it's done effectively, it helps you: Understand what you can realistically achieve with your time. Make sure you have enough time for essential tasks. Add contingency time for "the unexpected." Avoid taking on more than you can handle. Work steadily toward your personal and career goals. Have enough time for family and friends, exercise and hobbies. Achieve a good work-life balance. Time is the one resource that we can't buy, but we often waste it or use it ineffectively. Scheduling helps you think about what you want to achieve in a day, week or month, and it keeps you on track to accomplish your goals.
- 6. How to Schedule Your Time Set a regular time to do your scheduling – at the start of every week or month, for example. There are a number of different tools to choose from. A simple and easy way to keep a schedule is to use a pen and paper, organizing your time using a weekly planner. You can also use apps and software such as Google Calendar®, MS Outlook® and Canva. Choose a scheduling tool that suits your situation, the current structure of your job, your personal taste, and your budget. The most important thing when choosing your planner is that it lets you enter data easily, and allows you to view an appropriate span of time (day/week/month) in the level of detail that you need. Once you have decided which tool you want to use, prepare your schedule in the following way:
- 7. Step 1: Identify Available Time Start by establishing the time you want to make available for your work. How much time you spend at work should reflect the design of your job and your personal goals in life. For example, if you're pushing for promotion, it might be prudent to work beyond normal hours each day to show your dedication. If, on the other hand, you want to have plenty of time for out-of-work activities, you might decide to do your allocated hours and no more.
- 8. Step 2: Schedule Essential Actions Next, block in the actions you absolutely must take to do a good job. These will often be the things you are assessed against. For example, if you manage people, make sure that you have enough time available to deal with team members' personal issues, coaching, and supervision needs. Also, allow time to communicate with your boss and key people around you.
- 9. Step 3: Schedule High-Priority Activities Review your to-do list, and schedule in high-priority and urgent activities, as well as essential maintenance tasks that cannot be delegated or avoided. Try to arrange these for the times of day when you are most productive – for example, some people are at their most energized and efficient in the morning, while others focus more effectively in the afternoon or evening.
- 10. Step 4: Schedule Contingency Time Next, schedule some extra time to cope with contingencies and emergencies. Experience will tell you how much to allow – in general, the more unpredictable your job, the more contingency time you'll need. (If you don't schedule this time in, emergencies will still happen and you'll end up working late.) Frequent interruptions can eat into your time. Learning how to manage them can reduce the amount of contingency time you need to set aside. Some interruptions will be hard to predict, but leaving some open space in your schedule gives you the flexibility you need to rearrange tasks and respond to important issues as they arise.
- 11. Step 5: Schedule Discretionary Time The space you have left in your planner is "discretionary time": time that is available to deliver your priorities and achieve your goals. Review your prioritized to-do list and personal goals , evaluate the time you need to achieve them, and schedule them in.
- 12. Step 6: Analyze Your Activities If, by the time you reach step five, you find that you have little or no discretionary time available, you need to go back through steps two, three and four, and question whether all of the tasks you've entered are absolutely necessary. It may be that some things can be delegated or tackled in a more time-efficient way. One of the most important ways that you can build success is by maximizing the leverage you can achieve with your time. Increase the amount of work you can complete by delegating to other people, outsourcing key tasks, or using technology to automate as much of your work as possible. This will free you up to achieve your goals. If you find that your discretionary time is still limited, then you may need to renegotiate your workload or ask for help . Use your newly prepared schedule as evidence of your heavy commitments. This demonstrates to your boss how well-organized you are, and might make him or her more receptive to your request!
- 13. Scheduling Software Below youwill see some examples of popular software that youcan use to schedule yourtasks:
- 16. NEW VOCABULA
- 17. Cross-trained: If an employee is cross-trained, he or she is trained in multiple areas or jobs. Forecasting: Forecasting is the process of predicting how many employees will be needed for a particular time. Intraday management: Intraday management is the process of adjusting staffing plans during the day based on the day's trends. Overstaffing: Overstaffing is the act of scheduling too many employees for a shift.
- 18. Peak: If a period of time is peak, it is the time when a workplace is busiest. Service level: Service level is the percentage of calls answered within a specified interval of time. Shrinkage: Shrinkage is time during the workday in which employees are unavailable or not working. Staffing: Staffing is the process of scheduling the appropriate number of agents for a particular time.
- 19. Traffic: Traffic is the flow of something over a period of time. Understaffing: Understaffing is the act of scheduling too few employees for a shift. Volume: Call volume is the number of calls coming in at a particular time.