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Alice Bumgarner, Moderator
Alice Bumgarner, editor of Administrative Professional Today and contributing writer for Executive Leadership, has been writing about workplace and family issues for 13 years. Her articles have appeared in dozens of publications, including http://Salon.com, http://MSN.com, Continental magazine, Southern Living and Town & Country. She lives in Durham, N.C., with her husband, two daughters and dog Milo.
Submit a question for the Admin Pro Forum at Admin-Pro@NIBM.net.
Question: "I am on a task force to develop a "desk audit" or "task audit" that will give our 20-member staff a better sense of how our time is spent, where we can become more efficient, and address unanticipated tasks. Our strategic planning consultants have told us that it would be best to develop our own workflow audit, as there are few models in the not-for-profit world. They recommend choosing an "appropriate" unit of time and reporting frequency, making it easy and sharing data with staff frequently to show progress, but we're still feeling daunted by the task. Has anyone developed a desk/task audit that they'd be willing to share? How did you make it palatable to your co-workers?" — Louise
See Comments Below
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said this on 13 Jul 2009 12:50:55 PM EST
I developed my own task/desk audit when I started supporting two departments, in the even there was a complaint from one or the other about the time I spend on each. It was in an Excel spreadsheet, and something I adapted from a project management book I read. If you're interested, let me know.
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said this on 13 Jul 2009 1:17:21 PM EST
Diane...I would love to see your audit sheet. As a department manager, I've also always wished I had time to create such a document. Thanks!
rita.leyva@co.yavapai .az.us |
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said this on 13 Jul 2009 1:40:40 PM EST
I send the spreadsheet to the address you gave me. If you have any questions, let me know. Good luck!
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said this on 13 Jul 2009 12:53:55 PM EST
Hi Diane: I'd be interested in your Excel spreadsheet task/desk audit, please. Thank you for sharing it. Claire
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said this on 13 Jul 2009 12:55:19 PM EST
Where can I reach you? I'd need to e-mail it to you.
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said this on 17 Jul 2009 4:12:43 PM EST
Diane,
I would be interested in learning about your spreadsheet. Thanks Barb |
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said this on 17 Jul 2009 4:57:58 PM EST
I would also like to have a copy. Thanks for sharing !
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said this on 18 Jul 2009 12:23:59 AM EST
I, too, would love a copy of your SS. Thanks for sharing!
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said this on 18 Jul 2009 9:51:58 AM EST
Diane, I am very interested in obtaining a copy of your spreadsheet. My email is www.marilyn.steele@pgnmai l.com. Thanks so much for sharing.
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said this on 20 Jul 2009 8:44:42 AM EST
wow! i would love to see your sheet. would you PLEASE send it to me? sbrown@cityofcentral.org< br />
thanks sandy |
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said this on 23 Jul 2009 3:02:55 PM EST
I too would like to see the spreadsheet format you developed
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said this on 24 Jul 2009 6:59:52 PM EST
Hi Diane, I am interested in your Excel spreadsheet task/desk audit, please send to jmday@beckman.com. thank you for sharing!
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said this on 30 Jul 2009 2:07:53 PM EST
Diane,
Will you please email me a copy of the task/desk audit that you have written about here? Thanks! |
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said this on 06 Aug 2009 3:11:43 PM EST
I would also be very interested in your sharing the Excel spreadsheet you use and what it can offer in my instance. Please send to my address
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said this on 06 Aug 2009 3:13:05 PM EST
I would also be very interested in your sharing the Excel spreadsheet you use and what it can offer in my instance. Please send to my address
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said this on 14 Aug 2009 4:29:43 PM EST
Diane - Please send me a copy of your task reporting audit. Thanks! jharris@fruit.com
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said this on 17 Aug 2009 7:42:33 AM EST
Diane, I would love to see your spreadsheet. It could really help. Sue
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said this on 08 Oct 2009 10:35:03 AM EST
Hi Diane, I am also interested in your spreadsheet. If you are able to share, please send to mary.salas@harrisonmedica l.org. Thanks for sharing.
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said this on 19 Oct 2009 1:52:38 PM EST
Diane,
I'm interested in the information you've used and how things turned out. Thanks, J |
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said this on 13 Jul 2009 12:54:17 PM EST
I developed my own task/desk audit when I started supporting two departments, in the event there was a complaint from one or the other about the time I spend on each. It was in an Excel spreadsheet, and something I adapted from a project management book I read. If you're interested, let me know.
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said this on 13 Jul 2009 1:07:55 PM EST
Diane, I would love a copy of your excel sheet.
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said this on 13 Jul 2009 1:39:14 PM EST
Unfortunately, I can't paste it here. Where can I reach you? I'd need to e-mail it.
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said this on 13 Jul 2009 2:56:30 PM EST
Diane,
Please send your audit spreadsheet to my email below. Thank you! Sheryl sherylclark@yvmh.org |
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said this on 17 Jul 2009 1:56:38 PM EST
Diane, would you send me a copy of your task audit spreadsheet as well? Thank you. (jcoppola@ci.camas.wa.us)
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said this on 13 Jul 2009 1:10:09 PM EST
I've done this with people here several times. We had the people do it as follows, writing the information down on a simple pad of paper on their desk: 9:00-9:15, checked e-mail. 9:15-9:16, answered co-worker call. 9:16-9:20, worked on morning x reports. 9:20-9:35, talked on phone with client. 9:35-9:40, worked on mail. 9:40-9:45, bathroom break. 9:45-10:20, worked on mail. and so on
Then the person totaled for a week how many minutes were spent on co-worker calls, client calls, e-mail, mail, projects, etc. It was a phenomenal way to see where time was really spent. Everyone hated doing it, but loved the results when it was all over. |
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said this on 13 Jul 2009 1:27:42 PM EST
Diane, I would love a copy of your excel sheet too. Thank you!
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said this on 13 Jul 2009 1:40:04 PM EST
I'd like to forward a copy of it to you; however, I need your e-mail address.
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said this on 13 Jul 2009 1:33:55 PM EST
If you would like a copy of the spreadsheet, please e-mail me at djohnson-hung@weatrust.com. What Mark wrote is right on the money. That's how I drafted the regular to-do items I did. I would fill in the grid with comments if that helped explain what I did. I won't sugar-coat the amount of work that goes into it, because it does consume a lot of time. It was worth it in the end.
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said this on 17 Jul 2009 3:55:52 PM EST
Editor's Note: We've posted Diane's Excel spreadsheet, so you can download it directly at:
www.nibmimages.com/nibm/Tracking_Time_for_RIS_and_General_Counsel.xls |
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said this on 17 Jul 2009 4:11:59 PM EST
I would like a copy of your spreadsheet please.
beebe@pbworld.com |
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said this on 17 Jul 2009 4:19:01 PM EST
We also used a similar spreadsheet for recording time. However, we kept it to only two weeks max, as we spent more time filling out the sheet and it interfered with our work responsibilities. Many times, we would complete after hours as "there wasn't enough time to do the time sheet."
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said this on 17 Jul 2009 4:20:32 PM EST
I would like a copy of your spreadsheet. Please email me. ptowns
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said this on 17 Jul 2009 4:21:15 PM EST
Diane,
I would love a copy of your excel sheet too. Please send it to me at cinnamon_150@yahoo.com Thank you for sharing it! |
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said this on 17 Jul 2009 4:23:43 PM EST
Diane: Are you just checking off in the cell when you've worked on that particular item during a particular time? What are you entering in the cells?
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said this on 20 Jul 2009 9:47:30 AM EST
I'd shade it in, put an "x" in it, or I'd write comments if it helped define what I was doing for which department.
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said this on 17 Jul 2009 4:49:41 PM EST
Diane: You're a hit. I'd love a copy as well.
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said this on 17 Jul 2009 5:46:26 PM EST
Diane! Please send me a copy. I've always seeked ways in which I can improve on my time management. jkaddi@ajcity.net
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said this on 17 Jul 2009 6:33:00 PM EST
I'd appreciate a copy also. Thanks for your willingness to share information. carothers49@yahoo.com
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said this on 18 Jul 2009 6:59:38 AM EST
Thanks to all! I'm forwarding your Excel log, Diane!
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said this on 20 Jul 2009 8:39:54 AM EST
I would love to have a copy of your spreadsheet. Please send it to brenda@m-b-c.org. Thanks for sharing.
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said this on 20 Jul 2009 11:25:12 AM EST
I currently utilize my Microsoft Outlook calendar (all co-workers have access to in my department). It’s multi-colored to where each color represents type or re-occurring project or department that I may be working on that day. It’s a great way to see how much time is spent on each daily project; and helps me prioritize as well. Since co-workers have access to my calendar it helps them when assigning me a project or task. They know when I'm free and when I'm extremely busy. They also know when my breaks are, and when my lunch is. I also explain in more detail within each task what I did to get that job done; and whether or not it is still pending or completed.
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said this on 22 Jul 2009 10:01:58 PM EST
We have used this spreadsheet auditing system many times. It is a great tool for assessing where you spend your time and the types of work that you do that might need more attention. A week or two of doing this is plenty--any more and it becomes a chore. The only problem is now management likes the system so much that they now abuse the use of it--asking staff to keep this type of logging of time up for weeks and in some cases months! This has become counter-productive and stressful for staff--it should not be necessary to continue this type of record--a good manager should be able to assess the type of work and time being spent in a week or so--patterns become apparent. It should not be used as a technique to monitor that work is being done or otherwise check up on staff's work.
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said this on 19 Aug 2009 4:08:44 PM EST
Diane - Just read your comment. If u r still willing to share your spreadsheet, I w like to take a look at it since I, also, support more than one dept. Thanks!
marylou.steele@abbott.com |
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