Organise and complete daily work activities Assessment activity 2
Completing work tasks
Read the case study. Write down your answers to the questions.
Case study
Toula works in the office of a landscaping firm. In the office there are four project officers, a manager and
Toula. When she started work, Toula was given this list of tasks and responsibilities.
Reception duties
Process incoming mail
and send outgoing mail
Bookings and
information
Data entry
Typing
Photocopying
Faxing
1.
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Answer the telephone
Take messages
Greet visitors
Contact customers as required
Open and sort incoming mail, and give to relevant staff member
Collect, label and send outgoing mail
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Take bookings
Process payments
Provide information to customers on request
Enter bookings and payments
Enter customer details
Update records as required
Cross-reference to paper-based system
Daily as required
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Daily as required
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Daily as required
Look at Toula's tasks. Suggest some of the ways in which her tasks might be affected by:
a. office procedures
b. safe work procedures
c.
procedures dealing with how to treat other people.
2. Look again at Toula's tasks and responsibilities. What technology should she use to complete each one?
3.
How could she ensure she uses the technology efficiently?
Part B
Read the case study. Write down, or tell your trainer, your response to the task.
Case study (cont'd)
On Tuesday 5 August the following unexpected events occur at the landscaping firm:
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The printer breaks down and Toula can't print the 200 labels for an important mail- out.
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One of the project officers asks Toula to urgently find a file on a customer who had landscaping done on their
property over a year ago.
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The manager informs Toula that she has to change his flight booking. It was for Tuesday, but he now wants it for
Thursday.
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The manager wants Toula to prepare an urgent PowerPoint presentation for him to take to a meeting the following
day.
Describe the situations at Toula's work where things did not go according to plan, include:
 a description of the problem
 suggestions for possible solutions
 suggestions for asking for help
 a list of her tasks in priority order
 a schedule for her to follow that day.
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