The most precious asset within any organization is its human resource.  Ensuring that staff members are happy, productive, challenged and working at peak efficiency is of critical importance.

Therefore, every organization should periodically engage in a personnel audit.  The following exercise has been developed as one element of a personnel audit.  The goal was to create an easy-to-use nonthreatening device in order to put staff at ease.

Attached is a job description which encompasses duties originally required for your position.  Because all individuals bring unique strengths to a job, duties are often performed that aren't reflected in the "official" description.  In addition, as an organization evolves, so do individual staff members, which also impacts the assigned duties.

Would you, then, read the attached description to determine which of the duties are currently relevant to your position?  After which, please list in descending order of importance all duties you are performing, along with the percentage of time spent on each annually.

In conjunction with the job elements form, please maintain a "Task Diary" for the next two weeks.  It is a tedious exercise, but it will give you an accurate account of exactly what kinds of things are requiring your attention during a given week, including interruptions, because you will be logging those as well.

The due date for return of these forms is two weeks from today.

Date:_________________

Name:_______________________________________

Position:_____________________________________
 
 

1.   List all current duties in descending order of importance.  Use extra paper as needed.	% of Time Spent
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2. The most enjoyable aspects of my job are:
 
 
 
 
 
 
 
 

3. If I could eliminate one or more tasks that I perform, it/they would be:
 
 
 
 
 
 
 
 

4. I feel I would be more productive if the following changes were made:
 
 
 
 
 
 
 
 

5. Additional comments or suggestions:
 
 
 
 
 
 
 
 

Thank you for your assistance!
 
 

Instructions:

The Task Diary is straightforward and uncomplicated.  Simply log the following:
 

Date refers to whatever date it is that you are tracking responsibilities.

Duty is whatever task you are performing at any point during a given day.

Value refers to the importance of each task:

 A:   Highly important: Usually a longer term task with various elements (grant proposal,
        budget preparation, program series, etc.)

 B:   Medium importance: Normally includes regular, routine duties, which require certain
        acquired skills

 C:   Minimal importance: Busy work which doesn't require much concentration

 I:   Any unexpected interruption, whether a phone call, visitor, etc.

Time:  Simply log the time the task ended.  It's simpler than calculating 15 minutes, etc.
 
 

NAME:__________________________________________
 
 

Date	Duty	Value	Time
1/15/93	Worked on draft of strategic plan	A	2:35p
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NAME:__________________________________________
 
 
 

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