OPERATING PROCEDUREPAGE 1 OF 5
IPA PROJECT #
SUBJECT: TASK SHEET PREPARATION
1.0INTRODUCTION
1.1This procedure will establish the use of and preparation of the XYZ Company Task Sheets.
1.2A Task Sheet is prepared for each non-supervisory position within each department. All employees are responsible for their own actions and will be delegated specific operational tasks and duties to perform.
1.3The functional operational Task Sheet lists the key functions (“Task Description”) to be performed by a person or position and may be arranged by priority and, if appropriate, by day.
1.4The Task Sheet is the operational equivalent of a Manager’s/Supervisor’s Position Guide and must be prepared for all non-supervisory positions.
2.0WHO
2.1Task Sheets are written by the Manager/Supervisor for the major individual operational positions that are in his/her area of responsibility.
2.2The Manager/Supervisor and his staff must work together to prepare the Task Sheets.
2.3All employees need to know what duties they are expected to perform. Task sheets prevent frustration created by the duplication (or omission) of work by employees and lost productivity resulting from the employee not knowing management's expectations.
3.0HOW
3.1The Manager/Supervisor is responsible for developing Task Sheets for all individual positions that are in a direct reporting relationship.
3.2The Manager/Supervisor and all of their employees together develop the Task Sheet by listing all of the major tasks (duties) to be done by the specific person completing these tasks (duties).
3.3The lists are then prioritized by responsibility, and, if appropriate, by the day of the week. Each employee’s role must be clear, as he/she will know when the Task is his/her sole responsibility. With these task descriptions employees on other departments will then be able to assist in the completion of the tasks (duties) required, when one department becomes “short-handed.”
3.4When the list is complete and agreed to by the assigned employee both parties will sign it.
3.5Completing the “Task Sheet” in this manner enables the employee’s Performance Evaluation to be focused on the assigned, and clearly understood, tasks assigned to the employee during the reporting period.
4.0 FORMAT
4.1 Task Sheets must contain the following information:
4.1.1 The “Job Title,” or name of the position.
4.1.2 The “Position” that this employee reports to.
4.1.3The “Date” the Task Sheet was drafted and the date signed by the employee. This can be the same date.
4.1.4A complete list of all tasks and duties “Task Description” designated as to whether the employee must complete them independently or assist another in their performance.
4.1.5The responsibilities of the position will be clearly identified by the description, terminology and the required “Report.” These are the broad responsibilities that are fulfilled through the performance of the listed tasks.
4.1.6The “Signature” of the employee in that position and the supervisor will provide the “Acknowledgment” that the supervisor’s expectations and the employee's perceptions were clarified. A copy of the Task Sheet will be given to the employee, one retained by the supervisor and the original will be forwarded to the Office and retained in the employee's personnel file.
4.2A form for the manual creation of Task Sheets is attached to this Procedure. For completeness and consistency it is recommended that Task Sheets for all positions be prepared and printed in advance. The sheets are to be drafted by the manager or supervisor who directs the employee. Individuals performing the same job should have the same Task Sheet.
5.0 CONCLUSION
5.1Task Sheets will have to be revised as the demands of the position change. They should be reviewed at least every year, and whenever a product, service or structural change in the company takes place. At that time, the revised sheet should be presented to the employee, signed off and replaced in the personnel file.
5.2Due to the inevitable necessity of procedural change, it is better to address many operational issues through departmental or company policy. Specific policies can be easily changed by issuing a “Policy Bulletin,” thus eliminating the need for numerous revisions and replacements in the personnel records.
5.3A list of specific goals and standards of performance should be given to each subordinate in conjunction with the Task Sheet. It should not be part of the Task Sheet to allow for the adjustment of the goals over time.
6.0SUMMARY
6.1Task Sheets change as the company or personnel change.
6.2Task Sheets are used to identify key functions that each person performs.
6.3Task Sheets are used in the back up training coverage, so when someone is gone the key functions are still completed.
6.4Task Sheets are management tools that provide employees with a clarification of their functional responsibilities and develop working relationships between the Manager/Supervisor and subordinates.
6.5Task Sheets are the written understanding between the Manager/Supervisor and his staff to ensure the department's daily operation without the Manager’s/Supervisor’s help.