Management
  Alternatives Pty Ltd
  ABN 23 050 334 435

A. Thinking about
    evaluation
B. Framing an
     evaluation
C. Evaluation
     report outline
D. Model of service
E. Community
     profile
F. Peer review
G. Focus groups
H. Telling stories
I. Staff time use
J. Questionnaires

I. Staff time use

Introduction

The most important resource of projects employing staff is staff time.

It is important staff plan their time so they can estimate the likely amount of time involved in various aspects of the project so they are in a position to plan their workloads.

It is also important to review where the staff are actually spending their time and how actual time use matches the priorities of the project.

This tool provides a pro forma for staff time use.

This Coordinator's Time Use Form could be amended for use by other staff.

A suggested format

The following is a suggested approach to monitoring time use:

• A table, similar to the Coordinator's Time Use Form above can be put on a spreadsheet and updated monthly.
• The table can initially be completed several months ahead on the basis of estimates for planned time use.
• At the end of each month the actuals for that month will be included in the table.
• At any given time it will be possible to see the actual time spent for the months prior to the current month and the estimated time required for future months.
• The categories in the left hand column can be changed to suit individual project coordinators work categories. Approximately 10 categories should be adequate. If there are many small projects they may need to be grouped into one category - other projects.
• Total days is the total number of planned/actual worked days.
• Available days is the total number of days available for work.
• The difference indicates either overtime work or spaces available for further work (when forward planning)
• The total in the right hand column shows the total actual/planned work for the year in each category.
• The table is completed in days. Good estimates of time use are adequate for an overview such as this. It is not necessary to add up five minutes here and there.

Keeping a diary will be an essential part of the process.