2. Work plan organization and control

2.1. importance of work plan organization and control

Importance of planning, organization and control of work.
1. time management
This ensures that work given in a specific area is covered within a given time and maintaining
standards. Work is carried out well in less time and energy is saved. This helps to achieve
standards required at a given time.
2. work coverage
Well planned work is easy to make work schedules. Jobs will be allocated fairly and all work is
well done. Planning and organization will help to determine the number of people required to
carry out a task in given time.
3. motion economy
It is concerned with the economy of movement. Fatigue will be reduced, time fully utilized.
4. availability of resources
Planning and organization will help the manager /supervisor to set the standards of service
provided and allocate staff, equipment and materials to each area of work.
Steps / stages of planning and organization of work
1. the survey
This is a tool that enables the correct and most effective cleaning, maintenance or other services
to be provided within the unavoidable constraints of any room, building or organization. This
provides the basis of a methodical approach to organization costing and control. The survey will
involve a number of steps
a. agree the objectives with the consumer /client or other departments
This will determine the scope of the work/projects to be undertaken.
b. consultation
The client and other depts. must be consulted to
i. establish working relationships
ii. discuss standards and type of service required
iii. determine the availability and use of the building
iv. determine any special constraints e.g. financial
Standards of service to be achieved must be established. A general policy statement of the
standard of work to be carried out should be prepared even though a consumer may have a
poorly defined idea of his requirements.
Carry out the survey
When undertaking cleaning services, this can be done using a standard preprinted form.
Commence the survey at the main entrance and work round the building in a clockwise/
anticlockwise direction surveying each in turn.
a. Measure the floor area using a tape. it can be useful in preparing a rough sketch
b. Identify floor covering and treatment noting condition and existing method of maintenance.
c. estimate wall, ceiling and window areas and identify the type of finish where relevant
d. Note the degree of congestion. This will affect the ease with which the service can be
carried out.
e. Note availability of power points and water supply. This can affect the type of equipment
used and methods employed.
f. Itemize the contents of the room, working from the door in clockwise direction to avoid
oversight or repletion.
2. determination of requirements
A plan showing each area of work, each task within that area and the frequency in which the task
has to carried out.
3. time planning
After surveying it is possible to calculate the allowed time and labour required to provide the
service.
4. job performance
An observer assesses the pace at which the qualified person carries out a task and compares with
his/her ideas of a standard pace.
Factors affecting the pace of work
Physical efforts demanded by the job.
care required by the worker
training and experience
Factors within the workers control
variation due to ability
attitude of worker
acceptable variation in the quality of product
Best pace of the worker will depend on
physical effort demanded by the job
care required by the worker
training and experience