100 50 Training Activities for Administrative, Secretarial, and Support Staff
Activity 12 (concluded)
1. Introduce the objectives of the activity.
2. Divide larger groups into smaller groups from the same functional areas. A
maximum of three participants per group is recommended.
3. Give each group several 3" x 5" index cards, paper, or Post-it
4. On each card or Post-it
, ask participants to write a single job task or duty that
they must carry out during the course of a day, week, or month (according to
their work cycle).
5. Tell participants to spread the cards out on a table so that each can be seen in
relation to the others and then rank them in order of importance and urgency (or
6. Show Transparency 12-1, the If I Had to Choose grid. Explain that it works in
similar fashion to a mileage chart, in which each item can be compared to each
7. Tell the participants to use this overhead slide as a guide for the following activ-
ity that involves drawing on a flipchart a large rough draft of this grid and plot
along both the horizontal and vertical axes the list of jobs, tasks, and duties
written on the cards or Post-it
notes. They should then compare each time on
the horizontal axis with each item on the vertical axis and decide which should
have priority over the other by allocating a 1 or a 2 to each job.
8. Give each participant a copy of Worksheet 12-1 and ask them to transfer onto it
the contents of the rough draft on their flipchart. Suggest that they use this
completed worksheet to guide their thinking when back at work.
9. Conduct a discussion with the whole group that includes:
• The value of undertaking an exercise of this nature to aid decision making
• The possibility of publishing this grid to those who allocate the jobs or tasks
• The likelihood of building a greater level of cooperation from those who are
supported by each participant