<![CDATA[MELANIE ​​​​​​​OWEN-ROBERTS - Blog]]>Mon, 22 Apr 2019 05:52:20 +0100Weebly<![CDATA[How I keep track of my work tasks]]>Wed, 03 Oct 2018 16:00:00 GMThttp://www.owen-roberts.com/blog/how-i-keep-track-of-my-work-tasks
​I am the sort of person who is always on the lookout for the Perfect System.  Nothing else pleases me more than a good system that is efficient and easy to maintain.  Yes, I know I am a sad person that needs to get out more.  But don’t we all want to be more efficient in our work / life, so we can achieve what we need to do in less time, with less stress and more ease? 

I’ve been using this system for keeping track of my work tasks for the last 18 years.   It doesn’t even involve IT (gasp).  Unless of course you want it to, as it works equally well electronically. 

And what's more it’s simple.  Almost stupidly so.  But it works and at the risk of being laughed out of the room, I’d like to share it with you here.   After all life is complicated enough.
My recipe for Keeping Track of It All.

You will need;
1 A4 lined notebook
1 pen
coffee (optional)

  1. On the right hand side of the notebook, write all the jobs you have to do.   Just write things as you think of them -  a brain dump.  You don’t need to put them in any order. Just write them down as they arise or as they pop into your brain.  Include any tasks you know you will need to do soon but may not be urgent.   Big and small tasks.  Wham. Get them down there.  The main thing is to get them out on paper and off your brain, where you will be using up lots of mental energy trying not to forget them. 
  2. On the left hand side, write all pending items.  Include the date you write them in and the date they are due, if applicable.  Eg Approval for draft letter – Inspector. Need by 10 Sept (5 Sept). 
  3. Quickly review these lists each morning (or at the end of the working day).  Then select all the priority tasks & items that need chasing up for the day ahead.
  4. Briefly note these on a separate To Do list.  I often use a post-it for this (depending on the number of tasks).  I then stick it on my notebook, so I can discard it at the end of the day.
  5. Cross off any items as applicable in your notebook and re-write whenever it needs a good tidy up.
  6. I keep a super large paper clip or an elastic band so I can open my current To do and Pending pages immediately without having to flick through any old lists to find it.  You definitely don’t want to have to search for them. 

How can it help me stay on top of things?

The beauty of this system is that you can note down whatever needs to be done as it arises or as you think of it.  That means you don’t forget it and it releases the load on your brain trying to “hold” lots of things in your mind.

It allows you to keep track of things pending so you can chase up items when required – again without having to remember what or who you are waiting for. 

It gives you an overview of tasks in one glance, so you can prioritise what needs to be done that day.  

At times you may find you need to create a separate to do list if you want to zone in on the details of a particular project or task eg. I usually make a separate to do list for all the arrangements for hearings, as there is a lot of detail involved with this specific area of responsibility and it helps me to have these listed separately. 

Paper and pen or electronic system.  Take your pick.
I like the pen and paper version of this system for work as I am usually working in the same place and like the visual presentation of it on paper. 

However I actually use an electronic version of the same system for my personal tasks by creating a folder called Organisation in Notes on my iphone with 2 separate notes in it called “To Do” and Pending”.  This works well as I don’t always want to check my To Do lists in the same spot (eg in my office) so it is convenient to have it to hand in the Cloud to look at wherever I am.

There you have it. Efficient and oh, so simple.  Hope it helps!
<![CDATA[Top 3 ways to find a programme officer]]>Wed, 12 Sep 2018 13:50:44 GMThttp://www.owen-roberts.com/blog/top-3-ways-to-find-a-programme-officer
​You may be preparing to hold an examination and in the throes of wondering how to go about getting a Programme Officer.  So, to kick off this week, I’d like to share my top 3 ways to find a Programme Officer. 

Note, I have addressed this to planning authorities but the process is the same if you are looking for a Programme Officer for a Transport and Works Act Order inquiry.

1. Recruit from within the Local Authority

Local Authorities may appoint someone who is already within the Authority either as a temporary ​...
employee position or "borrowed" from another department (say, as a secondment).  The legal department is commonly used to find interested parties as they are used to adhering to set procedures and regulations. The Planning Inspectorate runs a course for Programme Officers twice a year, useful for first time Programme Officers.

Pluses  You will likely get someone who is familiar with the Local Authority, their surroundings and administrative work  at a reasonable cost.  They will be living within commuting distance of the Local Authority already, so no special arrangements will need to be made during hearings.

Downsides  They will probably have no experience of the examination process and therefore may need more hand-holding.  They may still “affiliate” themselves with the Council and will need to make sure they maintain impartiality. You will need to cover the usual benefits of holidays, sickness leave etc. The planning team will need to provide separate office accommodation in the building for the duration they are in post.

2. Appoint an experienced Programme Officer

You can get a List of approved Programme Officers from the Planning Inspectorate which gives all the names and contact details of experienced Programme Officers across the country.  Expect the most experienced to operate as self-employed consultants working on a flexible basis from their home, perhaps covering multiple examinations at the same time.

Pluses  You will get someone with experience who understands the process and is used to the varying demands of the role.  So, they will get on with the work quicker and you just pay for their hours of work and any arranged expenses.  Inspectors often prefer experienced Programme Officers too as it means less hand-holding for them to do too. There is no need to provide office accommodation in the run up to hearings.

Downsides  Remote working means that the Programme Officer will not be down the corridor for a quick face-to-face chat . You may have to pay for expenses for the Programme Officer to stay locally during the hearings.  The hourly rate pro rata will be higher than the in-house option (although bear in mind that the overall cost may not be higher as experience usually comes hand in hand with greater productivity and efficiency).
3. Appoint a Programme Officer through an "agency company" 

There are a couple of companies like this and they are listed on the Planning Inspectorate’s Approved List of Programme Officers.  They are experienced Programme Officers who have set up as a company and manage a small group of Programme Officers listed on their books, by finding work and then allocating a Programme Officer to the job.

Pluses  You should get a Programme Officer with some experience, who is used to the varying demands of the role.  The person will also have the advantage of support to draw on from this company, in terms of advice and back -up.  For example, if the PO is ill during the hearings, then a replacement may easily be available to cover the work.
Downsides  It may be impersonal as you may not know the specific Programme Officer upon appointment as you will be dealing with the company.  The costs may be higher than dealing with an experienced Programme Officer direct.

And failing that, there is always a regular job advert in a planning magazine!

Planning Inspectorate