Use a List for All Necessary Duties

Date: 10/01/2021

It is easy to forget to handle certain necessary tasks, especially if they are only required infrequently. For example, one of the tasks that is often neglected is updating the boilerplate on purchase order forms. Failing to do so may overlook changes in the law that change what is required by the government for purchase transactions or negotiations. Those terms and conditions should be checked every year or so.

There are other duties that may require a reminder. Every so often, you may need to dispose of old equipment or sell scrap paper or metal which can be part of your job in purchasing.

One duty that is often neglected is to work on budget preparation. Another is to shop for better suppliers of certain products.

When you are very busy handling routine day-to-day duties, it is easy to forget to work on a project that was assigned by your boss. Don’t be surprised that time to work on the project will soon run out. A list of what needs to be done will remind you.

A good list includes scheduling times for action. It may be divided by day, week, month, and/or annually. It can include specific start dates and due dates.

A list of duties is helpful in evaluating available time when you are asked to do something extra. It is helpful in showing management how much work needs to be done. It is useful when comparing work load with the work force and justifying the need for additional help.

Use the list to estimate the time required for each job. This can then be used to schedule work over a time period and avoid being late in submitting a report or taking required action.

The list needs to be updated periodically. Some duties need to be added, and others need to be deleted. Temporary duties such as negotiating for a particular product may no longer be necessary.

Listing periodic and scheduled negotiations for blanket orders or long term agreements avoids making costly hasty agreements to insure stock availability.