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Managing Multiple Priorities

Managing Multiple Priorities. August 2010. Our Plan. Step 1 – Evaluate the Goals & Tasks Step 2 – Plan Your To Do List Step 3 – Avoid Time Wasters Step 4 – Implement Your Plan Step 5 – Stay Focused Step 6 – Learn Your ABCs. Conscious. Unconscious. Focused. Unfocused. Multi-tasking.

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Managing Multiple Priorities

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  1. Managing Multiple Priorities August 2010

  2. Our Plan • Step 1 – Evaluate the Goals & Tasks • Step 2 – Plan Your To Do List • Step 3 – Avoid Time Wasters • Step 4 – Implement Your Plan • Step 5 – Stay Focused • Step 6 – Learn Your ABCs

  3. Conscious Unconscious

  4. Focused Unfocused

  5. Multi-tasking

  6. Conscious Unconscious

  7. Pie

  8. Pie Home Work Health

  9. Long Term Career: Area Director Performance: all 5’s Project: Overhaul the collection process Personal: Lose 50 pounds Short Term Career: Grade 7 RO Performance: good case reviews Project: new desk guide Personal: Sign up for ball room dance class Goals

  10. Evaluate the Tasks High High Importance High Urgency High Importance Low Urgency Low High Low Importance Low Urgency Low Importance High Urgency Low

  11. Exercise Make a list of 10 tasks and activities that you do on a regular basis. • Are they urgent? • Are they important? • Are there any that you could stop doing? • Any you could streamline to accomplish more efficiently? • Any that you could delegate to someone else?

  12. My To Do List

  13. Time Wasters • Messy desk/disorganized • No filing system • Phone calls • E-mails • Drop-bys / interruptions • Lack of scheduling • Poorly planned meetings • Procrastination

  14. My Space

  15. Filing Systems • A-Z • 1-100, etc • By person • By due date – 1 -31 and Jan. – Dec. • Outlook - .pst files

  16. E-mail • Flags – color coding • Sub folders / sharing folders • Rules – “while out” , “from the boss” • Clean out “sent” & “deleted” daily • Read and act on it • Don’t use inbox as a save folder

  17. Interruptions Exercise List 4-5 interruptions that you typically experience in the course of a day. • How do interruptions affect your work? • Which interruptions are necessary parts of your job? • Which interruptions can you control?

  18. Meetings Sample Agenda: • Welcome • Introductions/roll call • Awards/ Recognition/Presentations • Follow up from last meeting • Technical Topics • Survey/Engagement Topics • Non-Technical Topics • Roundtable • Set date and time for next meeting

  19. Project Management Exercise What does it take to make good pancakes?

  20. Project Management • Goal / Deliverables • Scope • Tasks / Actions • Timeline • Resources • Risk • Milestones • Results

  21. ABCs • AIM for new heights • Believe that you can make a difference • Challenge yourself every day • Destiny is not a matter of chance, it's a matter of choice • Each day we are given the gift of 24 hours • Focus on the task and supporting your goals • Give more than you think is possible • Handle it once

  22. Identify your strengths • Just do it • Keep your scheduling and task list up to date • Learning is a treasure that will follow you everywhere • Make conscious decisions • Never become someone else's 'time waster' • Organize your thoughts and then organize your actions • Prior planning prevents poor performance • Quitters never win and winners never quit

  23. Read, study and learn about everything • Stop procrastinating • Think about it • Understand yourself in order to better understand others • Visualize it • Work your plan and plan your work • Xcellerate your efforts • Your destiny is in your hands • Zero in on your target and go for it

  24. Questions

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