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Priority Management

Priority Management. Facilitator. Name of Organization. Objectives. After completing this session, you will be able to Identify methods to analyze and organize tasks apply basic project management concepts demonstrate techniques to arrange and reduce paper records and files. Agenda.

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Priority Management

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  1. Priority Management Facilitator Name of Organization

  2. Objectives • After completing this session, you will be able to • Identify methods to analyze and organize tasks • apply basic project management concepts • demonstrate techniques to arrange and reduce paper records and files.

  3. Agenda • Mastering Your Time • Project Management • Managing Records • Putting It All Together

  4. Introductions

  5. Assessment

  6. 1 Mastering Your Time

  7. Needs Fulfilled by Time Management • To feel more in control of our lives • To make the most of every day • To accomplish what we set out to do

  8. Step 1: Prioritizing • Focus on roles and responsibilities at work and at home. • Ask yourself, “What is the most important thing for me to be doing at this time?” • Devote less energy to non-critical tasks • Know what your work actually is and what is involved.

  9. Model for Reviewing Work • 50,000+ feet: Life as a whole • 40,000 feet: 3-5 year vision • 30,000 feet: 1-2 year goals • 20,000 feet: Areas of responsibility • 10,000 feet: Current projects • Ground level: Current actions • Source: Allen, David. Getting Things Done. New York, NY: Penguin Group, 2001.

  10. Step 2: Analyzing • Look closely at where you are spending your time. • Log your time for one week. • Search for pockets of time, items to cut, time of day tasks are done, pace of work. • Analyze and adjust scheduling and routines as needed.

  11. Questions to Ask • How are most of your hours spent? • Is your schedule in balance (work, family, time for self)? • Did anything from your log surprise you? • Is there any time you cannot account for? • How do you decide what to spend your time doing?

  12. Step 3: Filtering • We cannot find time; we have to make it by taking it away from other activities. • The easiest option is not always the best. • Consider if the action is what you want or need to be doing right now; if not, say “no.”

  13. Filtering Categories • Urgent / Important: Needs immediate attention • Aligns with priorities • Important / Not Urgent: No sense of immediacy • Must be done • Urgent / Not Important: Not tied to priorities • Involves others’ urgencies • Not Important / Not Urgent: Time wasters • Source: Cook, Marshall J. Time Management. Avon, MA: Adams Media, 1998.

  14. Step 4: Scheduling • creates a plan of action for days, weeks, months • uses organizational tools: planner, PDA, scheduling software, lists • assists with focus on important tasks and responsibilities aligned with priorities • allows for flexibility as needs change.

  15. Scheduling Tips • Record to-do items in one reliable location. • Overestimate time to accomplish tasks. • Avoid overbooking to allow for interruptions and urgencies. • Keep things in perspective. • Customize your format and be flexible. • Source: Allen, David. Getting Things Done. New York, NY: Penguin Group, 2001.

  16. Scheduling Tips • Do important tasks first. • Break large tasks down into pieces. • Schedule for long-term and short-term. • Build in breaks for yourself. • Be ready to “let it go” if necessary; not all days will go according to plan.

  17. Step 5: Execute • Take action based on plans and priorities. • Take charge of your time and your schedule. • Acknowledge when and where time wasters occur and take steps to eliminate. • Use goals, roles, and responsibilities to drive productivity.

  18. Executing “Saying No” • Meetings that are ineffective or unnecessary. • New projects that are misaligned with goals or resources. • Tasks that are a waste of time; look for alternative actions. • You are not the right person for the job. • You need to focus.

  19. Self Management • Time cannot be saved or stored. • We must manage ourselves in relation to time. • It’s the way we use time that matters, not how much we have. • Any bad habits must be changed to better control our use of time.

  20. Time Management Exercise

  21. 2 Project Management

  22. ACTIVITYPreparing for Your Project

  23. Project Management Project Execution Project Definition Project Planning Project Closure • Define the project. • Plan the project. • Execute the project. • Close the project.

  24. Planning the Project Work Breakdown Structure (WBS)

  25. ProjectManagement

  26. 3 Managing Records

  27. Questions to Ask Yourself • Can I really find what I need quickly and can someone else find it if necessary? • Is my work environment slowing me down or making me feel out of control? • Do I feel overwhelmed by paper?

  28. Our Sources of Clutter • Nesting instinct: Things provide a sense of security and comfort. • Messy = creative: In reality, a mess is costing you time. • Chronic saving: You never know when you might need it.

  29. The Paperwork Process • Step 1: Sort items into categories. • Step 2: Take action: file, delegate, or toss. • Step 3: Maintain a paperwork routine.

  30. 1. Sort • If overwhelming, start with small chunks of time: 15 minutes, 30 minutes, and so forth. • Stand up while sorting; this increases efficiency with sense of urgency. • Touch each item only one and make a quick decision.

  31. 2. Take Action • If a piece of paper only needs a brief response, do it now. • Schedule a short filing session once a day, week, or month. • If a more thoughtful response is required, schedule a task.

  32. Notes on Filing Documents • Keep hanging file tabs on one side of the folder only for easy scanning. • Create different file folders: reading, to-do, vendors, invoices, upcoming events, and so forth; store them in a wire rack for easy access.

  33. 3. Maintain a Routine • Block out time for dealing with clutter: 15 minutes a day, one hour a week, and so forth. • Use files, containers, and other desk accessories for easy organization. • Ask, “Do I really want or need this?”

  34. Tips to Handle Paperwork • Carry a notebook with you at all time to present having loose pieces of paper. • Create files immediately and keep an accessible file cabinet close. • Keep supplies for rerouting and recycling handy.

  35. Tips to Handle Paperwork • Ask to be taken off of unnecessary mailing lists and subscriptions. • Clip useful material from periodicals and toss the rest. • Skim and scan reading material; schedule reading for twice a week.

  36. Tips to Handle Paperwork • Ask “How valuable is this information?” • Toss envelopes away immediately. • Toss old drafts of documents. • Throw out the previous month’s magazine when the new one arrives.

  37. Tips to Handle Paperwork • Ask subordinates to limit the number and length of written reports. • Cut back on sending and keeping memos; call instead. • Enter business contacts into a database; toss business cards when done.

  38. 5 Putting It All Together

  39. Summary • Our objectives today were to learn to • identify methods to analyze and organize tasks • apply basic project management concepts • demonstrate techniques to arrange and reduce paper records and files.

  40. Action Plan Hold a daily planning session to prioritize your activities. Keep a record of your daily activities. Update your personal planning system and use it on a daily basis. 24 Hours: 7 Days: 30 Days:

  41. Priority Management Contact Info Name of Organization

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