Managing Multiple Projects, Objectives and Deadlines

1. Managing Multiple Projects, Objectives and Deadlines Calvin College Presented by Sherine Clarke

2. Gaining Control of Your Workday Page 6

3. The 10 “Golden Rules” of Time Management • Know how you currently spend your time. • Identify your “prime time.” • Do tomorrow’s planning tonight. • Ask yourself “Why am I doing what I’m doing right now?” often. • Handle each piece of paper once.

4. The 10 “Golden Rules” of Time Management • Plan your work, but work your plan. • Delegate whenever possible. • Delegate wisely. • Identify your high-payoff items. • Concentrate on results, not on being busy.

5. Evaluate Your Time Log • Conduct a time study to see where your time is going • Evaluate how you're doing and where you can improve • Eliminate what doesn`t work • Be your own boss • Ask yourself: Have I met my goals, and what changes can I make to achieve them?

6. Define • Habit #1: Begin with the end in mind • Have an objective for the day • Clearly identify what needs to be done today • Visualize success and put it in writing • Set a specific goal • I need to finish (or work on) in amount of time the task name today.

7. Four Principles for a Successful “To-Do” List • Make it a project list • Evaluate frequently—Ask yourself, “Is this still important?” • Use it! • In the morning • Update each evening • After an interruption • Bored or torn between two tasks

8. Concentrate on RESULTS!! • Review past accomplishments as well as future things to do. • Check off items as you complete them to give yourself a sense of accomplishment • Create an I`ve Accomplished file or system • Review your contributions with your boss

9. Eliminating the Big ThreeProductivity Killers • Poor planning • Personal disorganization • Procrastination

10. Plan • Plan your next day today! • Use one planning system for everything! • Block off Strategic Reserve Time (SRT) • major activities, emergencies, quick tasks, interruptions & thinking time

11. Plan (con`t) • Plan for balance – family, fitness, social, etc. • Create a Quick Task file • Routine requests or tasks • Create a Post-it Note folder

12. Effective vs. Efficient Effective is doing the right things Efficient is doing the right things RIGHT!

13. Five Steps That Will Improve Your Effectiveness • Make the most of your unscheduled time • Be results oriented • Focus on one or two tasks at a time • Let go of perfectionism • Mentally prepare

14. Surfing Internet for personal use Talking with co-workers Conducting personal business Daydreaming Running errands off-site Making personal phone calls Applying for other jobs Planning personal events Arriving late and leaving early Others Top Time Wasters According to America Online® and Salary.Com

15. Personal Action Plan Page 17 Dealing with Organizational Issues

16. The ACTION Plan • Are measurable • Compatible with your mission • Time-specific • In writing • Ownership and accountability • Negotiated (agreed upon)

17. Action-Oriented Project Goal Send a man to the moon, return him safely to earth by the end of the decade.

18. Identifying and Setting Priorities

19. Managing Competing Priorities II. Proactivity & Balance I. Necessity III. Deception IV. Time Waster

20. II. Proactivity I. Necessity Crisis Deadline-driven Pressing problems Planning (To do lists) One-time projects Training or Cross training Wrong priorities Relationship building Caused by procrastination Empowerment (mission) Rationalize the activity Trivial tasks Confuse action & progress Escape activity Interruptions Gossip Low priorities tasks Personal phone calls Reports, emails & meetings Personal emails & Web surfing Surfing the Net Busy work III. Deception IV. Time Waster

21. How to Battle the Stressors • What is important and urgent (I) • What is important, but not urgent (II) • What is not important, but is urgent (III) • What is not important and not urgent (IV) • Make a prioritized action list • Determine the best time of day

22. Getting Organized Page 27

23. Divide and Conquer • Grandiose Organize the office Clean the garage • Great Organize my files Toss /donate things that are no longer needed • Good Organize top file drawer Sort “like” things together • Go for it Organize my tax files Buy storage systems

24. Damming the Paper Flow T  Toss what you don’t need. A Act on all paper immediately. M Make notes on correspondence that requires follow up. E Easiest way to communicate: by phone or face to face.

25. Active vs. Passive • Passive It was suggested by the boss that consideration be given to......... The room is being brighten by the lights. • Active The boss suggested we consider...... The lights brighten the room.

26. When you communicate…… 7% 38% 55% • what percentage of your emotions is conveyed through your: • Words • Verbal • Non-verbal

27. Diplomatic way to confront someone Facts Impact Reason Request

28. Personal Action Plan Page 40 Improve Your Organization Skills

29. Project Management 101Consistently deliver great performance

30. Project Management 101 Work Breakdown Structure (WBS)

31. Phase 1 Phase 2 Phase 3 Phase 4 Phase 5 (Phase 6) 5-Phase Project Management Process

32. Phase 1 Phase 2 Phase 3 Phase 4 Phase 5 (Phase 6) 5-Phase Project Management Process Schedule Tasks & Activities Approval

33. Work Breakdown Structure (WBS)

34. Phase 1 Phase 2 Phase 3 Phase 4 Phase 5 (Phase 6) 5-Phase Project Management Process Assign Tasks & Activities Communicate Meet Put out fires

35. Project Management 101 Tasklist

36. Phase 1 Phase 2 Phase 3 Phase 4 Phase 5 (Phase 6) 5-Phase Project Management Process

37. Predict & Prevent Baby Monster Patrol!!! • What could go wrong with your project? • Plan A • Plan B • Plan C

38. Phase 1 Phase 2 Phase 3 Phase 4 Phase 5 (Phase 6) 5-Phase Project Management Process

39. Phase 1 Phase 2 Phase 3 Phase 4 Phase 5 (Phase 6) 5-Phase Project Management Process

40. Phase 1 Phase 2 Phase 3 Phase 4 Phase 5 (Phase 6) 5-Phase Project Management Process

41. Phase 1 Phase 2 Phase 3 Phase 4 Phase 5 (Phase 6) 5-Phase Project Management Process

42. Phase 1 Phase 2 Phase 3 Phase 4 Phase 5 (Phase 6) 5-Phase Project Management Process

43. ExercisePersonality Style Inventory Page 51

44. Saying “No” U S A nderstand ituation lternative