make and take prioritization january 2013 webinar slides
DESCRIPTION
Presented by Jim Wheeler, San Francisco Parks and Recreation Make and Take Prioritization, Part of Desktop Education for Parks and Recreation 2013 Webinar Series California Parks and Recreation Society, cprs.org Host by Jodi Rudick, advisorsmarketing.comTRANSCRIPT
Prioritization and Time Management
Desktop Education for Parks & Recreation
January 2013 Presented by Jim Wheeler
PLEASE mute your phone by hitting *6. YOU will be not be speaking during the webinar. However, YOU WILL use the webinar chat and feedback box often.
Phone audio is much more reliable than computer audio. If you are listening through your computer speakers and have audio problems during the webinar PLEASE dial in to the number above.
Have you downloaded and printed a copy of your handouts? (Sent in today’s reminder update.)
DESKTOP EDUCATION FOR PARKS AND RECREATIONWELCOME AND SIGN-IN
Please sign in (by typing in the chat box) with:• Your Agency Name• The number of
people watching/attending the webinar from your agency today
• What is the name of the person who will be inputting answers into the webinar application
LET’S TAKE A LOOK AT THE WEBINAR APPLICATION
Raise your hand here…
This is the Feedback Box
This is the chatbox… Type here, hit enter to send
Orange indicates your input is required…
• Raise Hand• Feedback• Text input
All Chat Conversations will appear here.
Yes or No…Do you want CEUs for this session?
You do not need to be a CPRS member to receive CEUs.
You must view the session live
You must complete the post webinar CEU “Test” (8-10 questions)
Test must be returned within 14 days of the webinar date.
Please direct any questions specific to CEUs to Leslie Fritz at CPRS (California Parks and Recreation Society)
[email protected] 916.665.2777
RAISE YOUR HAND IF…
You have ever found yourself asking, “Where did the day go?”
HOW WELL DO YOU AGREE WITH THIS STATEMENT:
(Answer in the feedback box)“My ability to prioritize my work and personal tasks while managing my time effectively is critical to my success.”
FILL IN THE TEXT BOX
My favorite thing about my job is…
SPEAKER INTRO
Jim Wheeler, Manager Leisure Services and Aquatics Divisions
City and County of San Francisco Recreation and Parks Department
PRIORITIZATION AND TIME MANAGEMENT LEARNING OUTCOMES
By the end of this webinar you should be able to: Explain the role goal setting plays in success Identify controllable and uncontrollable factors
that take time in the workplace Develop basic task listing techniques to organize
your workload Organize work using the “Urgency/Importance
Matrix” to prioritize tasks and daily duties Use proven techniques to improve efficiency in
handling phone calls, e-mails and paper filing
PRIORITIZATION OR GOAL SETTING?
There is a thin line between prioritization and goal setting
Goal setting is long range and takes priorities into account
Prioritization happens all day everyday
PRIORITIZATION
The ability to effectively prioritize tasks will aid in your time management
Prioritization is fluid and never ending
GOAL SETTING
Goal setting determines direction and is outcome based
SMART (Specific, Measureable, Attainable, Realistic, Time-driven)
PRE-WEBINAR ASSIGNMENT ONE
“How Good is Your Time Management?”
http://www.mindtools.com/pages/article/newHTE_88.htm
HOW GOOD IS YOUR TIME MANAGEMENT TEST SCORE POLLING
What was your score? (Select the corresponding letter in your Feedback Box)
• A. 46 – 75, You’re managing your time very effectively!
• B. 31 – 45, You’re good at some things, but there’s room for improvement elsewhere.
• C. 15 – 30, OUCH, the good news is there’s room for improvement.
• D. I DIDN’T TAKE THE TEST
FACTORS THAT TAKE TIME
CONTROLLABLE?
UNCONTROLLABLE?
CONTROLLABLE VS. UNCONTROLLABLE
Controllable E-Mail Paper Projects Site Visits Meetings
Uncontrollable Poop The Boss VIP’s Emergencies Illness
What are other Controllable factors?List in your text box…
WHAT ARE OTHER UNCONTROLLABLE FACTORS?
What are other UNcontrollable factors?List in your text box…
YOU CANNOT CONTROL THE UNCONTROLLABLE. BUT, YOU CAN CONTROL HOW YOU DEAL WITH IT…
TOOLS THAT HELP MANAGE TIME AND HELP PRIORITIZE TASKS
In your feedback box…Did you develop a project/task list?Yes orNo
10 to 15 items you deal with on a regular basis or one time project.
My current work task list has 82 items, my personal list has 15
ITEMS FROM MY TO DO LIST
Mid Year PPARS Mather TOE Planning Big City Trip Dates Standardizing Forms Soap Box Derby Bike Park Grant Skate Ramp Parts OEI Program Space Finding Urban Nature Movement in the
Parks
LGTBQ Strategic Plan Lake Merced Project Red Cross Agreement Coffman Plaster Lifeguard Academy Camp Mather
Staffing Eureka Valley Lights Glen Park Move Out Richmond Gym Floor DSL at Sunset, Cox
BASIC TASK LISTING TIPS
Carry a note book or note cards
BASIC TASK LISTING TIPS Transfer “field notes” to a task list
BASIC TASK LISTING TIPS
Know what on your list is “Boss Stuff” and “Staff Stuff”
Raise your hand if you use a “task” or “to do” list?
Re-prioritize your task list continually.
BASIC TASK LISTING TIPS
How often do you re-prioritize it? (Use feedback box)
• A. Hourly• B. Daily• C. Weekly• D. Monthly
On your handout…Take a moment and prioritize your pre-assignment task list giving each item an “A, B or C”.
A
B
C
THE URGENCY/IMPORTANCE MATRIX
When you don’t know what to rate it or where it goes…
URGENT VERSUS IMPORTANT
On your handout…• Take the items on your task list and
apply a couple of them to the matrix.• A, B, C or not on the list… If they are
important enough they will come back to you
THE DAILY GRIND
Paper and Files
Phone Calls
Regular Staff Meetings
PAPER FILES
Is your desk A. clean or B. cluttered? (feedback box)
Above ground and underground files
Annual clean outs
F.A.R.T. system for dealing with paper File Act Refer Trash
How many each day? (feedback box)• A. 1-20• B. 21-40• C. 41-60• D. 61 plus
Folders and flagging features
Monday check backs
Delete and archive for faster searches
PHONE CALLS
The office phone versus the cell phone, let people know where you stand
You don’t have to answer them all, that’s why there is voice mail
Use a phone log for record keeping of calls in and out of your office
SAMPLE PHONE LOG
STAFF
Regular Meetings with Staff and Superiors
Teach them what is urgent, what you need to know, what you trust them with, your priorities
2 Minute Rule is critical to success
Make them come to you if possible
Always remain approachable
PRIORITIZATION AND TIME MANAGEMENT LEARNING OUTCOMES
You should NOW be able to: Explain the role goal setting plays in
success Identify controllable and uncontrollable
factors that take time in the workplace Develop basic task listing techniques to
organize your workload Organize work using the
“Urgency/Importance Matrix” to prioritize tasks and daily duties
Use proven techniques to improve efficiency in handling phone calls, e-mails and paper filing
REVIEW
Please type in the text box the most valuable thing you learned today…
CALL TO ACTION
Please type into the text box one thing you WILL do as a result of being here today…
SEE YOU NEXT MONTH!
Speaker: Dr. Chris Chamberlain Make and Take Energize, Motivate and
Sustain Momentum in your Staff
Remember -- Your follow-up email with today’s slides, handouts AND CEU Test (required only for those wishing to receive CEU credit for this webinar) will arrive in about an hour!
FEEDBACK PLEASE…HOW STRONGLY TO YOU AGREE WITH THIS STATEMENT…
This webinar was a very good use of my/our time. I look forward to next month’s session.
Feel free to leave additional comments or suggestions in the text box…
CONTACT JIM
Jim Wheeler, Manager Leisure and Aquatics San Francisco Recreation and Park Department 415-831-6833 [email protected]
Jim Wheeler, Owner Total Aquatic Management 510-523-3155 [email protected]