Managing Managing Multiple Multiple PrioritiesPriorities

August 2010August 2010

Our PlanOur 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

ConsciousConscious

UnconsciousUnconscious

FocusedFocused

UnfocusedUnfocused

Multi-taskingMulti-tasking

ConsciousConscious

UnconsciousUnconscious

PiePie

PiePie

Work

Home

Health

GoalsGoalsLong Term

Career: Area DirectorPerformance: all 5’sProject: Overhaul the

collection processPersonal: Lose 50

pounds

Short TermCareer: Grade 7 ROPerformance: good

case reviewsProject: new desk

guidePersonal: Sign up for

ball room dance class

Evaluate the TasksEvaluate the TasksHigh

HighLow

Low

High Importance

High UrgencyHigh Importance

Low Urgency

Low Importance

Low Urgency

Low Importance

High Urgency

ExerciseExercise

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?

My To Do ListMy To Do List

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

My SpaceMy Space

Filing SystemsFiling Systems

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

E-mailE-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

InterruptionsInterruptions

ExerciseList 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?

MeetingsMeetingsSample 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

Project ManagementProject Management

ExerciseWhat does it take to make

good pancakes?

• Goal / Deliverables• Scope• Tasks / Actions• Timeline• Resources• Risk• Milestones• Results

Project ManagementProject Management

ABCsABCs

• 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

• 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

• 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

QuestionsQuestions