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Priority Management

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This training session is designed to help you make better use of your valuable time. The session will focus on practical techniques and information that you can start using right away, today, to gain …

This training session is designed to help you make better use of your valuable time. The session will focus on practical techniques and information that you can start using right away, today, to gain more control over your busy schedule.
We will cover everything from planning, to prioritizing, to delegating, to controlling the people who control your time. We’ll talk about how to deal more efficiently with meetings, phones, paperwork, interruptions, and emergencies without letting them sidetrack you and sabotage your schedule.

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  • I. Speaker’s Notes: This training session is designed to help you make better use of your valuable time. The session will focus on practical techniques and information that you can start using right away, today, to gain more control over your busy schedule. We will cover everything from planning, to prioritizing, to delegating, to controlling the people who control your time. We’ll talk about how to deal more efficiently with meetings, phones, paperwork, interruptions, and emergencies without letting them sidetrack you and sabotage your schedule.

Transcript

  • 1. Priority Management
    • Barbara B. Nixon
    • Georgia Southern University
  • 2. Objective: Manage Your Priorities
    • Identify ways you waste time
    • Organize your workday more efficiently
    • Keep to your schedule
    • Identify personal and organizational changes to better manage priorities
  • 3. Pop Quiz #1 – 59 seconds
    • List your top two priorities…
      • School-related
      • Home/family-related
  • 4. Pop Quiz #2 – Time Management Myths
    • What’s wrong with these statements?
      • We can manage time
      • Time management involves getting more done in less time
      • People need something expensive or electronic to get organized
      • The biggest time wasters are telephone interruptions, visitors, meetings, and rush jobs
      • It’s most efficient to stick to one task until it’s done
      • Time is money
  • 5. Major Time Thieves Photo Credit: http://www.flickr.com/photos/adker/347903037/
  • 6. Planning Tips
    • To Do Lists
      • Make a daily list
      • Make a weekly list
      • Make a monthly/quarterly/annual list
      • Update your lists every morning
      • Create a Don’t Do list, too
  • 7. Planning Tips, cont’d
    • Planners and Organizers
      • Maintain a master calendar of events
      • Carry your organizer/calendar with you
      • Make a note of all additional commitments
      • Consider high-tech options
  • 8. Defining Goals
    • “ Begin with the end in mind” — Stephen Covey
    • Determine the desired end result
    • Set short-term objectives for reaching goals
    • Adjust objectives as conditions change
  • 9. Prioritizing the Big Rocks
  • 10. Prioritizing
    • Rank tasks in order of importance
    • Build in time for the unexpected
    • Leave time for thinking and planning
    • Remain flexible
    • Realize you won’t finish everything
  • 11. Prioritizing, cont’d
    • “ Is this the best use of my time?”
    • “ Is this what I want or need to do right now?”
  • 12. Prime Time
    • When do you have the most energy?
    • When are there fewest interruptions?
    • When can you schedule private time?
  • 13. Your Energy Cycle
  • 14. Energy Gains & Drains
    • Things that energize me
    • Things that exhaust me
  • 15. Eat That Frog
    • “ If you eat a live frog first thing in the morning, it’s likely that will be the worst thing that will happen to either of you all day.”
            • — Mark Twain
  • 16. Procrastination
    • Break a large job down into smaller parts
    • Do the easy parts first
    • Face unpleasant tasks squarely
    • Time yourself
    • Punish yourself
    • Reward yourself
  • 17. Phone Calls
    • Incoming & outgoing calls
    • Text messages
    Photo Credit http://www.flickr.com/photos/spitzgogo/286917522/
  • 18. Written Messages
    • File it
    • Act on it
    • Toss it
    Photo Credit http://www.flickr.com/photos/gregoryjameswalsh/2683796968/
  • 19. E-mail
    • Does FAT work for e-mail?
  • 20. Interruptions & Emergencies
    • The Black Hole of Interruptions
  • 21. Handling Emergencies
    • Try not to drop everything
    • Spend only as much time as necessary
    • Return to your established schedule
  • 22. Stress Busters
  • 23. Tips for Productive Meetings
    • Attend only essential meetings
    • Come prepared and participate effectively
    • Leave as soon as you can
    • When you are chairing a meeting
      • choose a good time
      • impose a time limit
      • set a reasonable agenda
  • 24. Monkey Management
  • 25. Rules for Dealing with Monkeys
    • Monkeys should be fed or shot
    • Monkeys should be assigned their next feeding time
    • The monkey population should be kept below the maximum number the manager has time to feed
    • Monkey-feeding appointments may be rescheduled, but not indefinitely postponed
    http://harvardbusinessonline.hbsp.harvard.edu/hbsp/hbr/articles/article.jsp?articleID=99609&ml_action=get-article
  • 26. Zen and the Art of Priority Management
    • Get to meetings early so you can compose yourself before the others arrive.
    • When the phone rings, let it ring one extra time to “get centered.”
    • Practice "mindfulness" by doing just one thing at a time, giving it your full attention.
    • Pause after you finish one task before beginning another. If possible, make it last for several minutes.
  • 27. Dangers of Multi-Tasking
  • 28. Say “No” & Mean It
    • When someone suggests something you’d like to consider
    • When the timing’s just not right
    • When you have other priorities
  • 29. In Closing
    • Time is one of your most valuable assets
    • Planning and organization are the keys to priority management
    • Eliminating time thieves allows you to accomplish essential tasks
    • Control your schedule instead of being controlled by it
  • 30. Priority Management
    • Thank
    • you!