This document outlines a webinar on prioritization and time management for parks and recreation professionals, facilitated by Jim Wheeler. Participants will learn effective goal-setting techniques, task organization methods, and strategies for managing time and workload more efficiently. Key learning outcomes include understanding controllable vs. uncontrollable time factors and the use of an urgency/importance matrix for task prioritization.

1. Prioritization and
Time Management
Desktop Education for Parks &
Recreation
January 2013
Presented by Jim Wheeler

2. DESKTOP EDUCATION FOR PARKS AND RECREATION
WELCOME AND SIGN-IN
 PLEASE mute your
phone by hitting *6. YOU Please sign in (by
will be not be speaking during the
webinar. However, YOU WILL use typing in the chat
the webinar chat and feedback box
often.
box) with:
 Phone audio is much more
reliable than computer audio. If • Your Agency Name
you are listening through • The number of people
your computer speakers and watching/attending the
have audio problems during
the webinar PLEASE dial in webinar from your
to the number above. agency today
 Have you downloaded and • What is the name of
printed a copy of your the person who will be
handouts? (Sent in today’s inputting answers into
reminder update.)
the webinar application

3. Raise your hand here…
LET’S TAKE A LOOK AT THE WEBINAR APPLICATION
Orange indicates your input is
required…
• Raise Hand
• Feedback
• Text input
This is the Feedback Box
All Chat Conversations will appear here.
This is the chatbox… Type here, hit enter to send

4. Yes or No…
Do you want CEUs for this session?
 You do not need to be  Please direct any
a CPRS member to questions specific to
receive CEUs. CEUs to Leslie Fritz at
 You must view the CPRS (California Parks
session live and Recreation
Society)
 You must complete the
post webinar CEU  leslie@cprs.org
“Test” (8-10 questions)  916.665.2777
 Test must be returned
within 14 days of the
webinar date.

5. RAISE YOUR HAND IF…
You have ever found yourself
asking, “Where did the day go?”

6. 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.”

7. FILL IN THE TEXT BOX
My favorite thing about my job is…

8. SPEAKER INTRO
 Jim
Wheeler,
Manager Leisure
Services and
Aquatics Divisions
 City and County of
San Francisco
Recreation and
Parks Department

9. 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

10. 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

11. PRIORITIZATION
 The ability to effectively prioritize tasks will aid in your
time management
 Prioritization is fluid and never ending

12. GOAL SETTING
 Goal setting determines direction and is outcome
based
 SMART (Specific, Measureable, Attainable,
Realistic, Time-driven)

13. PRE-WEBINAR ASSIGNMENT ONE
 “How Good is Your Time Management?”
http://www.mindtools.com/pages/article/newHTE_88.htm

14. 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

15. FACTORS THAT TAKE TIME
 CONTROLLABLE?
 UNCONTROLLABLE?

16. CONTROLLABLE VS. UNCONTROLLABLE
 Controllable  Uncontrollable
 E-Mail  Poop
 Paper  The Boss
 Projects  VIP’s
 Site Visits  Emergencies
 Meetings  Illness

17. What are other
Controllable factors?
List in your text box…

18. What are other
WHAT ARE OTHER
UNcontrollable factors?
UNCONTROLLABLE FACTORS?
List in your text box…

19. YOU CANNOT CONTROL THE
UNCONTROLLABLE. BUT, YOU CAN
CONTROL HOW YOU DEAL WITH IT…

20. TOOLS THAT HELP MANAGE TIME AND
HELP PRIORITIZE TASKS
 10 to 15 items you deal
In your with on a regular basis
or one time project.
feedback box…
Did you develop  My current work task
a project/task list has 82 items, my
list? personal list has 15
Yes or
No

21. ITEMS FROM MY TO DO LIST
 Mid Year PPARS  LGTBQ Strategic Plan
 Mather TOE Planning  Lake Merced Project
 Big City Trip Dates  Red Cross Agreement
 Standardizing Forms  Coffman Plaster
 Soap Box Derby  Lifeguard Academy
 Bike Park Grant  Camp Mather Staffing
 Skate Ramp Parts  Eureka Valley Lights
 OEI Program Space  Glen Park Move Out
 Finding Urban Nature  Richmond Gym Floor
 Movement in the Parks  DSL at Sunset, Cox

22. BASIC TASK LISTING TIPS
 Carry a note
book or note
cards

23. BASIC TASK LISTING TIPS
 Transfer “field notes” to a task list

24. BASIC TASK LISTING TIPS
 Know what on your list is “Boss Stuff” and “Staff
Stuff”

25. BASIC TASK LISTING TIPS
Raise your
hand if you use
a “task” or “to How often do you re-
do” list? prioritize it?
(Use feedback box)
• A. Hourly
Re-prioritize • B. Daily
your task list • C. Weekly
continually. • D. Monthly

26. On your handout…
Take a moment and prioritize your pre-
assignment task list giving each item
an “A, B or C”.

27. A
B
C

28. THE URGENCY/IMPORTANCE MATRIX
 When you don’t know what to rate it or where it
goes…

29. 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

30. THE DAILY GRIND
 Paper and Files
 E-Mail
 Phone Calls
 Regular Staff Meetings

31. PAPER FILES
 Above ground and
underground files
Is your desk  Annual clean outs
A. clean or B.  F.A.R.T. system for
cluttered? dealing with paper
(feedback box)  File
 Act
 Refer
 Trash

32. E-MAIL
 Folders and flagging
How many features
each day?
(feedback  Monday check backs
box)
 Delete and archive for
• A. 1-20 faster searches
• B. 21-40
• C. 41-60
• D. 61 plus

33. 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

34. SAMPLE PHONE LOG

35. 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

36. 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

37. REVIEW
Please type in the text box
the most valuable thing you
learned today…

38. CALL TO ACTION
Please type into the text box one
thing you WILL do as a result of
being here today…

39. 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!

40. 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…

41. CONTACT JIM
 Jim Wheeler, Manager Leisure and Aquatics
San Francisco Recreation and Park Department
415-831-6833 james.wheeler@sfgov.org
 Jim Wheeler, Owner
Total Aquatic Management
510-523-3155 swimnjim@hotmail.com