Managing
Multiple
Priorities
August 2010
Our Plan
• Step
• Step
• Step
• Step
• Step
• Step
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2
3
4
5
6
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Evaluate the Goals & Tasks
Plan Your To Do List
Avoid Time Wasters
Implement Your Plan
Stay Focused
Learn Your ABCs
Conscious
Unconscious
Focused
Unfocused
Multi-tasking
Conscious
Unconscious
Pie
Pie
Home
Work
Health
Goals
Long Term
Career: Area Director
Performance: all 5’s
Project: Overhaul the
collection process
Personal: Lose 50
pounds
Short Term
Career: Grade 7 RO
Performance: good
case reviews
Project: new desk
guide
Personal: Sign up for
ball room dance
class
Evaluate the Tasks
High
High Importance
High Importance
High Urgency
Low Urgency
Low
High
Low Importance
Low Importance
Low Urgency
High Urgency
Low
Exercise
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 List
Time Wasters
• Messy desk/disorganized
• No filing system
• Phone calls
• E-mails
• Drop-bys / interruptions
• Lack of scheduling
• Poorly planned meetings
• Procrastination
My Space
Filing Systems
• A-Z
• 1-100, etc
• By person
• By due date – 1 -31 and
Jan. – Dec.
• Outlook - .pst files
E-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
Interruptions
Exercise
List 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?
Meetings
Sample 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 Management
Exercise
What does it take to make
good pancakes?
Project Management
• Goal / Deliverables
• Scope
• Tasks / Actions
• Timeline
• Resources
• Risk
• Milestones
• Results
ABCs
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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
Questions