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Prioritizing

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Effective time management
Effective time management
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Prioritizing

  1. 1. PRIORITIZING Prepared by: MARISEL INDON LUNA CLINICAL NURSE SPECIALIST-OR AFHSR
  2. 2.  Prioritizing is about making choices of what to do and what not to do. To prioritize effectively you need to be able to recognize what is important, as well as to see the difference between urgent and important.  The important, or high priority, tasks are the tasks that help us achieve our long-term goals or can have other meaningful and significant long-term consequences. Read more: http://www.businessdictionary.com/definition/prioritization.html#ixzz4047yMDkI
  3. 3.  Prioritizing skills are your ability to see what tasks are more important at each moment and give those tasks more of your attention, energy, and time. You focus on what is important at the expense of lower value activities.
  4. 4. FACTS  We all have many things to do, and we never have time and energy to do them all.  We don't have time and resources to do them equally well either.  Many things will be left undone, no matter how hard you try.  Prioritizing is a way to solve that frustrating problem.
  5. 5. DIFFERENT TASK
  6. 6. SOLUTION: "Prioritizing is the answer to time management problems - not computers, efficiency experts, or matrix scheduling. You do not need to do work faster or to eliminate gaps in productivity to make better use of your time. You need to spend more time on the right things...“ C. Ray Johnson, in one of the final chapters of his book CEO Logic : How to Think and Act Like a Chief Executive, summarizes:
  7. 7.  At first glance, many of the tasks we face during a day seem equally urgent and important. Yet, if you take a closer look, you will see that many of the urgent activities we are involved are not really important in the long run.  At the same time, things that are most important for us, like improving ourselves and our skills, getting a better education, spending time with family, often are not urgent.
  8. 8.  One key reason why prioritizing works, and works well, is the 80/20 Rule. The 80/20 Rule states that 80 percent of our typical activities contribute less than 20 percent to the value of our work.
  9. 9.  So, if you do only the most important 20 percent of your tasks you still get most of the value. Then, if you focus most of your efforts on those top value activities, you achieve much more than before, or you will have more time to spend with your family.
  10. 10. 2 APPROACH IN PRIORITIZING  Approach number one involves tackling the biggest tasks first and getting them out of the way. The idea is that by tackling them first you deal with the pressure and anxiety that builds up and prevents you from getting anything done—whether we’re talking about big or small tasks. Leo Babauta is a proponent of this method.  Approach number two involves tackling the tasks you can get done quickly and easily, with minimal effort. Proponents of this method believe that by tackling the small fries first, you’ll have less noise distracting you from the periphery of your consciousness.
  11. 11.  With good prioritizing skills, you finish as soon as possible all the important urgent tasks, the ones that would get you into a crisis or trouble otherwise. Then, you focus your attention and try to give more and more time to those most important, but not urgent tasks, the ones that are most rewarding in the long run.
  12. 12.  Prioritizing principles can be applied to both planned and unplanned activities.  For planned activities, like the ones included in your to do list, you can mark each of your tasks with "A", "B", or "C", depending on its importance. The "B" tasks should be done only after you are finished with all the most important "A" tasks, the ones that just must be done. If you have time after you are finished with the "B" tasks, you can move on to the "C" ones.
  13. 13.  When you set priorities in to do lists, also keep asking yourself if any of your tasks can be eliminated or delegated.  When you prioritize unplanned activities, you often need to make quick decisions, and you don't have time to analyze the situation in full. It is best just to keep in mind your goals and rely on your instincts. Your effectiveness in such situations depends very much on the clarity of your goals.
  14. 14. HOW TO PRIORITIZE WORK WHEN EVERYTHING IS #1
  15. 15.  All projects—especially large, complex projects—need clear priorities. Easier said than done. You can count on technical projects, no matter how well-planned, to involve change orders, re-prioritization and the regular appearance of surprises. It’s just the natural order of things.  But still. Knowing how to prioritize work affects the success of your project, the engagement of your team, and your role as a leader.
  16. 16.  One of the biggest challenges for project managers and leaders is accurately prioritizing the work that matters on a daily basis. Even if you have the best project management software on the planet, you’re the one who enters information into the tool. And, you don’t want to fall into the role of crying “top priority” for every other project that comes down the pike. Just as you have to be diligent and have the right kind of project insight to ensure that nobody’s working on yesterday’s priorities. It takes a lot of practice to get this right.  To help you manage your team’s workload and hit deadlines, here are 6 steps to prioritizing projects that have a lot of moving parts.
  17. 17. 1. COLLECT A LIST OF ALL YOUR TASKS.  Pull together everything you could possibly consider getting done in a day. Don’t worry about the order, or the number of items up front.
  18. 18. WHAT TO WRITE?  Write down everything you need to do. Start breaking it down and writing down what exactly you need to do in whatever order the things occur to you.  Within the time frame that's got you stressing, select all the tasks--however big or small--that will need to be accomplished and list them out.  List projects that need to be accomplished, decisions that need to be made, and errands that need to be run.
  19. 19. 2. IDENTIFY URGENT VS. IMPORTANT.  The next step is to see if you have any tasks that need immediate attention. We’re talking about work that, if not completed by the end of the day or in the next several hours, will have serious negative consequences (missed client deadline; missed publication or release deadlines, etc.). Check to see if there are any high-pri dependencies that rely on you finishing up a piece of work now.
  20. 20. 3. ASSESS VALUE  Next, look at your important work and identify what carries the highest value to your business and organization. As a general practice, you want to recognize exactly which types of tasks have top priority over the others.  For example, focus on: client projects before internal work; setting up the new CEO’s computer before re- configuring the database; answering support tickets before writing training materials, and so on. Another way to assess value is to look at how many people are impacted by your work.  In general, the more people involved or impacted, the higher the stakes.
  21. 21. 4. ORDER TASKS BY ESTIMATED EFFORT  If you have tasks that seem to tie for priority standing, check their estimates, and start on whichever one you think will take the most effort to complete.  Productivity experts suggest the tactic of starting the lengthier task first. But, if you feel like you can’t focus on your meatier projects before you finish up the shorter task, then go with your gut and do that. It can be motivating to check a small task off the list before diving into deeper waters.
  22. 22. 5. BE FLEXIBLE AND ADAPTABLE  Uncertainty and change is a given. Know that your priorities will change, and often when you least expect them to. But—and here’s the trick—you also want to stay focused on the tasks you’re committed to completing.
  23. 23.  To be able to effectively prioritize, you must be able to deal with changing priorities.  Take them as they come and decide if they are urgent or not.
  24. 24. 6. KNOW WHEN TO CUT.  You probably can’t get to everything on your list. After you prioritize your tasks and look at your estimates, cut the remaining tasks from your list, and focus on the priorities that you know you must and can complete for the day. Then take a deep breathe, dive in and be ready for anything.
  25. 25.  Cross tasks off the list as you complete them. Congratulations! As you move through the list, take a glad moment to cross each thing off, deleting it from the file, or cutting it off the paper and ceremonially setting the scrap on fire. Take a minute to reward yourself for each little accomplishment. You're doing it!
  26. 26. CONCLUSION  Prioritizing is a way to solve that frustrating problem.  Taking charge of your space and your time allows you to focus on what is important, meet deadlines and minimize job and personal stress.
  27. 27. REFERENCE:  http://www.liquidplanner.com/blog/how-to-prioritize-work-when-everythings-1/  http://www.shutterstock.com/s/priority/search.html?page=1&inline=293274554  http://www.inc.com/lauren-perkins/how-to-prioritize-when-everything-is-a- priority.html  http://www.lifehack.org/articles/featured/mastering-the-art-of-prioritization.html  http://www.search.ask.com/  http://www.wikihow.com/Prioritize  References  “Prioritizing effectively.” Time Management.Com.,http://www.time- managementguide.com/prioritizing.html  2.http://www.mindtools.com/pages/article/newHTE_05.htm  3.“How to prioritize a to do list.” http://www.ehow.com/how_8791_prioritize- list.html  4.“Choosing a Time Management Tool.” http://www.bellaonline.com/articles/art39834.asp
  28. 28. THANK YOU!!! HAVE A NICE DAY!!!

Notes de l'éditeur

  • I’m sure you know the feeling of getting up for work in the morning with the feeling of having so much to do that you don’t know where to start. Oftentimes, everything that you have to do seems like a priority, which makes it tough to figure out where to begin.
  • As a principle, it means doing 'first things first;' as a process, it means evaluating a group of items/task and ranking them in their order of importance or urgency

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