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Priority Management <ul><li>Barbara B. Nixon </li></ul><ul><li>Georgia Southern University </li></ul>

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Objective: Manage Your Priorities <ul><li>Identify ways you waste time </li></ul><ul><li>Organize your workday more efficiently </li></ul><ul><li>Keep to your schedule </li></ul><ul><li>Identify personal and organizational changes to better manage priorities </li></ul>

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Pop Quiz #1 – 59 seconds <ul><li>List your top two priorities… </li></ul><ul><ul><li>School-related </li></ul></ul><ul><ul><li>Home/family-related </li></ul></ul>

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Pop Quiz #2 – Time Management Myths <ul><li>What’s wrong with these statements? </li></ul><ul><ul><li>We can manage time </li></ul></ul><ul><ul><li>Time management involves getting more done in less time </li></ul></ul><ul><ul><li>People need something expensive or electronic to get organized </li></ul></ul><ul><ul><li>The biggest time wasters are telephone interruptions, visitors, meetings, and rush jobs </li></ul></ul><ul><ul><li>It’s most efficient to stick to one task until it’s done </li></ul></ul><ul><ul><li>Time is money </li></ul></ul>

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Major Time Thieves Photo Credit: http://www.flickr.com/photos/adker/347903037/

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Planning Tips <ul><li>To Do Lists </li></ul><ul><ul><li>Make a daily list </li></ul></ul><ul><ul><li>Make a weekly list </li></ul></ul><ul><ul><li>Make a monthly/quarterly/annual list </li></ul></ul><ul><ul><li>Update your lists every morning </li></ul></ul><ul><ul><li>Create a Don’t Do list, too </li></ul></ul>

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Planning Tips, cont’d <ul><li>Planners and Organizers </li></ul><ul><ul><li>Maintain a master calendar of events </li></ul></ul><ul><ul><li>Carry your organizer/calendar with you </li></ul></ul><ul><ul><li>Make a note of all additional commitments </li></ul></ul><ul><ul><li>Consider high-tech options </li></ul></ul>

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Defining Goals <ul><li>“ Begin with the end in mind” — Stephen Covey </li></ul><ul><li>Determine the desired end result </li></ul><ul><li>Set short-term objectives for reaching goals </li></ul><ul><li>Adjust objectives as conditions change </li></ul>

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Prioritizing the Big Rocks

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Prioritizing <ul><li>Rank tasks in order of importance </li></ul><ul><li>Build in time for the unexpected </li></ul><ul><li>Leave time for thinking and planning </li></ul><ul><li>Remain flexible </li></ul><ul><li>Realize you won’t finish everything </li></ul>

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Prioritizing, cont’d <ul><li>“ Is this the best use of my time?” </li></ul><ul><li>“ Is this what I want or need to do right now?” </li></ul>

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Prime Time <ul><li>When do you have the most energy? </li></ul><ul><li>When are there fewest interruptions? </li></ul><ul><li>When can you schedule private time? </li></ul>

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Your Energy Cycle

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Energy Gains & Drains <ul><li>Things that energize me </li></ul><ul><li>Things that exhaust me </li></ul>

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Eat That Frog <ul><li>“ 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.” </li></ul><ul><ul><ul><ul><ul><li>— Mark Twain </li></ul></ul></ul></ul></ul>

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Procrastination <ul><li>Break a large job down into smaller parts </li></ul><ul><li>Do the easy parts first </li></ul><ul><li>Face unpleasant tasks squarely </li></ul><ul><li>Time yourself </li></ul><ul><li>Punish yourself </li></ul><ul><li>Reward yourself </li></ul>

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Phone Calls <ul><li>Incoming & outgoing calls </li></ul><ul><li>Text messages </li></ul>Photo Credit http://www.flickr.com/photos/spitzgogo/286917522/

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Written Messages <ul><li>File it </li></ul><ul><li>Act on it </li></ul><ul><li>Toss it </li></ul>Photo Credit http://www.flickr.com/photos/gregoryjameswalsh/2683796968/

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E-mail <ul><li>Does FAT work for e-mail? </li></ul>

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Interruptions & Emergencies <ul><li>The Black Hole of Interruptions </li></ul>

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Handling Emergencies <ul><li>Try not to drop everything </li></ul><ul><li>Spend only as much time as necessary </li></ul><ul><li>Return to your established schedule </li></ul>

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Stress Busters

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Tips for Productive Meetings <ul><li>Attend only essential meetings </li></ul><ul><li>Come prepared and participate effectively </li></ul><ul><li>Leave as soon as you can </li></ul><ul><li>When you are chairing a meeting </li></ul><ul><ul><li>choose a good time </li></ul></ul><ul><ul><li>impose a time limit </li></ul></ul><ul><ul><li>set a reasonable agenda </li></ul></ul>

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Monkey Management

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Rules for Dealing with Monkeys <ul><li>Monkeys should be fed or shot </li></ul><ul><li>Monkeys should be assigned their next feeding time </li></ul><ul><li>The monkey population should be kept below the maximum number the manager has time to feed </li></ul><ul><li>Monkey-feeding appointments may be rescheduled, but not indefinitely postponed </li></ul>http://harvardbusinessonline.hbsp.harvard.edu/hbsp/hbr/articles/article.jsp?articleID=99609&ml_action=get-article

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Zen and the Art of Priority Management <ul><li>Get to meetings early so you can compose yourself before the others arrive. </li></ul><ul><li>When the phone rings, let it ring one extra time to “get centered.” </li></ul><ul><li>Practice &quot;mindfulness&quot; by doing just one thing at a time, giving it your full attention. </li></ul><ul><li>Pause after you finish one task before beginning another. If possible, make it last for several minutes. </li></ul>

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Dangers of Multi-Tasking

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Say “No” & Mean It <ul><li>When someone suggests something you’d like to consider </li></ul><ul><li>When the timing’s just not right </li></ul><ul><li>When you have other priorities </li></ul>

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In Closing <ul><li>Time is one of your most valuable assets </li></ul><ul><li>Planning and organization are the keys to priority management </li></ul><ul><li>Eliminating time thieves allows you to accomplish essential tasks </li></ul><ul><li>Control your schedule instead of being controlled by it </li></ul>

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Priority Management <ul><li>Thank </li></ul><ul><li>you! </li></ul>