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Priority&Procrastination

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Priority&Procrastination

  1. 1. TIME MANAGEMENT, PRIORITISATION AND OVERCOMING PROCRASTINATION!
  2. 2. INCREASING EFFICIENCY  How can you increase your efficiency each day?
  3. 3. Reducing Stress
  4. 4. CAUSES OF STRESS  What causes stress?  Internal sources  External sources  What is stressful for you?
  5. 5. EFFECTS OF STRESS
  6. 6. REDUCING STRESS  Reduce your stress through:  Time Management  Organization  Delegation
  7. 7. TIME MANAGEMENT WORKS MOST OF THE TIME….BUT No matter how much you increase in productivity, it seems that you will never catch up. It appears that you will always be behind in some tasks and responsibilities.
  8. 8. YOUR FROG (PROCRATINATION) • The biggest and most important task.  The one you are most likely to procrastinate on.  It is also the one that can have the greatest impact on your career.
  9. 9. PLANNING  Select the most important task at each moment…then get started on that task getting it done quickly and well.  The hardest part of any task is getting started in the first place.
  10. 10. SO, HOW DO WE INCREASE OUR EFFICIENCY?
  11. 11. The most powerful thinking tool for success is your ability to discriminate between one priority and another.
  12. 12. IMPROVE YOUR EFFICIENCY  Resist temptation to start with the easy task.  The most important decision you can make each day is the choice of what to do with your time.
  13. 13. DO THE MOST DIFFICULT TASK FIRST  Clear your desk so you have one important task like a big frog waiting.  Discipline yourself to do your most difficult task before anything else.  Do this for 21 days until it becomes a habit, and you will notice that you have doubled your production in less than one month.
  14. 14. 3 QUESTIONS TO ASK YOURSELF EVERY DAY  What are my highest value activities?  What can I and only I do, that if done well, will make a successful difference?  What is the most valuable use of my time right now?
  15. 15. THINK ON PAPER – 7 STEPS  Decide exactly what you want.  Write it down.  Set a deadline on your goal.  List what you must do to achieve your goal.  Organize the list into a plan.  Take action on your plan immediately.  Resolve to do something every day that moves you towards your major goal.
  16. 16. 6 “P” FORMULA  Proper  Prior  Planning  Prevents  Poor  Performance”
  17. 17. IN CONCLUSION:  – Don’t procrastinate but progressively develop the habit of doing the most difficult task first and you will never look back.  – You will become one of the most productive people in your department! AND FINALLY
  18. 18. ORGANIZE AND PRIORITIZE Prioritize your tasks Where do the majority of your tasks fall on the chart?
  19. 19. ORGANIZE AND PRIORITIZE Quadrant I Immediate Attention Required
  20. 20. ORGANIZE AND PRIORITIZE Quadrant II Requires attention, but not yet critical
  21. 21. ORGANIZE AND PRIORITIZE Quadrant III “Nice to do”
  22. 22. ORGANIZE AND PRIORITIZE Quadrant IV These activities are time eaters
  23. 23. INCREASE EFFECTIVENESS • After organizing and categorizing tasks, prioritize tasks • Develop new skills – Time Sense – Goal Setting – Time Planning – Recognize Procrastination • Celebrate your accomplishments
  24. 24. ORGANIZE AND PRIORITIZE • Plan your work, then work your plan – The “to-do” list – Assess your tasks – Plan for the unplanned

Notes de l'éditeur

  • We all know there is a set amount of hours in each day to get our work done. We all also know that there are certain people or things that can steal minutes and even hours from your day – that take you away from your work. These time stealers can take many forms like too many meetings, no opportunities for delegation, telephone interruptions, demands from others, procrastination, or poor follow-up. You can control some time eaters, and cannot control others. Examine your day and identify the time eaters that you can control. Work to eliminate them to make each minute count.
    Ask yourself:
    Can I control this time eater?
    If I can control it, what will I gain if I eliminate or reduce it?
    What steps will I need to take to eliminate this time eater?
    How will I know when I am starting to see results?
    Another way to use your time more effectively is to accept the events in your life that you cannot control. Focus your energies on the events at work that you can control.
    We may become stressed if we cannot complete all of our work each day. Let’s look at some ways to reduce stress in your life.
  • Often stress comes from outside sources:
    Major life changes – good and bad
    Work
    Relationship difficulties
    Financial problems
    Being too busy
    Children and family
    Not all stress is caused by external factors. Stress can also be self-generated. Common internal causes of stress include the following:
    Inability to accept uncertainty
    Pessimism
    Negative self-talk
    Unrealistic expectations
    Perfectionism
    Lack of assertiveness
    What's Stressful For You?
    What's stressful for you may be quite different from what's stressful to your best friend, your spouse, or the person next door. For example:
    Some people enjoy speaking in public; others are terrified.
    Some people are more productive under deadline pressure; others are miserably tense.
    Some people are eager to help family and friends through difficult times; others find it very stressful.
    Some people feel comfortable complaining about bad service in a restaurant; others find it so difficult to complain so that they prefer to suffer in silence.
    Some people may feel that changes at work represent a welcome opportunity; others worry about whether they'll be able to cope.
  • Too much prolonged stress can be harmful to us. Let’s look at some effects of stress.
  • Time Management – Schedule (but don’t over-schedule), list, and prioritize tasks.
    Plan each day. Planning your day can help you accomplish more and feel more in control of your life. Write a to-do list, putting the most important tasks at the top. Keep a schedule of your daily activities to minimize conflicts and last-minute rushes.
    Prioritize your tasks. Time-consuming, but relatively unimportant tasks can consume a lot of your day. Prioritizing tasks will ensure that you spend your time and energy on those that are truly important to you.
    Say no to nonessential tasks. Consider your goals and schedule before agreeing to take on additional work.
    Take the time you need to do a quality job. Doing work right the first time may take more time up front, but errors usually result in time spent making corrections, which takes more time overall.
    Practice the 10-minute rule. Work on a dreaded task for 10 minutes each day. Once you get started, you may find you can finish it.
    Evaluate how you're spending your time. Keep a diary of everything you do for three days to determine how you're spending your time. Look for time that can be used more wisely. For example, could you take a bus or train to work and use the commute to catch up on reading? If so, you could free up some time to exercise or spend with family or friends.
    Take a break when needed. Too much stress can derail your attempts at getting organized. When you need a break, take one. Take a walk. Do some quick stretches at your workstation. Take a day of vacation to rest and re-energize.
    Organization – Make a place for work and personal tasks in your schedule. Plan daily for short-term goals and plan weekly or longer for larger goals. Organize your physical space. There's a direct relationship between clutter and stress; more of one causes more of the other. When you are surrounded by piles, it's hard to relax, to feel at peace, to be contented with your living or working environment.
    Delegate – Are there some things you can delegate?
  • Stephen Covey describes a high-level prioritization scheme in his book The Seven Habits of Highly Effective People. In this scheme, tasks are categorized by four quadrants:
    QI – Important and Urgent
    QII – Important, but Not Urgent
    QIII – Not Important, but Urgent
    QIV – Not Important and Not Urgent
    Think of a party that you have planned. There are numerous tasks you must complete for the party to be a success. As we discuss each quadrant, think about where these tasks may fall.
  • Quadrant I – Important and Urgent. This quadrant include a crisis, pressing problems, deadline-driven projects, and meeting preparations. These should be completed today. If these are not done today, there will be serious repercussions.
    Important and Urgent Party Task:
    You are having a very large party at a local venue. The day before your party, the building catches fire and burns down. You now need to immediately locate a new venue for your event. This task is important because you need a place to have the party, as well as urgent, due to the party occurring the next day. This requires your immediate attention, or the party will not be a success.
  • Quadrant II – Important, but Not Urgent. (Preparations, Presentations, Planning, Relationship Building, True Recreation, Empowerment) – These should be done soon. It would be nice to do these today; but, they can be put off for a later time. If these are not completed, nothing significant will happen.
    Dr. Covey notes that highly effective people make time for the QII activities, and that doing so can reduce the time spent in other quadrants.
    Important, but Not Urgent Party Scenario:
    It is two months before your big party. You need to order invitations, and have made an appointment with the local stationary store. This is an important task, but at this time, it is not urgent.
  • Quadrant III – Urgent, but Not Important. (Interruptions, some phone calls, some mail, some reports, some meetings, many proximate pressing matters, many popular activities) – There is not a set time frame. These are “nice to do” items. If these items are not done, nothing significant will happen.
    Urgent, but Not Important Party Scenario:
    Three days before your party, you decide that it would be really nice to have 300 handmade party favors ready for your guests. Because it is so close to your party date, this is an urgent task. However, if you do not complete this task, nothing significant will happen. You will still have a nice party, and your guests will not know the difference.
  • Quadrant IV – Not Urgent and Not Important. (Trivia, busywork, junk mail, some phone calls, time thieves, “escape” activities) – These items are your time eaters.
    Effective people stay out of Quadrants III and IV because, urgent or not, they are not important. They also shrink Quadrant I down to size by spending more time in Quadrant II, which is the heart of effective personal management. Our effectiveness takes a quantum leap when we start doing the things in Quadrant II on a regular basis.
    Not Urgent and Not Important Party Scenario:
    You have two weeks until your party, and decide that you would like to add another food item to your menu. You already have enough food ordered, and this item is not needed. Since you have plenty of time, this is not an urgent matter. Also, if you do not add this item to your menu, there are no significant consequences, making the task “not important.”
  • Everything in your life cannot be a priority.
    Prioritize your tasks. Within the categories, rate the tasks by what must be done first, second, etc.
    Time Sense – This is a skill of estimating how long each task will take.
    Goal Setting – Where do you want to be at the end of a set time period?
    Time Planning – Outline ahead of time the work you need to do in a specific time frame.
    Recognizing Procrastination – This comes frequently disguised as an excuse (need a bigger block of time, more information required, need inspiration, etc.).
    What did you get done? Don’t focus on what you DIDN’T do; focus on what you DID do.
    http://extension.missouri.edu/explorepdf/hesguide/humanrel/gh6653.pdf
  • Time management statistics show that 15 minutes of planning saves an hour in execution and improves the quality of your work. Many people say that a plan is no use, as their work day is too fluid for planning. A plan gives you direction, a backbone of what you want to complete, and having a plan does not mean you can’t change it.
    http://www.effective-time-management-strategies.com/time-management-statistics.html
    The to-do list has stood the test of time.
    Assess your tasks by priority (more in a few slides).
    Planning for the unplanned – leave room in the schedule for traffic, a difficult client, or an unexpected deadline or issue.

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