On Friday, April 11, 2008 I attended a Fred Pryor Seminar entitled “Managing Multiple Priorities.” I would like to share what I learned. If you would like a copy of the seminar workbook, let me know and I'll make you a copy.
By Fermina Bush
First of all you need to establish a direction—a target.
Ask yourself:
- Which of my responsibilities/projects has the greatest positive impact on the mission or bottom-line of my organization?
- Which of my responsibilities/projects has the greatest potential to advance my career?
- Which of my responsibilities/projects do I enjoy the most?
Set goals. Characteristics of high quality goals are:
S Specific, written, visual
M Measurable, progressing
A Action oriented, happening
R Realistic, reachable, doable
T Time bound, has a beginning and an end.
Example:
Starting today, I will spend 15 minutes a day sorting through my paperwork and filing it until it is completed by April 15, 2008.
Create a Master To-do List. Why--because you need to remember, begin to prioritize, to stay on task and mark it off. When you think it, write it down, make it your constant companion, review it daily and choose your task. Break your project down into blocks of time on your calendar and dedicate a time to work on it on a daily basis until you finish it before the deadline.
Time-savers and Technology: Pick a software program or piece of technology such as a PDA, Cell, DVD player you already use and learn two new things it can do for you. Take a class or invest in teaching programs that will help you understand how a software program is programmed to do what you want it to do.
Techniques for prioritizing:
Breakdown your tasks or projects into long-term, short-term and immediate deadlines and complete in accordance to importance. Mark them as high payoff (invest significant time), moderate payoff (invest moderate time) and low payoff (invest brief time).
Develop efficient and organizational skills—ask yourself:
- What activities take the majority of time during the day?
- What activities should be given more time?
- What activities should be given less time?
Keep a time log—dedicate a certain amount of time to a task or project on a daily basis.
Streamline and organize paperwork—five things you can do with a piece of paper.
T Throw it away
R Refer it
A Act on it
S File it
H Read it later
Schedule a time to reorganize your office or work area--sort all loose papers, place most used materials near you, throw away or move clutter, rearrange your workspace for maximum productivity.
Filing tips—use broad generic headings with a noun, not an adjective. File in chronological order with the most recent in the front, return frequently used papers to the front.
Reading tips—read the table of contents in periodicals or skim all headlines in newspapers first, circle the articles you wish to read. Flip to the articles and either tear them out or photocopy them. Speed-skim articles by skipping to the first subheading and reading the first few sentences of each paragraph. Take a rapid reading course.
Telephone and Drop-in Interruptions—get rid of the chair in your office, let the calls go to voicemail and return them at a later time designated for this.
Conquering Procrastination—just do it! Plan and schedule, delegate, trade, break down project, plan a reward, plan an event, work together, establish standard starting format, tell others about it, set a deadline.
Creating Effective Meetings—start with an agenda and invite only people that have to do with the project.
Steps to Reduce Day-to-Day Stress—schedule leisure time, find ways to laugh, consciously slow down when not working, change negative self-talk to positive, continually search for a change of scenery, rethink what you eat, exercise, consistently focus on what you can control.