Managing Work Priorities

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Managing Work Priorities

• Presented by
• Felicity Mildon
• Wednesday 8th November 2006

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Time is what we want most, but what we use
worst.

• William Penn

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Workshop Objectives

• Discuss techniques and concepts to help us manage
  work priorities more effectively
• Think about stress and how we can manage it more
  effectively

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There is no such thing as time management? Why?
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becausewe can only manage ourselves in relation
to time.
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So how can we manage our time more effectively?

• Work longer?
• Work harder?
• Work faster?

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It requires three aspects

• Self awareness
• To change and adapt our habits (which is not
  always easy) and
• A positive attitude

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Discussion

• What habits do you have that waste time?

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Coveys Time Management Matrix
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To become a Quadrant 2 manager

• Identify roles
• Select goals
• Schedule
• Adapt as necessary
• Do the most important activities first
• Allow unplanned time

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Activity Importance of setting goals

• Chose 2 goals (work and personal)
• Make them a SMART goal
• Break it into sub-goals
• Identify the activities required to help you
  achieve the goals
• Use annual, monthly and weekly planners to help
  you

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Time management techniques

• Diaries and calendars
• Having an organised desk
• Organising paperwork
• Managing telephone calls
• Managing email
• Handling visitors
• Handling interruptions
• Managing meetings

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Managing paperwork

• 4 criteria
• Act on it
• Pass it on
• File it
• Bin it

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Telephone calls

• Plan your calls
• Screen calls
• Voice mail
• Set the tone at the start of the call

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Email

• Only view 2-3 times a day
• Handle once only
• Delete or file if not important
• Turn off email alert

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Work environment

• Organise your desk
• Keep filing up to date
• Do Not Disturb sign
• Work in a conference room
• Turn your desk to the wall

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Handling visitors/interruptions

• Set time limits (politely and assertively)
• Go to their work area
• Expect interruptions
• Schedule unplanned time

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Managing Meetings

• Have an agenda
• Start and end on time
• Minutes and action items
• Dont go unless you have to
• Be prepared

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Procrastination

• Why an how and do you procrastinate?

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Tips for overcoming procrastination

• Divide and conquer
• Start anywhere
• Bite the bullet
• Prioritise
• Avoid perfectionism
• Set deadlines
• Postpone it
• Dont do it
• Reward progress

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Managing stress

• Good nutrition
• Rest
• Physical fitness
• Support network
• Check negative thoughts
• Breathing

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Any questions