2014 jra mmp_1 day_updated.ppt

Copyright©2010 J Ramos Associates LLC

Presented by: June E. Ramos

MANAGING MULTIPLE PRIORITIES


OBJECTIVES

•  Understand the relationship between effectiveness and productivity

•  Get more results in less time

•  Learn and use a tool for better prioritization

•  Avoid reactive responses to conflicting priorities

•  Gain one to two hours per day

•  Learn how to solve time wasters

•  Work more efficiently and effectively

•  Develop systems to keep you organized


OUR FOCUS

•  Learn something new •  Validate what I already

know but may not be doing

•  B.F.O. •  Common sense does not

always equal common practice


TODAY’S GOALS

•  Create more results in your life

•  Increase productivity and effectiveness

•  Get more done in less time

•  Make better time choices


INSANITY

The art of doing the same thing over and over and expecting different results.

-Albert Einstein


RULES OF ENGAGEMENT

•  Watch time •  Distraction Free Electronics •  Participate and share ideas;

Ask questions •  Focus •  Have fun! •  No snoring! •  **Breaks/Lunch


GET MORE DONE WITH LESS EFFORT

If you complete the same amount of work in: •  15 minutes less/day •  30 minutes less/day •  60 minutes less/day

Then you save per year

•  1.5 weeks •  3 weeks •  6 weeks

What would you do if you had an extra 30 minutes a day?


MY MOTIVATORS

•  Why do you want to be a better time manager?

•  What is your higher end goal? •  Write your own compelling

reason(s) -- WIIFY


INTRODUCTIONS

•  What proof indicates we are managing our priorities well?

•  My motivators


REFLECTION

You need to spend quality time, detached from the daily grind,

thinking about, getting control of, and managing

the daily grind. -David Allen

Getting Things Done


FANTASIES AND REALITY

•  Not enough time? •  Save time? •  Work longer to get it done? •  Work harder?


INGREDIENTS FOR SUCCESS

• Make a plan • Work a plan • Protect your

plan


Choices

What is the best use of my time,

right now?


KEY INGREDIENTS FOR SUCCESS

•  Clear goals and objectives

•  A method to prioritize •  Implementation


•  Procrastination •  Delegation issues/

communication •  Personal disorganization •  Unable to protect priorities

(No; negotiation) •  Interruptions •  Email •  Crises Management/The

Unexpected •  Wasted Meetings •  Other?

TIME CHALLENGES


. . .about managing multiple priorities?

My Burning Questions. . .


CONSIDER THIS…

Are my time robbers more externally or internally

focused?

Am I truly swamped or just disorganized?


WHERE DOES MY TIME GO?


RECORD YOUR WEEK

•  Sales •  Growth and

improvement/training •  Managing people •  Non-managerial/

ongoing daily •  Meetings •  E-mail •  Travel •  Customer management •  Phone

•  Strategy/planning •  Crisis/emergencies •  Administrative/routine •  Self/Personal •  Friends •  Life Maintenance •  TV/Reading •  Self Development •  Commute •  Volunteer •  Spiritual/Religious


The Myth of Multitasking

•  Divides your attention •  Damages productivity •  Takes longer •  Lack of focus •  Increases stress •  Impairs memory •  Highly addictive

** David Crenshaw


Eat That Frog!


MASTER ACTION LIST

•  Projects •  Milestones/scheduled

due dates •  Meetings •  Routine (check e-mail;

return phone calls; filing)

•  Expense reports

•  Training •  1:1 with employee

or manager •  Errands •  Buy birthday present •  Clean closet/garage •  Package to FedEx


Top 20%

TO DO

3.  DOE client meeting prep 4.  HR Ethics Training development 5.  Performance appraisal for John 6.  D.C. office computer tutorial for staff 7.  Lunch with Jim Williamson 8.  Review new hire orientation checklist with Jane 9.  Budgetary projections for FY2012 10.  Prepare Agenda for next week’s staff meeting


TO DO

1.  Finalize proposal 2.  Complete and send workbook to client 3.  Submit invoice 4.  Travel expenses 5.  San Antonio travel (next month trip) 6.  Clean desk/file 7.  Call about computer training 8.  Weekly highlight report due tomorrow 9.  Plan Friday meeting Agenda 10.  Set lunch appointment with Paul


THE PARETO PRINCIPLE

•  80/20 Rule •  Economics/

wealth •  Multiple

applications •  Time

effectiveness


Top Tips on 80/20 Rule

•  Do the worst first! (Eat that frog!)

•  Make an appointment with self on top 20% activities

•  Say no to conflicting priorities to protect your top 20%


Your 80%

•  Filler time •  Routine •  Do not schedule –

complete as windows of time open

•  Remember that activity ≠ results!


How Do I Know my Top Priorities?


HIPO/LOPO

•  Payoff – important, contributes to key values and goals, high yield results

•  Priority – Urgency, time and deadline dependent


High Payoff/ High Priority

I

High Payoff/ Low Priority

II

Low Payoff/ High Priority

III

Low Payoff/ Low Priority

IV



I Delay is no longer

possible Production






I URGENT:

Delay is no longer possible


II Delayable Prevention Re-charge





I URGENT:





III Others’ priorities

Routine Time Gets Stolen




I URGENT:



II Delayable Prevention

Re-charge





IV Low Return

Activities Time Wasters

Procrastination Lost Time




possible







IV Time Wasters



CASE STUDY

1.  Review tasks and activities

2.  Determine if item is a HIPO or LOPO -- which quadrant?

3.  Ignore 4D’s/When column for now




possible







IV Time Wasters



TAKE ACTION ON EACH DEMAND ONCE

D1 -‐ Destroy (Dump or Delete/Recycle)

D2 -‐ Do It (2 Minutes or Less)

D3 -‐ Delegate/Ask for Help

D4 -‐ Delay/Defer (Use Tickler Systems/Reminders)


FOUR QUESTIONS TO HELP YOU “DUMP”

•  Have I used this information in the last year?

•  Is there a consequence for not retaining it?

•  Does this information support my Key Result Life/Work Areas?

•  Is this information irreplaceable? Could I find it elsewhere if I need it later?


Junk Mail

•  Open over the trash can or shredder

•  Stay away from a flat surface

•  Review three “clues” on front of each envelope

•  Apply to email as well!


D2 - DO IT!

•  Quick items (including e-mail) •  2 minutes (If longer, delay and

schedule) •  Clear items quickly while

processing •  Organize your day for

remainder items


D3 - DELEGATE

•  Why I avoid delegating? •  Give it up! -- to someone

who can do it better than you, faster than you or just “good enough” (David Allen, GTD)


D4 - DELAY/DEFER

•  Do it yourself -- Later! •  Schedule it (Tickler File

system) •  Put a time estimate on

the task •  This is NOT

procrastination!


GROUP DISCUSSION

•  Go back to Case Study Exercise

•  Review items in relation to 4D’s processing


TAKE ACTION ON EACH DEMAND ONCE

D1 -‐ Destroy (Dump or Delete/Recycle)

D2 -‐ Do It (2 Minutes or Less)

D3 -‐ Delegate/Ask for Help

D4 -‐ Delay/Defer (Use Tickler Systems/Reminders)


Application Exercise

•  Return to your Master Action List

•  Apply HIPO/LOPO and 4D Model to your own list


To do

Transfer

Master Ac0on List

In-‐basket

Reminders

Email in-‐

basket

Project Folders


KEYS TO SCHEDULING

Be realistic in your estimates

ü Ask others ü Check files ü Factor 20% ü Time yourself

(average time 3x)

Watch hidden time costs

ü Thinking time ü Surprises ü Set up time ü Clean up time ü Travel time


Conflicting Priorities – “No”

•  Rule – There will never be enough time to do everything you have to do

•  What can you reasonably say no to? •  If not no, what can I negotiate and

leverage?


How to Decide

1.  Why am I being asked to do this? Purpose of request?

2.  Is this task something I want to do? 3.  Is the request (or what part of the

request is) negotiable? 4.  Could I delegate this request? 5.  What is the acceptable level of

accomplishment?


Put it in Perspective

If I only had a year to live and could only select a short list of activities, would this be on it? (Reminder – don’t sweat the small stuff!)


Consequence of Saying No

Payoff for Saying No

Consequence of Saying Yes

Payoff for Saying Yes


Keeping Commitments = Trust

•  Don’t agree if you can’t accomplish the task

•  Keep your commitments if you say yes

•  If you run into problems, renegotiate a new deadline (give early warning)


The Power of No

“When I know what’s important to me based on my values and goals, it’s easy to say no to something else.” “If you say yes to someone else’s demand, you are saying no to something on your list!”


Interruptions

•  Start and Stop – increases the time necessary to complete the task by as much as 500 percent!

•  Look for blocks of uninterrupted time for your top 20% activities – your Frogs!


TECHNOLOGY – FRIEND OR FOE?

•  E-mail •  Smart Phones •  Texting •  Instant Messaging •  Other?


10 Seconds (or less)


Big Rocks



I URGENT:



II Delayable

Prevention Re-charge





IV Time Wasters


Quadrant II Focus


IDEA OR MIND MAPPING

Main Idea


Thank you…

QUESTIONS?

June Ramos TEL 303.679.8700

2014 jra mmp_1 day_updated.ppt

Leadership & Management

quality time

time robbers

time wasters

better time manager

minutes lessday

conflicting priorities

daily grind

better prioritization