managing multiple priorities
DESCRIPTION
Managing Multiple Priorities. Heather Brierley. Reasons for Poor Time Management. Poor job description Personal disorganisation Organisational/Life issues. What am I FOR?. F Fundamental O Outcome RRequirement. Achieve, Mark Butcher. Structuring Your Day. Diaries Review Plans - PowerPoint PPT PresentationTRANSCRIPT
Managing Multiple Priorities
Heather Brierley
Reasons for Poor Time Management
• Poor job description
• Personal disorganisation
• Organisational/Life issues
What am I FOR?
F Fundamental
O Outcome
R Requirement
Achieve, Mark Butcher
Q1 Urgent and Important
•Genuine crises•Pressing problems•Projects/work driven by deadlines•Fire fighting
Q2 Not Urgent but Important
•Planning, •Relationship building,•Creative thinking – new opportunities,•Preventing crises, projecting•Professional knowledge
Q3 Not Important but Urgent
•Interruptions•Some calls •Some mail•Some reports•Unprepared meetings
Q4 Not Important and Not Urgent
•Irrelevant mail and calls•Trivia•Unproductive activities•Stuff we like to do
Q1 Urgent and Important
•Genuine crises•Pressing problems•Projects/work driven by deadlines•Fire fighting
Consequences
- Burnout
- Stress
Q2 Not Urgent but Important
•Planning, •Relationship building,•Creative thinking – new opportunities,•Preventing crises, projecting•Professional knowledge
Consequences
- Vision
- Perspective
- Control
- Balance
Q3 Not Important but Urgent
•Interruptions•Some calls •Some mail•Some reports•Unprepared meetings
Consequences
- Out of control
- Short term focus
- Feel victimised
Q4 Not Important and Not Urgent
•Irrelevant mail and calls•Trivia•Unproductive activities•Stuff we like to do
Consequences
- Irresponsibility
- Dependant on others
Structuring Your Day
• Diaries
• Review Plans
• Multi-task
• High Energy Times
• Hidden Hour
Impacts of Procrastination
• Distress from delay
• Missed opportunities
• Last minute anxiety
• Guilt
• Damage to reputation
• Missed deadlines
• Sub-standard work
Why Procrastinate?• Reaction to threat
• Fear of Failure – need to be perfect
• Inner critic
• Short term gain – reduce tension, fun
• Logic based on past experience
• Fear of failure > Procrastination > Self-Criticism > Anxiety > Loss of confidence > Fear of Failure
Tips to overcome procrastination
• Everything so far
• Self impose deadlines
• Produce don’t procrastinate
• Think about starting tasks
• Bite size
• Time for leisure
Turn Procrastination into Action
• Often changing our ‘inner voice’ and our ‘self-talk’ is the first step to changing our thoughts, feelings and behaviours. Here are some phrases as example:
• Think about some of the messages you give yourself when you think about the tasks you need to complete and identify other procrastination messages and how you can turn them into positive statements to promote action.
Procrastinators Producers
I have to I choose to
I must finish When can I start?
This is so big Take one small step
I must be perfect I am human
I don’t have time to play
I will make time to play
COMMUNICATE
Useful Resources
• Achieve! Personal Effectiveness in the Not-for-Profit Sector, Mark Butcher, 2003
The above can be purchased online at www.dsc.org.uk/publications
• The 7 Habits of Highly Effective People, Steven R. Covey
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Achieve! Personal Effectiveness in the Not-for Profit Sector
Mark Butcher
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Heather Brierley
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