Preparing for Results

Urgent Time Management

Urgency engulfs us; yet the most urgent task is not usually the most important!
Urgent _ Tasks that need immediate attention; an issue of deadline, time.
Important _ Tasks of major impact and of significant value; often involves a great amount of resources of time, people, money; an issue of significance.
Three Key Factors
Prioritize _ Decide what you want in life
Organize _ Simplify, prioritize, focus, and use memory tools
Control _ Self-discipline, “Don’t go wait’ in for no motivation!”

Time Challenged
Everyone can improve performance and success by learning how to make time an ally instead of an enemy. It isn’t that there isn’t enough time in the day; it’s that most people don’t use their time efficiently or effectively.

The term “time management” is a misnomer. No one can manage time – time is a critical resource which cannot be bought, sold, or saved. Time is one of the very few resources that is spent in equal increments by everyone.

Time Summary Tips
 Time does not discriminate
 Identify the problem
 Own the problem
 Don’t procrastinate
 Avoid casual visitors and distractions
 Organize your work area
 Ensure all meeting have a purpose and time limit
 Screen calls and take messages
 Never underestimate the time required to do a job
 Allow time for the unexpected
 Plan your day
 Prioritize!
 Don’t wait for motivation

“Freedom from chaos is liberating!”

Prioritization: Time & Impact
Many people are overwhelmed with too much to do and too little time. As you struggle to get caught up, new tasks and responsibilities just keep rolling in, like the waves of the ocean.
An average person who develops the habit of setting clear priorities and getting important tasks completed quickly will be successful at work and in life.
Step 1: List five (5) things you need to do on the spaces below.
Step 2: Identify the score of 1, 2, or 3 in the “Time” column next to each item based on the amount of time required to complete the task. (See scoring below.)
Step 3: Identify the score of 5, 3, or 1 in the “Impact” column next to each item based on the value and contribution the item contributes to the significance of your joy. In other words, how important is the item’s value to your work and to the organization. (See scoring below; scoring of 4 or 2 are optional.)
Step 4: Add the number in the rows for each task and place that number in the “Score” column.
Step 5: Priority your tasks in the “Priority” column by numbering priorities 1-5 with the number 1 priority as the task receiving the highest score.

TimeImpactComparison-Download File-

Examining Tasks & Priorities
Step 1: List five (5) things you need to do on the spaces below.
Step 2: Task Comparison – Start with Task#1 and compare it to each of the other 4 tasks as follows:
A. Compare the importance task #1 with task #2 placing a check mark in the shaded space of the higher priority item
B. Compare the importance of task #1 with task #3 placing a check mark in the shaded space of the higher priority item
C. Compare the importance of task #1 with task #4 placing a check mark in the shaded space of the higher priority item
D. Compare the importance of task #1 with task #5 placing a check mark in the shaded space of the higher priority item
Step 3: Move to Task #2 and compare it to the remaining 3 tasks listed below on the list following the format above by placing a check on the shaded area of the higher priority.
Step 4: Move to Task #3 and compare this task to the remaining 2 tasks listed below on the list following the format above by placing a check on the shaded area of the higher priority.
Step 5: Move to Task #4 and compare this task to the remaining 1 task listed below on the list following the format above by placing a check on the shaded area of the higher priority.
Step 6: Count the number of check marks to the right of each task in the row and place the count in the right column titled priority. The item(s) with the most number of checks, is the top priority.

ExamineTaskPriorities-Download File here-