Decide on Importance/Urgency Important Urgent Important Not-Urgent Less Important, but Urgent Less Important, Not Urgent
Important/Critical (Urgent) This is Crisis Management Reactive Mode – Fires to be Put Out Public Calls/Council Requests “Take action” mode – Command Phone calls or emails (if important and unimportant are mixed, must assume …)
Important/ Non-Critical (Non-Urgent) This is planned, managed work Work done to “get ahead” Most types of Planning & Delegating Relationship-Building Budgets and scheduling Quality Training Employee Reviews and Coaching
Less Important/Critical (Urgent) Allowing outside forces to distract you Sometime “have to do anyway” just to keep from breaking expectations – If so, do it quick and just “good enough” Reduce these over time Inefficient processes May just be “unimportant” for you to be doing it. – Delegate
Less Important/ Non-critical (Non-Urgent) Time wasted Personal business Excessive small talk Reports no one reads Out-dated routines Grinding old axes and complaining STOP: Activity Time
TIPS: PLAN YOUR WEEK & DAY Use a calendar. Keep track with TO-DO list. Schedule important in most productive time. Prioritize – don’t just do easy ones. Minimize interruptions. Delegate tasks. Everything takes longer than you think, plan on it. Control your e-mail.
TIPS: PROJECTS & TASKS Don’t leave a task incomplete. Group like tasks together. Control procrastination – break large projects into parts. Reward yourself when a job is done. Make a list of steps to complete job. Do the unpleasant first. Learn to say “no,” but “yes” is commitment.
TIPS: PAPERWORK Eliminate unnecessary paperwork. Handle only once (throw, file, act). Jot notes in a planner, avoid scraps of paper. Don’t work in clutter. Fill out planner at end of each day – to be ready for next day.
TIPS: TELEPHONE Use answer machine or voice mail. Return all calls before end of day. Plan what you will say before calling. Take control by asking first question. Use headset, if you need hands free. Phone before a letter or personal contact. E-mail or fax, but focus on customer service. Use LOG to track messages.
TIPS: EQUIPMENT & WORK AREA Keep equipment in good repair. Use latest technology. Use good ergonomics. Prepare work area at end of day. Keep often used items at reach. Arrange so conversation is comfortable.
TIPS: ERRANDS Do many errands at one time. Make list of stops and what you will need to take. Determine route before you start. STOP: Activity Time TWO YOU CAN USE?
TIPS: DELEGATION “Good management consists of showing average people how to do the work of superior people.” – John D. Rockefeller Assign duties to the right people. Grant people authority to do job. Minimize “Yo-Yo” delegation. Make assignment and due date specific. Don’t delegate the critical thing you do.
What Have We Learned? Tracking Time Importance/Urgency Tips – Regular Best Tip for Supervisor: Delegation