Chapter 5 Organizing Your Work And Time Flashcards
When you take on supervisory responsibilities, ______ becomes more important than ever before. (Page 68)
planning
______ developed a fairly simple system to prioritize the many competing demands he face as president of the U.S. he recognized that task have not only importance, but also urgency. (Page 69)
General Dwrigt D. Eisenhower
______ is based on an activity’s value to the vision of the organization and how it contributes to the organization’s mission, leadership’s priorities, and your work goals. (Page 69)
Importance
If you are spending too much time putting out fires, you are responding to the ______, not the important. (Page 70)
Urgent
Putting out fires produces _____ and is inefficient use of the organizations resources. A steady diet of _____ has been shown to cause employee turnover and health problems. (Page 70)
stress
Spending ____ of your time on what has importance (your goals and objectives), rather on what has urgency (telephone calls and e-mails), will make you and your team high performers. (Page 70)
80 percent
Your first step in organizing your work is to put your _____ where you will see them while planning your daily work. (Page 70)
strategic goals
Your highest strategic priorities, are the task that? (Page 70)
support your vision.
Your most urgent priorities are the task with? (Page 70)
approaching deadlines
The most common way to organize task is to? (Page 70)
create a to-do list
_____ is a popular method for prioritizing to-do list.
ABC-123
When creating an ABC-123 list write an “A” next to? (Page 71)
every high priority item
When creating an ABC-123 list, write a “C” next to (Page 71)
every low priority item
When creating an ABC-123 list write a “B” next to every item that? (Page 71)
deserves medium priority
Because ______ is so important to your success as a supervisor, it is worth it to find and learn how to use the best tools available. (Page 71)
managing your time
Separating information from action: Action request can be categorized similarly by these four categories: (Page 72)
- Do it
- Delegate it
- Defer it
- Delete it
Separating information from action: If completing the task will only take a _______, then just do it. (Page 73)
minute or two
When ever you _____, be sure to clarify your expectations and give them a firm due date. (Page 73)
delegate
What is one of the most common management mistakes?(Page 74)
Not delegating enough
______ frees your from focusing too much on technical work at the expense of the strategic management and leadership responsibilities that are essential to your supervisory role. (Page 74)
Delegation
If a task cannot be completed in a few minutes or delegated, you should ____ it. (Page 74)
defer
If possible, you should set aside time each day to read e-mail, sort paperwork, and return phone calls. Usually _______ is enough for checking e-mail. (Page 75)
two or three times a day
Studies show that if you check your email immediately upon receiving an alert, you will consume more than _____ before returning to what you were working on. (Page 75)
23 minutes
More than ____ of alert checkers never return to what they were working on before the interruption. (Page 75)
61 percent
_____ is delaying action items that should be done now.(Page 76)
Procrastination
Whatever the reason, procrastination often produces ______ and _____.
personal stress and anxiety
What are the four basic types of meetings? (Page 76)
Daily Check-in
Staff tactical meeting
Monthly Strategic Meeting
Quarterly Review
Daily check-in meetings are generally brief and cover a single subject. This type of meeting should last no longer than _____ and can be conducted standing up. (Page 76)
five minutes
Staff tactical meetings: This meeting focuses on tactical issues and is likely to last from ____ to _____. (Page 76)
forty-five to ninety minutes
Staff tactical meetings should start with team members providing brief reports on the __________ highest-priority activities they have worked on for a specific period. (Page 78)
two or three
Staff tactical meetings: After each team member has reported, the group should review progress on the __________. This process should take no more than five to ten minutes. (page 78)
measurements they have identified on each of the teams goals
This type of meeting include following-up from any outstanding business from the previous meeting and recognition of group or individual accomplishments since the last meeting. (Page 78)
Staff Tactical Meeting
_____ are used to analyze and make decisions on critical issues that will affect the department or organization in fundamental ways. The meeting allows team members to explore a topic in depth without the distractions of deadlines and tactical concerns.(Page 78)
Strategic meetings
Strategic meetings general take up ____ hours per topic. (page 78)
two hours
When having strategic meeting, plan to have drinks and /or snacks available is the meeting last longer than ______. (Page 78)
an hour and a half
An example of the type of issue best discussed in a strategic meeting is _____________. (Page 78)
reorganizing a department
A _______ is used to look at the organization as a whole and may involve staff beyond your immediate team. (Page 78)
Quarterly Review
At quarterly meetings, participants from different departments share their perspectives on major strategic issues. Hold quarterly meetings _____ and allow _____ to be based on current trends. (Page 78)
periodically/strategic change
The top of an agenda should indicate? (Page 78)
The name of the group that is meeting
The date
Start and end times
Location of the meeting
A _____ is a time during which employees share what they have worked on in one or two minute presentations. (Page 79)
lightning round
Step 2 Distribute the agenda: Always distribute the agenda at least ______ in advance of the meeting so team members come prepared to discuss the identified topics.
one day in advanced
As _____, you should manage both the time and the topics covered to make for more successful outcome. (Page 79)
meeting chair
A key to being a good meeting chair is to? (Page 79)
Respect’s Peoples Time by Starting and Ending on Time
