Chapter 5 Organizing Your Work And Time

Question 1

When you take on supervisory responsibilities, ______ becomes more important than ever before. (Page 68)

Answer 1

planning

Question 2

______ 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)

Answer 2

General Dwrigt D. Eisenhower

Question 3

______ 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)

Answer 3

Importance

Question 4

If you are spending too much time putting out fires, you are responding to the ______, not the important. (Page 70)

Answer 4

Urgent

Question 5

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)

Answer 5

stress

Question 6

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)

Answer 6

80 percent

Question 7

Your first step in organizing your work is to put your _____ where you will see them while planning your daily work. (Page 70)

Answer 7

strategic goals

Question 8

Your highest strategic priorities, are the task that? (Page 70)

Answer 8

support your vision.

Question 9

Your most urgent priorities are the task with? (Page 70)

Answer 9

approaching deadlines

Question 10

The most common way to organize task is to? (Page 70)

Answer 10

create a to-do list

Question 11

_____ is a popular method for prioritizing to-do list.

Answer 11

ABC-123

Question 12

When creating an ABC-123 list write an “A” next to? (Page 71)

Answer 12

every high priority item

Question 13

When creating an ABC-123 list, write a “C” next to (Page 71)

Answer 13

every low priority item

Question 14

When creating an ABC-123 list write a “B” next to every item that? (Page 71)

Answer 14

deserves medium priority

Question 15

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)

Answer 15

managing your time

Question 16

Separating information from action: Action request can be categorized similarly by these four categories: (Page 72)

Answer 16

1. Do it
2. Delegate it
3. Defer it
4. Delete it

Question 17

Separating information from action: If completing the task will only take a _______, then just do it. (Page 73)

Answer 17

minute or two

Question 18

When ever you _____, be sure to clarify your expectations and give them a firm due date. (Page 73)

Answer 18

delegate

Question 19

What is one of the most common management mistakes?(Page 74)

Answer 19

Not delegating enough

Question 20

______ 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)

Answer 20

Delegation

Question 21

If a task cannot be completed in a few minutes or delegated, you should ____ it. (Page 74)

Answer 21

defer

Question 22

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)

Answer 22

two or three times a day

Question 23

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)

Answer 23

23 minutes

Question 24

More than ____ of alert checkers never return to what they were working on before the interruption. (Page 75)

Answer 24

61 percent

Question 25

_____ is delaying action items that should be done now.(Page 76)

Answer 25

Procrastination

Question 26

Whatever the reason, procrastination often produces ______ and _____.

Answer 26

personal stress and anxiety

Question 27

What are the four basic types of meetings? (Page 76)

Answer 27

Daily Check-in
Staff tactical meeting
Monthly Strategic Meeting
Quarterly Review

Question 28

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)

Answer 28

five minutes

Question 29

Staff tactical meetings: This meeting focuses on tactical issues and is likely to last from ____ to _____. (Page 76)

Answer 29

forty-five to ninety minutes

Question 30

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)

Answer 30

two or three

Question 31

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)

Answer 31

measurements they have identified on each of the teams goals

Question 32

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)

Answer 32

Staff Tactical Meeting

Question 33

_____ 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)

Answer 33

Strategic meetings

Question 34

Strategic meetings general take up ____ hours per topic. (page 78)

Answer 34

two hours

Question 35

When having strategic meeting, plan to have drinks and /or snacks available is the meeting last longer than ______. (Page 78)

Answer 35

an hour and a half

Question 36

An example of the type of issue best discussed in a strategic meeting is _____________. (Page 78)

Answer 36

reorganizing a department

Question 37

A _______ is used to look at the organization as a whole and may involve staff beyond your immediate team. (Page 78)

Answer 37

Quarterly Review

Question 38

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)

Answer 38

periodically/strategic change

Question 39

The top of an agenda should indicate? (Page 78)

Answer 39

The name of the group that is meeting
The date
Start and end times
Location of the meeting

Question 40

A _____ is a time during which employees share what they have worked on in one or two minute presentations. (Page 79)

Answer 40

lightning round

Question 41

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.

Answer 41

one day in advanced

Question 42

As _____, you should manage both the time and the topics covered to make for more successful outcome. (Page 79)

Answer 42

meeting chair

Question 43

A key to being a good meeting chair is to? (Page 79)

Answer 43

Respect’s Peoples Time by Starting and Ending on Time