Chapter 5: Organizing Your Work and Time Flashcards
Eisenhower Matrix to Prioritize: ____ 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.
Importance
Eisenhower Matrix to Prioritize: ____ means a task requires immediate attention.
Urgency
Eisenhower Matrix to Prioritize: ____ may not have anything to do with the organization’s vision or accomplishing results.
Urgency
Your highest strategic priorities are the tasks that support your ____.
vision
Your most urgent priorities are the tasks with approaching ____.
deadlines
The most common way to organize tasks is to create a ____.
to-do list
____ is a popular method for prioritizing to-do lists.
ABC-123
Organizing your ____ is easier thanks to today’s technology.
calendar
Information provided to you as a courtesy may be sorted into four categories:
- Read it and file away
- If it takes more than a couple of minutes to read, move it to a folder to read later (defer it)
- Pass it along to someone else (delegate it)
- Delete it or throw it away
Action requests can be categorized similarly in four categories:
- Do it
- Delegate it
- Defer it
- Delete it
One of the most common management mistakes is not ____ enough.
delegating
____ frees you from focusing too much on technical work at the expense of the strategic management and leadership responsibilities that are essential to your supervisory role.
Delegation
Usually ____times a day is enough for checking e-mail.
two or three
____ is both a remarkable tool for instant communication and a frequent time waster.
____ is delaying action items that should be done now.
Procrastination
____ is a habit that you can choose to change.
Procrastination
As a supervisor, you will spend significant time in meetings. There are four basic types of meetings:
- Daily check-in
- Staff tactical meeting
- Monthly strategic metting
- Quarterly review
This meeting is generally brief and covers only a single subject. It should last no longer than five minutes and can be conducted standing up.
Daily check-in
The purpose of the ____ is to help team members avoid confusion about how priorities are translated into action each day and to make sure nothing falls through the cracks on a given day.
daily check-in
This meeting focuses on tactical issues and is likely to last from forty-five to ninety minutes. It should start with team members providing brief reports on the two or three highest-priority activities which should take no more than five to ten minutes to complete.
Staff tactical meeting
____ meetings are used to analyze and make decisions on critical issues that will affect the department or organization in fundamental ways.
Strategic
This meeting allows team members to explore a topic in depth without the distraction of deadlines and tactical concerns. Meetings of this type generally take up to two hours per topic.
Monthly strategic meeting
At this meeting, plan to have drinks and/or snacks available is the meetings last loner than ____.
Monthly strategic meeting / An hour and a half
____ is used to look a the organization as a whole and may involve staff beyond your immediate team. Hold periodically.
Quarterly review
Create an Agenda: You may want to allow time for a “____” during which employees share what they have worked on in one- to two-minute presentations.
lightning round
Always distribute the agenda at least ____ in advance of the meeting so team members come prepared to discuss the identified topics
one day
As meeting chair, you should manage both the ____ and ____ covered to make for a more successful outcome.
time and topics
A key to being a good meeting chair is to ____people’s time by starting and ending on time.
respect
Studies show that is you check e-mail immediately up receiving an alert, you will consume more than ____ minutes before returning to what you are working on.
23
More than ____ percent of alert checkers never return to what they were working on before the interruption.
61
