Chapter 5 - organizing your work and time

Question 1

…………is based on an activities value to the vision of the organization and how it contributes to the organizations mission, leaderships priorities, and work goals.

Answer 1

Importance

Question 2

………..Means a task requires immediate attention.

This may have nothing to do with the organizations vision or accomplishing results.

Answer 2

Urgency

Question 3

Spending …….. of your time on one has importance (your goals and objectives), rather than on one just has urgency (telephone calls and emails), will make you and your team high performers.

Answer 3

80%

Question 4

Your first step in organizing your work is to put your strategic goals ………..while planning your daily work.

Answer 4

Where you can see them

Question 5

The most common way to organize tasks is to create a ………

Answer 5

To do list

Question 6

Experts suggest organizing all tasks collectively on ……….so you can easily see the demands of your time.

Answer 6

One list

Question 7

Once you’ve established a prioritized to do list, move your tasks onto your……… to schedule the time needed to complete your tasks

Answer 7

Calendar

Question 8

You can block out sections of time to work on strategic responsibilities like planning and evaluation. Avoid …………and other distractions while you work on these important but not urgent priorities

Answer 8

Phone calls, emails

Question 9

Action requests can be categorized to similarly in these four categories:

Answer 9

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

Question 10

If completing the task will only take a minute or two, then …….

Answer 10

Just do it

Question 11

Whenever you delegate, be sure to clarify your expectations and give a firm……….

Answer 11

Due date

Question 12

When delegating you should give an immediate deadline for the person to confirm to you that he or she ……….

Answer 12

Received the assignment and is working on it

Question 13

One of the most common management mistakes is not…….

Answer 13

Delegating enough

Question 14

If the task cannot be completed in a few minutes or delegated, you should…….

Answer 14

Defer it

Question 15

The best way to defer a task is to…….

Answer 15

Set up a specific time in your schedule to complete the tasks

Question 16

……….. often produces personal stress and anxiety. These feelings can promote further………. , leading to a spiraling loss of productivity, and failure to meet important deadlines or successfully complete job responsibilities

Answer 16

Procrastination

Question 17

There are four basic types of meetings:

Answer 17

1. Daily check in
2. Staff tactical meeting
3. Monthly strategic meeting
4. Quarterly review

Question 18

This meeting is generally brief and covers only a single subject. It should last no longer than five minutes

Answer 18

Daily check in

Question 19

This meeting focuses on tactical issues and is likely to last from 45 to 90 minutes.

Answer 19

Staff tactical meeting

Question 20

Topics you might want to cover at ………… meeting include Follow up from any outstanding business from the previous meeting, and recognition of group or individual accomplishments since the last meeting.

Answer 20

Staff tactical meeting

Question 21

Strategic meetings are used to analyze and make decisions on critical issues that will affect the department or organization in fundamental ways.

Meetings of this type generally take up to two hours per topic

Answer 21

Monthly strategic meeting

Question 22

This meeting is used to look at the organization as a whole and may involve staff beyond your Immediate team.

Answer 22

Quarterly review