Chapter 5 - organizing your work and time Flashcards
…………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.
Importance
………..Means a task requires immediate attention.
This may have nothing to do with the organizations vision or accomplishing results.
Urgency
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.
80%
Your first step in organizing your work is to put your strategic goals ………..while planning your daily work.
Where you can see them
The most common way to organize tasks is to create a ………
To do list
Experts suggest organizing all tasks collectively on ……….so you can easily see the demands of your time.
One list
Once you’ve established a prioritized to do list, move your tasks onto your……… to schedule the time needed to complete your tasks
Calendar
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
Phone calls, emails
Action requests can be categorized to similarly in these four categories:
- Do it
- Delegate it
- Defer it
- Delete it
If completing the task will only take a minute or two, then …….
Just do it
Whenever you delegate, be sure to clarify your expectations and give a firm……….
Due date
When delegating you should give an immediate deadline for the person to confirm to you that he or she ……….
Received the assignment and is working on it
One of the most common management mistakes is not…….
Delegating enough
If the task cannot be completed in a few minutes or delegated, you should…….
Defer it
The best way to defer a task is to…….
Set up a specific time in your schedule to complete the tasks
……….. 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
Procrastination
There are four basic types of meetings:
- Daily check in
- Staff tactical meeting
- Monthly strategic meeting
- Quarterly review
This meeting is generally brief and covers only a single subject. It should last no longer than five minutes
Daily check in
This meeting focuses on tactical issues and is likely to last from 45 to 90 minutes.
Staff tactical meeting
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.
Staff tactical meeting
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
Monthly strategic meeting
This meeting is used to look at the organization as a whole and may involve staff beyond your Immediate team.
Quarterly review
