OMM - 02. Time Management Flashcards
Observations show that there is no direct relationship between hard work and _____.
Positive Accomplishments
Examples of self-generated, internal, time wasters:
- Procrastination
- Lack of Priorities
- Lack of Delegation
- Socializing
- Premature Fatigue
- Open-Door Policies
- Poor Organization
- Lack of Self-Discipline
The harder and longer we work, the _____ effective we become.
Less
Examples of self-generated, internal, time wasters:
- Procrastination
- Lack of Priorities
- Lack of Delegation
- Socializing
- Premature Fatigue
- Open-Door Policies
- Poor Organization
- Lack of Self-Discipline
Planning and Organizing Steps
- Establishing Objectives and Goals
- Assigning Priorities to our Goals
- Establishing Activities to Complete our Objectives
- Applying Pareto’s Principle
- Scheduling Activities
- Accomplishing Activities
Alan Lakein believes the first step in _____ is to figure what we want out of our present job, our career, our families, our relationships with others - our life in general.
Planning and Organizing our Life
Alan Lakein suggests making three lists of goals:
- Lifetime
- Next three years
- Next six months
We should then take our lists and assign _____ to each item. (A-1, A-2, etc)
Priority
We should revise our A goals _____.
Often
Lifetime goals should be reevaluated _____.
Annually
After prioritizing our A goals, we should determine _____.
All the activities necessary to accomplish them.
Knowing Pareto’s Principle, we need to review our list of activities and determine which are the _____ that will provide us the _____ value towards accomplishing our most desired goals.
Vital Few, Maximum
Principle which states that 80% of the results is brought by 20% of the activities.
Pareto’s Principle
Using Pareto’s Principle, out of a list of ten items, doing _____ will yield nearly 80% of the value.
Two
Knowing Pareto’s Principle, we need to review our list of activities and determine which are the _____ that will provide us the _____ value towards accomplishing our most desired goals.
Vital Few, Maximum
No matter how busy we are, we must always take time to _____.
Plan
These are tasks which need to be achieved by are not directly associated with our life’s goals and A activities.
B and C category goals
Most of our day is taken up by what is termed _____ or time not under our control, i.e., job imposed or fixed time.
Response Time
The lowest value of item. Typically are items that can be deferred for the present time.
C Items
True or False: Items an move across categories (i.e. C -> B -> A).
True
Most of our day is taken up by what is termed _____ or time not under our control, i.e., job imposed or fixed time.
Response Time
This time is time which we can control ourselves, and as middle managers that might be only one-third to one-fourth of our duty day.
Discretionary Time
We should never schedule more than _____ minutes of our Discretionary Time for even the most difficult task.
90
With clearly defined goals, your workers will:
- Be able to track their progress
- Have a voice in determining what needs to be accomplished
- Learn how to establish and meet their goals
An important consideration in doing activities is to establish _____.
Deadlines
A broad statement describing a desired future condition or achievement without being specific about how much and when.
Goal
Three Requirements of a Good Goal Statement
- Is general in nature
- Identifies a desired future condition
- Has an intended result or outcome
These give:
- People a target to aim for
- Workers a sense of accomplishment and a feeling of closure
Goals
Three Questions to Start the Goal Development
- Where do I want to be?
- Where am I?
- What must be done to get there?
The steps you take to reach your goal
Objectives
A specific statement of a desired shorter-term condition or achievement which includes measurable end results to be accomplished within specific time limits.
Objectives
Use the SMART principle to _____.
Develop Good Objectives
SMART stands for:
- Specific
- Measurable
- Agreed Upon
- Realistic
- Time-Framed
Make your objectives _____ by making sure it is stated clearly and precisely. Writing it down may help.
Specific
An objective needs to be _____ so you’ll know if you’re making progress.
Measurable
If you’re working with a team, everyone must _____ to the goal and to the objectives.
Agree
An objective must be _____, because if it seems impossible you or your people won’t put out the effort to reach the objective.
Realistic
Making the end date or a milestone too short may make the objective unrealistic. Or, putting it too far out into the future can make it too easy or people may even forget about it.
Time-Framed
Objective “Lose Weight” using the SMART principle
Beginning January 1st, lose a total of 20 pounds over 12 weeks, 5 pounds every three weeks
Objective “Exercise” using the SMART principle
Beginning January 1st, run 1 mile in 10 minutes at least three times a week
Objective “Reduce fat” using the SMART principle
Beginning January 1st, reduce fat intake to no more than 30 grams per day
An objective that is not too easy or too hard is _____.
Realistic
Setting a start and end date makes your objective _____.
Time-framed
A broad non-specific statement of a desired future outcome.
A Goal Statement
A specific statement, normally short-term.
An Objective
Being committed to achieving your goal or objective means it’s _____.
Agreed Upon
These are the actual, hands on things we do to obtain a goal.
Activities
The answer to this question will help you determine which activity is best to work on at that moment.
What’s the best use of my time right now?
Alan Lakein recommends the “Swiss Cheese” technique of object accomplishment. What is this?
Accomplishing bits and pieces of an A item until it becomes more manageable and attainable.
Alan Lakein suggests when managing paperwork, sort through the papers and only handle them _____, sorting them into A, B, and C priorities.
Once
After sorting paperwork, don’t handle it unless you’re going to take some kind of _____ on it.
Action
The act of giving someone a tasking which they must perform within certain guidelines or constraints.
Delegation
Key things you must consider before delegating a task:
- The priorities of those you intend to delegate to
- The training and skill level of the person you intend to delegate to
- The workers ability, willingness, and confidence
- The importance of the task
When delegating, if the person has _____ priorities then the individual may not be able to complete the task in the time you specify.
Higher
If the person you are delegating to does not have the skills or training to perform the task then you will need to _____ or delegate to someone else.
Provide the skills and training
If the worker is lacking in _____, _____, or _____ then you will want to provide close supervision over the worker after the task has been delegated.
Ability, Willingness, Confidence
If the task is _____ you might want to reconsider delegation.
Top Priority
5 Crisis Tips
- Control your temper
- Address the problem and not the performance of individuals involved.
- Look at the crisis as an opportunity to learn
- Use Lakein’s A-B-C system to hep prevent the paperwork crisis
- Keep Murphy’s Law in mind and plan for the unexpected.
If you become _____ during a crisis, you’re likely to lose control of your behavior and begin acting in an unprofessional manner.
Frustrated
By _____, you will be more likely to correct the crisis and prevent its reoccurrence in the future.
Address the Problem
Documenting the events leading up to the crisis, actions taken during the crisis, and ways to prevent it will serve as a _____ should the same event occur in the future.
Course of Action
When you plan a course of action to accomplish a goal, take time to develop a _____ in case something goes wrong with the original.
Backup Plan
4 Tips for Handling Interruptions
- Keep telephone calls short
- Schedule meetings for a location away from your office
- For unannounced visitors, greet them and then remain standing. Tell them how much time you have for them
- Devise a method for handling last minute taskings. For one thing, learn to say no.
4 Tips to Prevent Interruptions
- When working on high priority items that require your undivided attention, leave the work area and work somewhere else.
- Reorganize your work area so it doesn’t encourage people to come in and sit for long periods of time.
- Hold frequent meetings to keep your people informed of what’s going on in your organization, preventing them from asking a lot of questions.
- Establish blocks of unavailable time.
Questions on Pages 31-36
Questions on Pages 31-36
By _____ crises a manager is able to take steps to prevent crises from occurring.
Anticipating
When objectives are _____, people have the willingness, commitment, and motivation necessary to achieve them.
SMART
Making a _____ helps one determine which activities planned for a given day contribute most to goal accomplishment.
To-Do List
By _____ and _____ which activities contribute the most to goal accomplishment, we can then dedicate our time to accomplishing those with the highest pay-off.
Identifying, Prioritizing
