Managing Multiple Projects, Objectives and Deadlines Presented by Sherine Clarke Calvin College

Managing Multiple Projects, Objectives

and Deadlines

Presented bySherine Clarke

Calvin College

Gaining Control of Your Workday

Page 6

The 10 “Golden Rules” of Time Management

1. Know how you currently spend your time.

2. Identify your “prime time.”

3. Do tomorrow’s planning tonight.

4. Ask yourself “Why am I doing what I’m doing right now?” often.

5. Handle each piece of paper once.

The 10 “Golden Rules” of Time Management

6. Plan your work, but work your plan.

7. Delegate whenever possible.

8. Delegate wisely.

9. Identify your high-payoff items.

10. Concentrate on results, not on being busy.

Evaluate Your Time Log

Conduct a time study to see where your time is going

Evaluate how you're doing and where you can improve

Eliminate what doesn`t work

Be your own boss Ask yourself: Have I met my goals, and what

changes can I make to achieve them?

Define

Habit #1: Begin with the end in mind

Have an objective for the day

Clearly identify what needs to be done today

Visualize success and put it in writing

Set a specific goal

I need to finish (or work on) in amount of time the task name today.

Four Principles for a Successful “To-Do” List

Make it a project list

Evaluate frequently—Ask yourself, “Is this still important?”

Use it!

In the morning

Update each evening

After an interruption

Bored or torn between two tasks

Concentrate on RESULTS!!

Review past accomplishments as well as future things to do.

Check off items as you complete them to give yourself a sense of accomplishment

Create an I`ve Accomplished file or system

Review your contributions with your boss

Eliminating the Big Three Productivity Killers

1. Poor planning

2. Personal disorganization

3. Procrastination

Plan

Plan your next day today!

Use one planning system for everything!

Block off Strategic Reserve Time (SRT)

major activities, emergencies, quick tasks, interruptions & thinking time

Plan (con`t)

Plan for balance – family, fitness, social, etc.

Create a Quick Task file

Routine requests or tasks

Create a Post-it Note folder

Effective vs. Efficient

Effective is doing the right things

Efficient is doing the right things RIGHT!

Five Steps That Will Improve Your Effectiveness

1. Make the most of your unscheduled time

2. Be results oriented

3. Focus on one or two tasks at a time

4. Let go of perfectionism

5. Mentally prepare

Top Time Wasters According to America Online® and

Salary.Com

Surfing Internet for personal use

Talking with co-workers

Conducting personal business

Daydreaming Running errands

off-site

Making personal phone calls

Applying for other jobs

Planning personal events

Arriving late and leaving early

Others

Personal Action Plan

Page 17

Dealing with Organizational Issues

The ACTION Plan

Are measurable

Compatible with your mission

Time-specific

In writing

Ownership and accountability

Negotiated (agreed upon)

Action-Oriented Project Goal

Send a man to the moon,

return him safely to earth

by the end of the decade.

Identifying and Setting Priorities

ImportantUrgent

ImportantNot Urgent

UrgentNot Important

Not UrgentNot Important

Managing Competing Priorities

I. NecessityII. Proactivity

& Balance

III. Deception IV. Time Waster

II. ProactivityI. Necessity

III. Deception IV. Time Waster

CrisisPressing problems

One-time projectsWrong prioritiesCaused by procrastination

Deadline-drivenPlanning (To do lists)

Training or Cross trainingRelationship buildingEmpowerment (mission)

Rationalize the activityConfuse action & progress

InterruptionsLow priorities tasksReports, emails & meetings

Escape activityTrivial tasks

GossipPersonal phone callsPersonal emails & Web surfing

Surfing the NetBusy work

How to Battle the Stressors

1. What is important and urgent (I)

2. What is important, but not urgent (II)

3. What is not important, but is urgent (III)

4. What is not important and not urgent (IV)

5. Make a prioritized action list

6. Determine the best time of day

Getting Organized

Page 27

Divide and Conquer

Grandiose

Organize the office

Clean the garage

Great

Organize my files

Toss /donate things that are no longer needed

Good

Organize top file drawer

Sort “like” things together

Go for it

Organize my tax files

Buy storage systems

Damming the Paper Flow

T  Toss what you don’t need.

A Act on all paper immediately.

M Make notes on correspondence that requires follow up.

E Easiest way to communicate: by phone or face to face.

Active vs. Passive

Passive

It was suggested by the boss that consideration be given to.........

The room is being brighten by the lights.

Active

The boss suggested we consider......

The lights brighten the room.

When you communicate……

what percentage of your emotions is conveyed through your:

Words Verbal Non-verbal

7%

38%

55%

Diplomatic way to confront someone

Facts

Impact

Reason

Request

Personal Action Plan

Page 40

Improve Your Organization Skills

Project Management 101

Consistently deliver great performance

Project Management 101

Work Breakdown Structure (WBS)

5-Phase Project Management Process

Phase 1

Phase 2

Phase 3

Phase 4

Phase 5

(Phase 6)

5-Phase Project Management Process

Phase 1

Phase 2

Phase 3

Phase 4

Phase 5

(Phase 6)

Task

s & A

ctiv

ities Schedule

Approval

Work Breakdown Structure (WBS)

Project

Sub-Project

Task Task

Sub-Project

Task

5-Phase Project Management Process

Phase 1

Phase 2

Phase 3

Phase 4

Phase 5

(Phase 6)

Assign

Tas

ks &

Activ

ities

Mee

t

Comm

unicate

Put out fires

Project Management 101

TasklistTask Te Person

ResponsibleTarget Start

Actual Start

Target Finish

Actual Finish

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

5-Phase Project Management Process

Phase 1

Phase 2

Phase 3

Phase 4

Phase 5

(Phase 6)

Predict & Prevent

Baby Monster Patrol!!!

What could go wrong with your project? Plan A Plan B Plan C

5-Phase Project Management Process

Phase 1

Phase 2

Phase 3

Phase 4

Phase 5

(Phase 6)

5-Phase Project Management Process

Phase 1

Phase 2

Phase 3

Phase 4

Phase 5

(Phase 6)

5-Phase Project Management Process

Phase 1

Phase 2

Phase 3

Phase 4

Phase 5

(Phase 6)

5-Phase Project Management Process

Phase 1

Phase 2

Phase 3

Phase 4

Phase 5

(Phase 6)

5-Phase Project Management Process

Phase 1

Phase 2

Phase 3

Phase 4

Phase 5

(Phase 6)

Exercise

Personality Style Inventory

Page 51

Saying “No”

USA

nderstand

ituation

lternative