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Managing Time and Priorities

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Today, we're going to discuss two topics that are related. It is managing your time and setting the right priorities. There is a famous poem titled, "IF" written by Richard Kipling. He says "The minute is unforgiving" Time is unforgiving. It is not a commodity. We cannot replace it. We cannot find another solution for it. Once a minute is gone, it is gone. For example, stop one second... You will never have that second back again. So what we want to do it make sure we maximize our time. Part of managing oneself, of your self-evaluation and self-awareness is to be able to manage your time and set the right priorities. So we've started on this journey of this course with looking at "What is a Purposed Manager?" how you look at your day. We are going to have some information for you that will help make it more enjoyable and more fulfilling. In this portion of the video, we talk about the "Now what?" or "How do you implement?" some of the areas we've been talking about. In time management, we want you to know that the purposed manager focuses on two areas: One, is to identify and eliminate time wasters. Second is to maximize time. So what are time wasters? Time wasters can be personal decisions, you could be moving, your family moving or whatever it may be. But that is going to take away some of your time away from your focus on your job. Another could be making other types of people decisions that are not a top priority, but it's something you have to do in your job. What we believe, and in many organizations, maybe most organizations, the biggest time waster is meetings. As a purposed manager, you do not call "time wasting meetings". In other words, The purposed manager holds purposeful meetings. So there are three areas we want you to remember. There's an Agenda. Whenever you call or hold a meeting for your team or department, there has to be an agenda so you can know the direction of the meeting and you can optimize the time of everyone in the room. The second "A" is Action Plan. During the meeting, there has to be set action plans on the development of the subject or topic that you're discussing in the meeting. And those have to be assigned to the individuals or groups or teams. And that's the third "A" which is Accountability. People have to be held accountable to doing the action plans that are organized in the meetings. If you do not do that, you are holding "time wasting meetings". And so you're becoming more ineffective and not performing to the way that your organization and company need you to be. The second area of a Purposed Manager in time management is maximing your time. You want to stay in two of the quadrants 99% of the time. You want to stay primarily in what we call quadrant 2, which is the important, but non-urgent. Now we know in our workplace that there are times when there are crisis, there are things that happen that you have to go into quad 1 which are urgent and important. But we want to stay out of that because that leads to burnout. A well managed company is one that is not in chaos, that plans well, holds great meetings, that do not waste time, and are able to work in a way that is not chaotic and crisis, but moves everybody into a steady flow of productivity. That is what a purposeful manager does for their department. So how do you do it? You've got to find a way or process of recording time and we'll discuss that in the application. The next area is setting the right priorities. So what if you manage your time well, but you could possibly be working on the wrong thing and the wrong priorities? There are four rules that we want to share with you to identify the right priorities. First, pick future instead of past. Always look to the future, what we need to accomplish in the future instead of working on things in the past that are problems or are things that are not producing any profit or income. So we are always looking forward into the future. The second is focus on opportunity, not problems.You should be very rarely working on problems. Problems do not produce income, opportunities produce income. Opportunities produce efficiencies. There are going to be times when you need to look at problems, but this is not where to spend your time and put a high priority. The third, is pick creativity over tasks. If you're coming in each day and developing a task sheet, and feeling accomplished by those task sheets, then that's not going to be the right thing to do. You want to be creative in your job. And finally, you've got to choose direction based on effectiveness You've got to know the vision, you've got to know where the company is going and that helps you set the right priorities for your day. So this is vital that you manage your time and that you set the right priorities. And from the combination of these will develop you as the purposed manager. OK, now we're going to discuss the application. The purposed manager sets large chunks of time so that they can be creative and think about what they need to get done and develop opportunities. In setting the right priorities, you always choose creativity over tasks. So we're bring in Scott Snedaker, our other trainer, who can also juggle. The things that he is juggling will be your tasks, the tasks that you are focused on each day. To be creative, you've got to set aside large chunks of time. And what happens to most managers are that they are juggling so many tasks that they can't be creative. For example, Scott here can do a really good job juggling, but what if I ask him a question. OK, Scott. Can you name the four ways to identify the right priorities? Wait, what did you say? The four ways to identify the right priorities. Let's see...creativity over tasks. He got one. Focus on opportunities over problems. You notice he's had to stop juggling. Choose the direction of the company and focus on the future instead of the past So our application is, do not try to be like Scott and juggle so many tasks. Of course, I cannot even juggle two things at one time. I am not a multi-tasker. Most of us really are not multi-taskers. As a purposed manager you're focused on your time. And what we want you to do is to develop a system of recording your time. We're giving you an example on your action plan. We are not saying you have to do it this way. But what we are saying is you have to find a way to record your time so you can ensure that you are maximizing your time and setting the right priorities as a purposed manager.

Video Details

Duration: 8 minutes and 4 seconds
Country: Hong Kong
Language: English
Producer: Jay Clark
Director: Jay Clark
Views: 203
Posted by: scsbiz on Mar 18, 2009

Lessons to Manage Time and Set Effective Priorities

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