Managing Multiple Projects, Objectives and Deadlines Presented by Sherine Clarke Calvin College
Feb 21, 2016
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 planning2. Personal disorganization3. 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 time2. Be results oriented3. Focus on one or two tasks at a time4. Let go of perfectionism5. 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 17Dealing 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 problemsOne-time projectsWrong prioritiesCaused by procrastination
Deadline-drivenPlanning (To do lists)Training or Cross trainingRelationship buildingEmpowerment (mission)
Rationalize the activityConfuse action & progressInterruptionsLow priorities tasksReports, emails & meetings
Escape activityTrivial tasks
GossipPersonal phone callsPersonal emails & Web surfingSurfing 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 officeClean the garage
Great
Organize my filesToss /donate things that are no longer needed
Good
Organize top file drawerSort “like” things together
Go for it
Organize my tax filesBuy 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 40Improve 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 4Phase 5
(Phase 6)
5-Phase Project Management Process
Phase 1
Phase 2
Phase 3
Phase 4Phase 5
(Phase 6)
Tasks
& Ac
tivitie
s 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 4Phase 5
(Phase 6)
Assig
n Tas
ks &
Activ
ities
Meet
Communicate
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 4Phase 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 4Phase 5
(Phase 6)
5-Phase Project Management Process
Phase 1
Phase 2
Phase 3
Phase 4Phase 5
(Phase 6)
5-Phase Project Management Process
Phase 1
Phase 2
Phase 3
Phase 4Phase 5
(Phase 6)
5-Phase Project Management Process
Phase 1
Phase 2
Phase 3
Phase 4Phase 5
(Phase 6)
5-Phase Project Management Process
Phase 1
Phase 2
Phase 3
Phase 4Phase 5
(Phase 6)
Exercise
Personality Style Inventory
Page 51
Saying “No”
USA
nderstand
ituation
lternative