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managing human capital

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REV. GRACER BONDZIE

This document discusses setting priorities and time management. It begins by outlining the session objectives of understanding the need to set priorities, focusing on importance over urgency, and balancing roles and activities. It then discusses defining priorities in terms of important tasks, tracking progress, and making time for important matters. The document contrasts urgency and importance, noting that high importance, low urgency tasks like planning and relationship building should take priority over low importance urgent tasks. It emphasizes the need to regularly review roles, goals, and tasks to determine priorities and focus on the most important items. Key points are that importance matters more than urgency and time management involves making time for important activities through planning, execution, and reflection.

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Setting Priorities Terrell Yon yonterre@embarqmail.co m
Session Objectives Better understand the need to set priorities Focus on importance, not urgency in time management Recognise that effectiveness requires balancing relationships, roles, activities and quality of output Understand the value of periodic assessment of tasks 2
Session Outline 3 Session purpose The meaning of time management Importance versus Urgency Challenges in setting priorities ASME perspective Key points Priorities scenario
The Purpose of Setting Priorities Priorities are about: Making time to attend to important matters Getting tasks done Keeping track of tasks to monitor progress 4
Time Management Try versus Make time. Dont have the time versus Making a priority 80% of results come from 20% of your activities About 50% of your time is out of your control Multi-tasking is not an effective use of time
Importance versus Urgency How do you spend your time? How do you react to crisis? What is essential?
Importance versus Urgency URGENCY HIGH LOW HIGH LOW IMPORTANCE Crisis Deadlines Problems Planning Prevention Relationship Building Interruptions Some calls Some e-mail Trivia Watch TV Escape activities
Importance versus Urgency Habit 3 in Stephen Coveys list for highly effective people first things first is about setting priorities. The underlying principle is the need for balance in relationships, roles and activities. Things which matter most should not be at the mercy of those which matter least. Focus on the truly important and say no to the unimportant.
Importance versus Urgency To determine priorities one needs to review: Roles Goals Tasks Consider weekly reviews since daily gives a limited view and too many things change in a month.
Importance versus Urgency Roles Organize all that you do by roles Enables a view of balance and comfort level Roles represent responsibilities and relationships Examples Family spouse, parent Work projects, administration, training Volunteer ASME, Church, Scouts
Importance versus Urgency Goals Consider big picture view things that need attention Set one or two each week that are likely to have the most impact
Importance versus Urgency Tasks To Do Lists Organize by roles Evaluate with integrity Consider Toggle method Focus on one or two until completed
Application
Challenges in Setting Priorities Understanding goals and expectations Triage list of all tasks and determine must do items Break up big tasks Scope Timeline Relationships consider involving others in completion of efforts.
ASME Perspective Tasks Programmes, events leading, delegating, communicating, etc. Running meetings make meetings effective Administrative duties budgets, forms, updating rosters, etc.
ASME Perspective Example Tasks Accessing unit financial information online Submitting updated rosters for unit committees Scheduling meetings, creating agendas, conducting meeting Planning programs (sections) / developing Products and Services (division and sections) Delegating / recruiting volunteers to carry out programs Creating a strategic plan for the unit Identifying /nominating candidates for Honors & Awards, filling out necessary paperwork
Application
Summary of Key Points Importance matters more than urgency and should be the basis for actions Time management is about making time for important activities Planning, execution and reflection are important to achievement 18
Related Sessions Team Building Business Plan Methods Effective Meetings
Setting Priorities 20

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managing human capital

  • 2. Session Objectives Better understand the need to set priorities Focus on importance, not urgency in time management Recognise that effectiveness requires balancing relationships, roles, activities and quality of output Understand the value of periodic assessment of tasks 2
  • 3. Session Outline 3 Session purpose The meaning of time management Importance versus Urgency Challenges in setting priorities ASME perspective Key points Priorities scenario
  • 4. The Purpose of Setting Priorities Priorities are about: Making time to attend to important matters Getting tasks done Keeping track of tasks to monitor progress 4
  • 5. Time Management Try versus Make time. Dont have the time versus Making a priority 80% of results come from 20% of your activities About 50% of your time is out of your control Multi-tasking is not an effective use of time
  • 6. Importance versus Urgency How do you spend your time? How do you react to crisis? What is essential?
  • 7. Importance versus Urgency URGENCY HIGH LOW HIGH LOW IMPORTANCE Crisis Deadlines Problems Planning Prevention Relationship Building Interruptions Some calls Some e-mail Trivia Watch TV Escape activities
  • 8. Importance versus Urgency Habit 3 in Stephen Coveys list for highly effective people first things first is about setting priorities. The underlying principle is the need for balance in relationships, roles and activities. Things which matter most should not be at the mercy of those which matter least. Focus on the truly important and say no to the unimportant.
  • 9. Importance versus Urgency To determine priorities one needs to review: Roles Goals Tasks Consider weekly reviews since daily gives a limited view and too many things change in a month.
  • 10. Importance versus Urgency Roles Organize all that you do by roles Enables a view of balance and comfort level Roles represent responsibilities and relationships Examples Family spouse, parent Work projects, administration, training Volunteer ASME, Church, Scouts
  • 11. Importance versus Urgency Goals Consider big picture view things that need attention Set one or two each week that are likely to have the most impact
  • 12. Importance versus Urgency Tasks To Do Lists Organize by roles Evaluate with integrity Consider Toggle method Focus on one or two until completed
  • 14. Challenges in Setting Priorities Understanding goals and expectations Triage list of all tasks and determine must do items Break up big tasks Scope Timeline Relationships consider involving others in completion of efforts.
  • 15. ASME Perspective Tasks Programmes, events leading, delegating, communicating, etc. Running meetings make meetings effective Administrative duties budgets, forms, updating rosters, etc.
  • 16. ASME Perspective Example Tasks Accessing unit financial information online Submitting updated rosters for unit committees Scheduling meetings, creating agendas, conducting meeting Planning programs (sections) / developing Products and Services (division and sections) Delegating / recruiting volunteers to carry out programs Creating a strategic plan for the unit Identifying /nominating candidates for Honors & Awards, filling out necessary paperwork
  • 18. Summary of Key Points Importance matters more than urgency and should be the basis for actions Time management is about making time for important activities Planning, execution and reflection are important to achievement 18
  • 19. Related Sessions Team Building Business Plan Methods Effective Meetings

Editor's Notes

  1. Speaking Note Tips: Introduce yourself and establish your credentials - your ASME experience, especially as it relates to the session content. As an intro to the session, answer the question whats in it for me? for the attendees (i.e. how is the session content important to the participants, for their jobs and for ASME?)
  2. Speaking Note Tips: Are the objective overtly stated? Are they stated in terms of skills the participants will gain & behaviors for them to practice? Ask how many participants think they can already achieve some of these - and adjust your approach accordingly To clarify expectations, its important for participants to understand the levels of mastery desired mention any reference materials, pre- or post-reading materials, people and resources available to help them practice & become proficient at the skills & behaviors stated in the objectives.
  3. Speaking Note Tips: Relate the information in the session to what participants already know. Refer to any previously introduced or related content (e.g. plenary or other LTC sessions, pre-reading material). Ask if participants already know prerequisite concepts, and acronyms and vocabulary you plan to use, and explain if needed. Explain any unique features of the session.
  4. Speaking Note Tips: Consider including a brief exercise or pop quiz/questions at the end of each section of content presented. Match the exercise / quiz to the session objective and the skill to be developed.
  5. Speaking Notes Tips: Give an example that extends the application of the information into practice. Ask for questions; encourage dialog and allow answers to come from the participants.