Setting Priorities Terrell Yon

Better understand the need to set priorities Focus on importance, not urgency in time management Recognize that effectiveness requires balancing relationships, roles and activities Understand the value of periodic assessment of tasks 2 Session Objectives

Session Outline Session purpose The meaning of time management Importance versus Urgency Challenges in setting priorities ASME perspective Key points Priorities scenario 3

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. “Don’t 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 IMPORTANCE Crisis Deadlines Problems Planning Prevention Relationship Building Interruptions Some calls Some Trivia Watch TV “Escape” activities

Importance versus Urgency Habit 3 in Stephen Covey’s 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 –Programs, 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

20 For questions or comments Terrell Yon Presentation available at events.asme.org/LTC12/ home.cfm Setting Priorities