1. Prioritising & Planning
Your Name

2. Session Objectives Prioritise tasks by urgency and importance
At the end of this session you will be able to:
Prioritise tasks by urgency and importance
Create an effective to-do list
Schedule tasks effectively
Deal with procrastination
Reduce your stress levels

3. Urgent Vs. Important Put the words into the relevant spaces:
The ___________ of a task is determined by WHEN it
should be done - the task becomes more ___________
as you approach the deadline for completion.
The ___________ of a task is determined by it’s
CONTRIBUTION to the achievement of key results and
longer term goals.
URGENT
IMPORTANT
IMPORTANCE
URGENCY

4. Urgent Vs. Important Put the words into the relevant spaces:
The of a task is determined by WHEN it
should be done - the task becomes more ___________
as you approach the deadline for completion.
URGENCY
The ___________ of a task is determined by it’s
CONTRIBUTION to the achievement of key results and
longer term goals.
URGENT
IMPORTANT
IMPORTANCE

5. Urgent Vs. Important Put the words into the relevant spaces:
The of a task is determined by WHEN it
should be done - the task becomes more
as you approach the deadline for completion.
URGENCY
URGENT
The ___________ of a task is determined by it’s
CONTRIBUTION to the achievement of key results and
longer term goals.
IMPORTANT
IMPORTANCE

6. Urgent Vs. Important Put the words into the relevant spaces:
The of a task is determined by WHEN it
should be done - the task becomes more
as you approach the deadline for completion.
URGENCY
URGENT
The of a task is determined by it’s
CONTRIBUTION to the achievement of key results and
longer term goals.
IMPORTANCE

7. Urgency/Importance Graph
High 3 1
Low Importance
High Urgency
High Importance
High Urgency
URGENCY 4 2
Low Importance
Low Urgency
High Importance
Low Urgency
Low
High
IMPORTANCE

8. Urgency/Importance Graph
High 3 1
Low Importance
High Urgency
URGENCY 4 2
Low Importance
Low Urgency
High Importance
Low Urgency
Low
High
IMPORTANCE

9. Urgency/Importance Graph
High 3 1
Low Importance
High Urgency
Minimise the time
you spend here
URGENCY 4 2
Low Importance
Low Urgency
High Importance
Low Urgency
Low
High
IMPORTANCE

10. Urgency/Importance Graph
High 3 1
Low Importance
High Urgency
High Importance
High Urgency
URGENCY 4 2
Low Importance
Low Urgency
Low
High
IMPORTANCE

11. Urgency/Importance Graph
High 3 1
Low Importance
High Urgency
High Importance
High Urgency
URGENCY 4 2
Your goal is to
maximise the time
spent here
Low Importance
Low Urgency
Low
High
IMPORTANCE

12. Urgency/Importance Graph
High 3 1
High Importance
High Urgency
URGENCY 4 2
Low Importance
Low Urgency
High Importance
Low Urgency
Low
High
IMPORTANCE

13. Urgency/Importance Graph
High 3 1
Effort spent here
is of little value
High Importance
High Urgency
URGENCY 4 2
Low Importance
Low Urgency
High Importance
Low Urgency
Low
High
IMPORTANCE

14. Urgency/Importance Graph
High 3 1
Low Importance
High Urgency
High Importance
High Urgency
URGENCY 4 2
High Importance
Low Urgency
Low
High
IMPORTANCE

15. Urgency/Importance Graph
High 3 1
Low Importance
High Urgency
High Importance
High Urgency
URGENCY 4 2
Review the value of
doing unimportant
and low urgency
tasks
High Importance
Low Urgency
Low
High
IMPORTANCE

16. To-do list TASKS Put finishing touches to next weeks presentation
Analyse figures for
tomorrows meeting
Pick up holiday brochures
File paperwork
Shortlist job applicants

17. To-do list TASKS PRIORITIES Put finishing touches to
next weeks presentation
Box 2
Analyse figures for
tomorrows meeting
Box 1
Pick up holiday brochures
Box 4
Box 2
File paperwork
Box 1
Shortlist job applicants

18. To-do list TASKS PRIORITIES RANKING Put finishing touches to
next weeks presentation
Box 2 3
Analyse figures for
tomorrows meeting
Box 1 1
Pick up holiday brochures
Box 4 4
File paperwork
Box 2 5
Shortlist job applicants
Box 1 2

19. Consider the priority of new tasks against existing tasks
Interruptions
Consider the priority of new tasks against existing tasks

20. Assess it’s importance and urgency Give it a rank order number
When given a new task...
Pause for a moment
Assess it’s importance and urgency
Give it a priority
Give it a rank order number

21. To-do list Put finishing touches to next weeks presentation Box 2 3
TASKS
PRIORITIES
RANKING
TIME
Put finishing touches to
next weeks presentation
Box 2 3
1 Hour
Analyse figures for
tomorrows meeting
Box 1 1
3 Hours
Pick up holiday brochures
Box 4 4
1/2 Hour
File paperwork
Box 2 5
15 Mins
Shortlist job applicants
Box 1 2
3 Hours

22. Prime Time - For tackling complex PERFORMANCE tasks Down Time
- For tackling routine
PERFORMANCE
8am
noon
6pm
TIME

23. Procrastination
Finish this slide later

24. Elephant tasks

25. Break down into chunks

26. Session Objectives Prioritise tasks by urgency and importance
At the end of this session you will be able to:
Prioritise tasks by urgency and importance
Create an effective to-do list
Schedule tasks effectively
Deal with procrastination
Reduce your stress levels