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2bproductive.blogspot.com |
The "20/80 Rule"
tells us we will typically accomplish 80% of our results through 20% of our
effort. The other 20% of additional results comes from about 80% of
additional effort.
Excellent time managers work from a "to do" list
of tasks they wish to accomplish during a day or week. To become an
better time manager - when deciding what tasks to work on each day,
determine what priorities are important. Then schedule time in during
the day to work on the highest priorities. Followed by time for
appointment and medium priority work. Low priority work should not be
planned. Instead consider moving low priority item to a future date or
thinking about what might happen if the low priority items are not done.
If nothing will happen, do not do those. If something might happen,
plan low items for a future time or do them when time allows that will not
interfere with high and medium tasks.
An abbreviated explanation of priorities from
the book "TAPP Steps in Time Management" by Shirley Fine Lee -
coming to Amazon this summer:
- High - should be done and soon,
these items or project pieces that will help company or you achieve
outstanding results.
- Medium - typically standard
functions or items that should be done within a reasonable time period.
- Low - mostly nice to do items
because it can be put off until later or may in time become unnecessary
and be deleted
An easy way to
set priorities in teams is to vote on tasks to do, problems to work on, or
solutions to test. The option that gets the most votes is what gets
worked. However, it might be best to do a weighted voting approach
instead to insure more thought goes into the selection. Two ways to do this
are: Value Method and Vote Distribution.
In the Value
Method, each team member gets 3 weighted votes to put on any item .
For example they get to place a 3 next to the item they think is of the
highest importance. Then a 2 next to medium and 1 next top lowest of
the 3 choices they most prefer. After all team members place their
votes, the votes per item are tallied and the one with the highest score
gets worked.
In Vote
Distribution, each team member gets 5 equal value votes to put on up to
5 different items. A member can choose not to use all their votes but
they can not place multiple votes by a single item in the list. After
all team members have noted their votes on the list using a single mark or a
dot-sticker, the votes per item are counted and the one with the highest
count gets worked. Then those with the next highest are put in the
queue for future team planning.
In order to do high
priority tasks, schedule an appointment to do them on an computer-based or
phone/PDA type calendar. then set an automated reminder as a
notification that it is time to begin working on the high priority tasks.
From the TAPP
book two time management principles to remember related to getting
high priority tasks done include:
- If an item is important to remember to do,
then write it down.
- Accomplishments will not happen unless
they fit in the schedule.
"Decide what you want, decide what you
are willing to exchange for it. Establish your priorities and go to work."
- H. L. Hunt
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