Copyright©2010 J Ramos Associates LLC
Presented by:
June E. Ramos
MANAGING MULTIPLE PRIORITIES
Copyright©2010 J Ramos Associates LLC
OBJECTIVES
•  Understand the
relationship between
effectiveness and
productivity
•  Get more results in less
time
•  Learn and use a tool for
better prioritization
•  Avoid reactive responses
to conflicting priorities
•  Gain one to two hours per
day
•  Learn how to solve time
wasters
•  Work more efficiently and
effectively
•  Develop systems to keep
you organized
Copyright©2010 J Ramos Associates LLC
OUR FOCUS
•  Learn something new
•  Validate what I already
know but may not be
doing
•  B.F.O.
•  Common sense does not
always equal common
practice
Copyright©2010 J Ramos Associates LLC
TODAY’S GOALS
•  Create more results in
your life
•  Increase productivity and
effectiveness
•  Get more done in less
time
•  Make better time choices
Copyright©2010 J Ramos Associates LLC
INSANITY
The art of doing the same thing over and
over and expecting different results.
-Albert Einstein
Copyright©2010 J Ramos Associates LLC
RULES OF ENGAGEMENT
•  Watch time
•  Distraction Free Electronics
•  Participate and share ideas;
Ask questions
•  Focus
•  Have fun!
•  No snoring!
•  **Breaks/Lunch
Copyright©2010 J Ramos Associates LLC
GET MORE DONE WITH LESS EFFORT
If you complete the same
amount of work in:
•  15 minutes less/day
•  30 minutes less/day
•  60 minutes less/day
Then you save per year
•  1.5 weeks
•  3 weeks
•  6 weeks
What would you do if you had an
extra 30 minutes a day?
Copyright©2010 J Ramos Associates LLC
MY MOTIVATORS
•  Why do you want to be a
better time manager?
•  What is your higher end goal?
•  Write your own compelling
reason(s) -- WIIFY
Copyright©2010 J Ramos Associates LLC
INTRODUCTIONS
•  What proof indicates we
are managing our
priorities well?
•  My motivators
Copyright©2010 J Ramos Associates LLC
REFLECTION
You need to spend
quality time, detached
from the daily grind,
thinking about, getting
control of, and managing
the daily grind.
-David Allen
Getting Things Done
Copyright©2010 J Ramos Associates LLC
FANTASIES AND REALITY
•  Not enough time?
•  Save time?
•  Work longer to get it done?
•  Work harder?
Copyright©2010 J Ramos Associates LLC
INGREDIENTS FOR SUCCESS
•  Make a plan
•  Work a plan
•  Protect your
plan
Copyright©2010 J Ramos Associates LLC
Choices
What is the
best use of
my time,
right now?
Copyright©2010 J Ramos Associates LLC
KEY INGREDIENTS FOR SUCCESS
•  Clear goals and
objectives
•  A method to prioritize
•  Implementation
Copyright©2010 J Ramos Associates LLC
•  Procrastination
•  Delegation issues/
communication
•  Personal disorganization
•  Unable to protect priorities
(No; negotiation)
•  Interruptions
•  Email
•  Crises Management/The
Unexpected
•  Wasted Meetings
•  Other?
TIME CHALLENGES
Copyright©2010 J Ramos Associates LLC
. . .about managing
multiple priorities?
My Burning Questions. .	
  .	
  
Copyright©2010 J Ramos Associates LLC
CONSIDER THIS…
Are my time robbers more
externally or internally
focused?
Am I truly swamped or just
disorganized?
Copyright©2010 J Ramos Associates LLC
WHERE DOES MY TIME GO?
Copyright©2010 J Ramos Associates LLC
RECORD YOUR WEEK
•  Sales
•  Growth and
improvement/training
•  Managing people
•  Non-managerial/
ongoing daily
•  Meetings
•  E-mail
•  Travel
•  Customer management
•  Phone
•  Strategy/planning
•  Crisis/emergencies
•  Administrative/routine
•  Self/Personal
•  Friends
•  Life Maintenance
•  TV/Reading
•  Self Development
•  Commute
•  Volunteer
•  Spiritual/Religious
Copyright©2010 J Ramos Associates LLC
The Myth of Multitasking
•  Divides your attention
•  Damages productivity
•  Takes longer
•  Lack of focus
•  Increases stress
•  Impairs memory
•  Highly addictive
** David Crenshaw
Copyright©2010 J Ramos Associates LLC
Eat That Frog!
Copyright©2010 J Ramos Associates LLC
MASTER ACTION LIST
•  Projects
•  Milestones/scheduled
due dates
•  Meetings
•  Routine (check e-mail;
return phone calls;
filing)
•  Expense reports
•  Training
•  1:1 with employee
or manager
•  Errands
•  Buy birthday present
•  Clean closet/garage
•  Package to FedEx
Copyright©2010 J Ramos Associates LLC
Top 20%
TO DO
3.  DOE client meeting prep
4.  HR Ethics Training development
5.  Performance appraisal for John
6.  D.C. office computer tutorial for staff
7.  Lunch with Jim Williamson
8.  Review new hire orientation checklist with Jane
9.  Budgetary projections for FY2012
10.  Prepare Agenda for next week’s staff meeting
Copyright©2010 J Ramos Associates LLC
TO DO
1.  Finalize proposal
2.  Complete and send workbook to client
3.  Submit invoice
4.  Travel expenses
5.  San Antonio travel (next month trip)
6.  Clean desk/file
7.  Call about computer training
8.  Weekly highlight report due tomorrow
9.  Plan Friday meeting Agenda
10.  Set lunch appointment with Paul
Copyright©2010 J Ramos Associates LLC
THE PARETO PRINCIPLE
•  80/20 Rule
•  Economics/
wealth
•  Multiple
applications
•  Time
effectiveness
Copyright©2010 J Ramos Associates LLC
Top Tips on 80/20 Rule
•  Do the worst first!
(Eat that frog!)
•  Make an appointment
with self on top 20%
activities
•  Say no to conflicting
priorities to protect
your top 20%
Copyright©2010 J Ramos Associates LLC
Your 80%
•  Filler time
•  Routine
•  Do not schedule –
complete as windows
of time open
•  Remember that
activity ≠ results!
Copyright©2010 J Ramos Associates LLC
How Do I Know my Top Priorities?
Copyright©2010 J Ramos Associates LLC
HIPO/LOPO
•  Payoff – important,
contributes to key
values and goals,
high yield results
•  Priority – Urgency,
time and deadline
dependent
Copyright©2010 J Ramos Associates LLC
High Payoff/
High Priority
I
High Payoff/
Low Priority
II
Low Payoff/
High Priority
III
Low Payoff/
Low Priority
IV
Copyright©2010 J Ramos Associates LLC
High Payoff/
High Priority
I
Delay is no longer
possible
Production
High Payoff/
Low Priority
Low Payoff/
High Priority
Low Payoff/
Low Priority
Copyright©2010 J Ramos Associates LLC
High Payoff/
High Priority
I
URGENT:
Delay is no longer
possible
High Payoff/
Low Priority
II
Delayable
Prevention
Re-charge
Low Payoff/
High Priority
Low Payoff/
Low Priority
Copyright©2010 J Ramos Associates LLC
High Payoff/
High Priority
I
URGENT:
Delay is no longer
possible
High Payoff/
Low Priority
II
Delayable
Prevention
Re-charge
Low Payoff/
High Priority
III
Others’ priorities
Routine
Time Gets Stolen
Low Payoff/
Low Priority
Copyright©2010 J Ramos Associates LLC
High Payoff/
High Priority
I
URGENT:
Delay is no longer
possible
High Payoff/
Low Priority
II
Delayable Prevention
Re-charge
Low Payoff/
High Priority
III
Others’ priorities
Routine
Time Gets Stolen
Low Payoff/
Low Priority
IV
Low Return
Activities
Time Wasters
Procrastination
Lost Time
Copyright©2010 J Ramos Associates LLC
High Payoff/
High Priority
I
Delay is no longer
possible
High Payoff/
Low Priority
II
Delayable
Prevention
Re-charge
Low Payoff/
High Priority
III
Others’ priorities
Routine
Time Gets Stolen
Low Payoff/
Low Priority
IV
Time Wasters
Procrastination
Lost Time
Copyright©2010 J Ramos Associates LLC
CASE STUDY
1.  Review tasks and
activities
2.  Determine if item is a
HIPO or LOPO --
which quadrant?
3.  Ignore 4D’s/When
column for now
Copyright©2010 J Ramos Associates LLC
High Payoff/
High Priority
I
Delay is no longer
possible
High Payoff/
Low Priority
II
Delayable
Prevention
Re-charge
Low Payoff/
High Priority
III
Others’ priorities
Routine
Time Gets Stolen
Low Payoff/
Low Priority
IV
Time Wasters
Procrastination
Lost Time
Copyright©2010 J Ramos Associates LLC
TAKE ACTION ON EACH DEMAND ONCE
D1	
  -­‐	
  Destroy	
  (Dump	
  or	
  
Delete/Recycle)	
  
D2	
  -­‐	
  Do	
  It	
  (2	
  Minutes	
  or	
  Less)	
  
D3	
  -­‐	
  Delegate/Ask	
  for	
  Help	
  
D4	
  -­‐	
  Delay/Defer	
  (Use	
  Tickler	
  
Systems/Reminders)	
  	
  
Copyright©2010 J Ramos Associates LLC
FOUR QUESTIONS TO HELP YOU “DUMP”
•  Have I used this
information in the last
year?
•  Is there a consequence
for not retaining it?
•  Does this information
support my Key Result
Life/Work Areas?
•  Is this information
irreplaceable? Could I
find it elsewhere if I
need it later?
Copyright©2010 J Ramos Associates LLC
Junk Mail
•  Open over the trash
can or shredder
•  Stay away from a flat
surface
•  Review three “clues”
on front of each
envelope
•  Apply to email as
well!
Copyright©2010 J Ramos Associates LLC
D2 - DO IT!
•  Quick items (including e-mail)
•  2 minutes (If longer, delay and
schedule)
•  Clear items quickly while
processing
•  Organize your day for
remainder items
Copyright©2010 J Ramos Associates LLC
D3 - DELEGATE
•  Why I avoid delegating?
•  Give it up! -- to someone
who can do it better than
you, faster than you or
just “good enough” (David
Allen, GTD)
Copyright©2010 J Ramos Associates LLC
D4 - DELAY/DEFER
•  Do it yourself -- Later!
•  Schedule it (Tickler File
system)
•  Put a time estimate on
the task
•  This is NOT
procrastination!
Copyright©2010 J Ramos Associates LLC
GROUP DISCUSSION
•  Go back to Case Study
Exercise
•  Review items in
relation to 4D’s
processing
Copyright©2010 J Ramos Associates LLC
TAKE ACTION ON EACH DEMAND ONCE
D1	
  -­‐	
  Destroy	
  (Dump	
  or	
  
Delete/Recycle)	
  
D2	
  -­‐	
  Do	
  It	
  (2	
  Minutes	
  or	
  Less)	
  
D3	
  -­‐	
  Delegate/Ask	
  for	
  Help	
  
D4	
  -­‐	
  Delay/Defer	
  (Use	
  Tickler	
  
Systems/Reminders)	
  	
  
Copyright©2010 J Ramos Associates LLC
Application Exercise
•  Return to your Master
Action List
•  Apply HIPO/LOPO and
4D Model to your own
list
Copyright©2010 J Ramos Associates LLC
To	
  do	
  
Transfer	
  
Master	
  
Ac0on	
  
List	
  
In-­‐
basket	
  
Reminders	
  
Email	
  
in-­‐
basket	
  
Project	
  
Folders	
  
Copyright©2010 J Ramos Associates LLC
KEYS TO SCHEDULING
Be realistic in
your estimates
ü Ask others
ü Check files
ü Factor 20%
ü Time yourself
(average time 3x)
Watch hidden
time costs
ü Thinking time
ü Surprises
ü Set up time
ü Clean up time
ü Travel time
Copyright©2010 J Ramos Associates LLC
Conflicting Priorities – “No”
•  Rule – There will never be enough time to
do everything you have to do
•  What can you reasonably say no to?
•  If not no, what can I negotiate and
leverage?
Copyright©2010 J Ramos Associates LLC
How to Decide
1.  Why am I being asked to do this?
Purpose of request?
2.  Is this task something I want to do?
3.  Is the request (or what part of the
request is) negotiable?
4.  Could I delegate this request?
5.  What is the acceptable level of
accomplishment?
Copyright©2010 J Ramos Associates LLC
Put it in Perspective
If I only had a year to
live and could only
select a short list of
activities, would this be
on it? (Reminder – don’t
sweat the small stuff!)
Copyright©2010 J Ramos Associates LLC
Consequence	
  of	
  
Saying	
  No	
  
	
  
	
  
Payoff	
  for	
  
Saying	
  No	
  
Consequence	
  of	
  
Saying	
  
Yes	
  
Payoff	
  for	
  
Saying	
  	
  
Yes	
  
Copyright©2010 J Ramos Associates LLC
Keeping Commitments = Trust
•  Don’t agree if you
can’t accomplish the
task
•  Keep your
commitments if you
say yes
•  If you run into
problems, renegotiate
a new deadline (give
early warning)
Copyright©2010 J Ramos Associates LLC
The Power of No
“When I know what’s important to me based
on my values and goals, it’s easy to say no
to something else.”
“If you say yes to someone else’s demand,
you are saying no to something on your
list!”
Copyright©2010 J Ramos Associates LLC
The Power of No
“When I know what’s important to me based
on my values and goals, it’s easy to say no
to something else.”
“If you say yes to someone else’s demand,
you are saying no to something on your
list!”
Copyright©2010 J Ramos Associates LLC
Interruptions
•  Start and Stop –
increases the time
necessary to complete
the task by as much
as 500 percent!
•  Look for blocks of
uninterrupted time for
your top 20%
activities – your
Frogs!
Copyright©2010 J Ramos Associates LLC
TECHNOLOGY – FRIEND OR FOE?
•  E-mail
•  Smart Phones
•  Texting
•  Instant Messaging
•  Other?
Copyright©2010 J Ramos Associates LLC
Copyright©2010 J Ramos Associates LLC
10 Seconds (or less)
Copyright©2010 J Ramos Associates LLC
Big Rocks
Copyright©2010 J Ramos Associates LLC
High Payoff/
High Priority
I
URGENT:
Delay is no longer
possible
High Payoff/
Low Priority
II
Delayable
Prevention
Re-charge
Low Payoff/
High Priority
III
Others’ priorities
Routine
Time Gets Stolen
Low Payoff/
Low Priority
IV
Time Wasters
Procrastination
Lost Time
Quadrant II Focus
Copyright©2010 J Ramos Associates LLC
IDEA OR MIND MAPPING
Main Idea
Copyright©2010 J Ramos Associates LLC
Thank you…
QUESTIONS?
June Ramos
TEL 303.679.8700

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2014 jra mmp_1 day_updated.ppt

  • 1. Copyright©2010 J Ramos Associates LLC Presented by: June E. Ramos MANAGING MULTIPLE PRIORITIES
  • 2. Copyright©2010 J Ramos Associates LLC OBJECTIVES •  Understand the relationship between effectiveness and productivity •  Get more results in less time •  Learn and use a tool for better prioritization •  Avoid reactive responses to conflicting priorities •  Gain one to two hours per day •  Learn how to solve time wasters •  Work more efficiently and effectively •  Develop systems to keep you organized
  • 3. Copyright©2010 J Ramos Associates LLC OUR FOCUS •  Learn something new •  Validate what I already know but may not be doing •  B.F.O. •  Common sense does not always equal common practice
  • 4. Copyright©2010 J Ramos Associates LLC TODAY’S GOALS •  Create more results in your life •  Increase productivity and effectiveness •  Get more done in less time •  Make better time choices
  • 5. Copyright©2010 J Ramos Associates LLC INSANITY The art of doing the same thing over and over and expecting different results. -Albert Einstein
  • 6. Copyright©2010 J Ramos Associates LLC RULES OF ENGAGEMENT •  Watch time •  Distraction Free Electronics •  Participate and share ideas; Ask questions •  Focus •  Have fun! •  No snoring! •  **Breaks/Lunch
  • 7. Copyright©2010 J Ramos Associates LLC GET MORE DONE WITH LESS EFFORT If you complete the same amount of work in: •  15 minutes less/day •  30 minutes less/day •  60 minutes less/day Then you save per year •  1.5 weeks •  3 weeks •  6 weeks What would you do if you had an extra 30 minutes a day?
  • 8. Copyright©2010 J Ramos Associates LLC MY MOTIVATORS •  Why do you want to be a better time manager? •  What is your higher end goal? •  Write your own compelling reason(s) -- WIIFY
  • 9. Copyright©2010 J Ramos Associates LLC INTRODUCTIONS •  What proof indicates we are managing our priorities well? •  My motivators
  • 10. Copyright©2010 J Ramos Associates LLC REFLECTION You need to spend quality time, detached from the daily grind, thinking about, getting control of, and managing the daily grind. -David Allen Getting Things Done
  • 11. Copyright©2010 J Ramos Associates LLC FANTASIES AND REALITY •  Not enough time? •  Save time? •  Work longer to get it done? •  Work harder?
  • 12. Copyright©2010 J Ramos Associates LLC INGREDIENTS FOR SUCCESS •  Make a plan •  Work a plan •  Protect your plan
  • 13. Copyright©2010 J Ramos Associates LLC Choices What is the best use of my time, right now?
  • 14. Copyright©2010 J Ramos Associates LLC KEY INGREDIENTS FOR SUCCESS •  Clear goals and objectives •  A method to prioritize •  Implementation
  • 15. Copyright©2010 J Ramos Associates LLC •  Procrastination •  Delegation issues/ communication •  Personal disorganization •  Unable to protect priorities (No; negotiation) •  Interruptions •  Email •  Crises Management/The Unexpected •  Wasted Meetings •  Other? TIME CHALLENGES
  • 16. Copyright©2010 J Ramos Associates LLC . . .about managing multiple priorities? My Burning Questions. .  .  
  • 17. Copyright©2010 J Ramos Associates LLC CONSIDER THIS… Are my time robbers more externally or internally focused? Am I truly swamped or just disorganized?
  • 18. Copyright©2010 J Ramos Associates LLC WHERE DOES MY TIME GO?
  • 19. Copyright©2010 J Ramos Associates LLC RECORD YOUR WEEK •  Sales •  Growth and improvement/training •  Managing people •  Non-managerial/ ongoing daily •  Meetings •  E-mail •  Travel •  Customer management •  Phone •  Strategy/planning •  Crisis/emergencies •  Administrative/routine •  Self/Personal •  Friends •  Life Maintenance •  TV/Reading •  Self Development •  Commute •  Volunteer •  Spiritual/Religious
  • 20. Copyright©2010 J Ramos Associates LLC The Myth of Multitasking •  Divides your attention •  Damages productivity •  Takes longer •  Lack of focus •  Increases stress •  Impairs memory •  Highly addictive ** David Crenshaw
  • 21. Copyright©2010 J Ramos Associates LLC Eat That Frog!
  • 22. Copyright©2010 J Ramos Associates LLC MASTER ACTION LIST •  Projects •  Milestones/scheduled due dates •  Meetings •  Routine (check e-mail; return phone calls; filing) •  Expense reports •  Training •  1:1 with employee or manager •  Errands •  Buy birthday present •  Clean closet/garage •  Package to FedEx
  • 23. Copyright©2010 J Ramos Associates LLC Top 20% TO DO 3.  DOE client meeting prep 4.  HR Ethics Training development 5.  Performance appraisal for John 6.  D.C. office computer tutorial for staff 7.  Lunch with Jim Williamson 8.  Review new hire orientation checklist with Jane 9.  Budgetary projections for FY2012 10.  Prepare Agenda for next week’s staff meeting
  • 24. Copyright©2010 J Ramos Associates LLC TO DO 1.  Finalize proposal 2.  Complete and send workbook to client 3.  Submit invoice 4.  Travel expenses 5.  San Antonio travel (next month trip) 6.  Clean desk/file 7.  Call about computer training 8.  Weekly highlight report due tomorrow 9.  Plan Friday meeting Agenda 10.  Set lunch appointment with Paul
  • 25. Copyright©2010 J Ramos Associates LLC THE PARETO PRINCIPLE •  80/20 Rule •  Economics/ wealth •  Multiple applications •  Time effectiveness
  • 26. Copyright©2010 J Ramos Associates LLC Top Tips on 80/20 Rule •  Do the worst first! (Eat that frog!) •  Make an appointment with self on top 20% activities •  Say no to conflicting priorities to protect your top 20%
  • 27. Copyright©2010 J Ramos Associates LLC Your 80% •  Filler time •  Routine •  Do not schedule – complete as windows of time open •  Remember that activity ≠ results!
  • 28. Copyright©2010 J Ramos Associates LLC How Do I Know my Top Priorities?
  • 29. Copyright©2010 J Ramos Associates LLC HIPO/LOPO •  Payoff – important, contributes to key values and goals, high yield results •  Priority – Urgency, time and deadline dependent
  • 30. Copyright©2010 J Ramos Associates LLC High Payoff/ High Priority I High Payoff/ Low Priority II Low Payoff/ High Priority III Low Payoff/ Low Priority IV
  • 31. Copyright©2010 J Ramos Associates LLC High Payoff/ High Priority I Delay is no longer possible Production High Payoff/ Low Priority Low Payoff/ High Priority Low Payoff/ Low Priority
  • 32. Copyright©2010 J Ramos Associates LLC High Payoff/ High Priority I URGENT: Delay is no longer possible High Payoff/ Low Priority II Delayable Prevention Re-charge Low Payoff/ High Priority Low Payoff/ Low Priority
  • 33. Copyright©2010 J Ramos Associates LLC High Payoff/ High Priority I URGENT: Delay is no longer possible High Payoff/ Low Priority II Delayable Prevention Re-charge Low Payoff/ High Priority III Others’ priorities Routine Time Gets Stolen Low Payoff/ Low Priority
  • 34. Copyright©2010 J Ramos Associates LLC High Payoff/ High Priority I URGENT: Delay is no longer possible High Payoff/ Low Priority II Delayable Prevention Re-charge Low Payoff/ High Priority III Others’ priorities Routine Time Gets Stolen Low Payoff/ Low Priority IV Low Return Activities Time Wasters Procrastination Lost Time
  • 35. Copyright©2010 J Ramos Associates LLC High Payoff/ High Priority I Delay is no longer possible High Payoff/ Low Priority II Delayable Prevention Re-charge Low Payoff/ High Priority III Others’ priorities Routine Time Gets Stolen Low Payoff/ Low Priority IV Time Wasters Procrastination Lost Time
  • 36. Copyright©2010 J Ramos Associates LLC CASE STUDY 1.  Review tasks and activities 2.  Determine if item is a HIPO or LOPO -- which quadrant? 3.  Ignore 4D’s/When column for now
  • 37. Copyright©2010 J Ramos Associates LLC High Payoff/ High Priority I Delay is no longer possible High Payoff/ Low Priority II Delayable Prevention Re-charge Low Payoff/ High Priority III Others’ priorities Routine Time Gets Stolen Low Payoff/ Low Priority IV Time Wasters Procrastination Lost Time
  • 38. Copyright©2010 J Ramos Associates LLC TAKE ACTION ON EACH DEMAND ONCE D1  -­‐  Destroy  (Dump  or   Delete/Recycle)   D2  -­‐  Do  It  (2  Minutes  or  Less)   D3  -­‐  Delegate/Ask  for  Help   D4  -­‐  Delay/Defer  (Use  Tickler   Systems/Reminders)    
  • 39. Copyright©2010 J Ramos Associates LLC FOUR QUESTIONS TO HELP YOU “DUMP” •  Have I used this information in the last year? •  Is there a consequence for not retaining it? •  Does this information support my Key Result Life/Work Areas? •  Is this information irreplaceable? Could I find it elsewhere if I need it later?
  • 40. Copyright©2010 J Ramos Associates LLC Junk Mail •  Open over the trash can or shredder •  Stay away from a flat surface •  Review three “clues” on front of each envelope •  Apply to email as well!
  • 41. Copyright©2010 J Ramos Associates LLC D2 - DO IT! •  Quick items (including e-mail) •  2 minutes (If longer, delay and schedule) •  Clear items quickly while processing •  Organize your day for remainder items
  • 42. Copyright©2010 J Ramos Associates LLC D3 - DELEGATE •  Why I avoid delegating? •  Give it up! -- to someone who can do it better than you, faster than you or just “good enough” (David Allen, GTD)
  • 43. Copyright©2010 J Ramos Associates LLC D4 - DELAY/DEFER •  Do it yourself -- Later! •  Schedule it (Tickler File system) •  Put a time estimate on the task •  This is NOT procrastination!
  • 44. Copyright©2010 J Ramos Associates LLC GROUP DISCUSSION •  Go back to Case Study Exercise •  Review items in relation to 4D’s processing
  • 45. Copyright©2010 J Ramos Associates LLC TAKE ACTION ON EACH DEMAND ONCE D1  -­‐  Destroy  (Dump  or   Delete/Recycle)   D2  -­‐  Do  It  (2  Minutes  or  Less)   D3  -­‐  Delegate/Ask  for  Help   D4  -­‐  Delay/Defer  (Use  Tickler   Systems/Reminders)    
  • 46. Copyright©2010 J Ramos Associates LLC Application Exercise •  Return to your Master Action List •  Apply HIPO/LOPO and 4D Model to your own list
  • 47. Copyright©2010 J Ramos Associates LLC To  do   Transfer   Master   Ac0on   List   In-­‐ basket   Reminders   Email   in-­‐ basket   Project   Folders  
  • 48. Copyright©2010 J Ramos Associates LLC KEYS TO SCHEDULING Be realistic in your estimates ü Ask others ü Check files ü Factor 20% ü Time yourself (average time 3x) Watch hidden time costs ü Thinking time ü Surprises ü Set up time ü Clean up time ü Travel time
  • 49. Copyright©2010 J Ramos Associates LLC Conflicting Priorities – “No” •  Rule – There will never be enough time to do everything you have to do •  What can you reasonably say no to? •  If not no, what can I negotiate and leverage?
  • 50. Copyright©2010 J Ramos Associates LLC How to Decide 1.  Why am I being asked to do this? Purpose of request? 2.  Is this task something I want to do? 3.  Is the request (or what part of the request is) negotiable? 4.  Could I delegate this request? 5.  What is the acceptable level of accomplishment?
  • 51. Copyright©2010 J Ramos Associates LLC Put it in Perspective If I only had a year to live and could only select a short list of activities, would this be on it? (Reminder – don’t sweat the small stuff!)
  • 52. Copyright©2010 J Ramos Associates LLC Consequence  of   Saying  No       Payoff  for   Saying  No   Consequence  of   Saying   Yes   Payoff  for   Saying     Yes  
  • 53. Copyright©2010 J Ramos Associates LLC Keeping Commitments = Trust •  Don’t agree if you can’t accomplish the task •  Keep your commitments if you say yes •  If you run into problems, renegotiate a new deadline (give early warning)
  • 54. Copyright©2010 J Ramos Associates LLC The Power of No “When I know what’s important to me based on my values and goals, it’s easy to say no to something else.” “If you say yes to someone else’s demand, you are saying no to something on your list!”
  • 55. Copyright©2010 J Ramos Associates LLC The Power of No “When I know what’s important to me based on my values and goals, it’s easy to say no to something else.” “If you say yes to someone else’s demand, you are saying no to something on your list!”
  • 56. Copyright©2010 J Ramos Associates LLC Interruptions •  Start and Stop – increases the time necessary to complete the task by as much as 500 percent! •  Look for blocks of uninterrupted time for your top 20% activities – your Frogs!
  • 57. Copyright©2010 J Ramos Associates LLC TECHNOLOGY – FRIEND OR FOE? •  E-mail •  Smart Phones •  Texting •  Instant Messaging •  Other?
  • 58. Copyright©2010 J Ramos Associates LLC
  • 59. Copyright©2010 J Ramos Associates LLC 10 Seconds (or less)
  • 60. Copyright©2010 J Ramos Associates LLC Big Rocks
  • 61. Copyright©2010 J Ramos Associates LLC High Payoff/ High Priority I URGENT: Delay is no longer possible High Payoff/ Low Priority II Delayable Prevention Re-charge Low Payoff/ High Priority III Others’ priorities Routine Time Gets Stolen Low Payoff/ Low Priority IV Time Wasters Procrastination Lost Time Quadrant II Focus
  • 62. Copyright©2010 J Ramos Associates LLC IDEA OR MIND MAPPING Main Idea
  • 63. Copyright©2010 J Ramos Associates LLC Thank you… QUESTIONS? June Ramos TEL 303.679.8700