Prioritize This

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Prioritize This

• Spend Your Time Wisely

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Set Your Goals

• First, you must write down your goals. (Remember
  its only a wish until you write it down!)
• Next, make sure your goals are useful,
  measurable, and attainable.
• Then, prioritize your goals using the A,B,C
  method, with AHigh, BMedium, CLow.
• Finally, evaluate your goals daily, and visualize
  your goals by imagining how you will achieve your
  goals!

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Avoid Procrastination

• First and Foremost, know that procrastination is
  the one time waster of which you have control.

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Tips for Avoiding Procrastination

• Always slice the task into more manageable pieces
  and start on the easiest first.
• Make sure to attain a clear picture of the task
• Designate interim completion points
• It can be helpful to chart your progress
• Most importantly, set a deadline for completing
  the project!

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Minimize Interruptions

• Minimizing interruptions is one way to ensure
  success.
• Quick Fact The average employee is interrupted
  every 9 minutes, which equals a total of 48
  interruptions per day!
• If you begin to let interruptions intervene with
  the tasks that you are trying to complete, at
  least one task will be uncompleted, and you will
  get behind.

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Tips for Handling Interruptions

• Interruptions are known to happen, so here are
  some instructions for handling them
• First, see if the interruption is necessary. If
  so, handle it immediately.
• If the interruption is unnecessary, then its your
  decision to either stop the interruption or avoid
  it.
• Finally, if the interruption is untimely, attempt
  to reschedule it to better accommodate your
  schedule.

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Managing Your Telephone Time

• Although the telephone is both a terrific time
  saver and an insidious thief, you must keep in
  mind that phones are the primary source of
  interruptions!
• Quick Fact 40 of managers spend more than two
  hours per day on the phone, which really cuts
  into their work day.

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Tips on Managing Your Phone Time

• First, screen your calls through an assistant or
  answering machine.
• Next, if the person youre calling isnt
  available, leave a precise message. This will
  make it easier for them to return your phone call
  without confusion.
• Remember Use automatic dialing to save valuable
  time.
• Then, make sure to return calls before lunch or
  the end of the day. By following this method,
  people seem to get to the point quicker during
  these time frames
• Finally, keep a phone log in your planner to
  record decisions and discussions.

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Conquer Paperwork

• One thing to remember when dealing with paperwork
  is that you should only have to handle the paper
  once!
• To ensure that you only handle the paperwork
  once, we suggest using the TRAF System.

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TRAF System

• Toss it If you have an assistant, delegate the
  sorting, screening and tossing of mail.
• Refer It Keep a folder handy for each person you
  deal with on a regular basis. This is useful when
  a person comes to see you, because you can open
  up that folder and take care of all the items at
  once.
• Act On It Start an action folder or action page
  in your planner.
• File It With a discard date on papers that will
  outlive their usefulness and clutter your files.

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Plan Shorter and More Effective Meetings

• Meetings can be a big time waster. Before you
  set up a meeting, evaluate your agenda and
  determine if the information could be shared more
  efficiently by distributing it with a routing
  slip.

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If its necessary to schedule a meeting

• Dont allot more time for meetings than
  necessary- many times all the tasks can be
  completed in less time than originally scheduled
• Distribute the meeting agenda at least one day in
  advance and dont overload the agenda

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If its necessary to schedule a meeting cont

• Start meetings on time, even if everyone is not
  present
• Dont schedule a meeting for more than 2 hours
  beyond that, concentration suffers
• Issue minutes promptly
• Attend meetings only if necessary

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• Time management can be as informal or as detailed
  as you want to make it. Develop a plan to fit
  your own needs- be flexible throughout time and
  tailor it as your needs change.

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Remember

• Its not how much time you have, its how well
  you manage it.

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Questions