RightFit – News you can use.
Electronic Newsletter Issue 2010-05
May 2010
In this issue: Striking Statistic, Timely Tip, Group Gathering, Computer Clue, and Quick Quote
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Copyright 2010
Shirley Lee
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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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