Planning and Prioritizing PDF

Planning And Prioritizing  Objectives  Plan, organize and monitor one’s own work or the work of others to ensure achievement of desired results  Establishing goals and objectives planning  Learn to prioritize your tasks to achieve your goals as per your plans Watch And Learn...

Planning And Prioritizing  Objectives  Plan, organize and monitor one’s own work or the work of others to ensure achievement of desired results  Establishing goals and objectives planning  Learn to prioritize your tasks to achieve your goals as per your plans Watch And Learn Watch and share your observation on Your learnings from the video What is plan as per you? 3 A plan is a road map set in real time to reach an objective or set of objectives through the use of defined resources 4  Goals…… The simplest way to define a goal is as a desired result envisioned by a person or a group and accompanied by an effort aimed at achievement. Setting goals gives you long-term vision and short-term motivation. It focuses your acquisition of knowledge, and helps you to organize your time and your resources so that you can make the very most of your life.  Forces Which Impact Goal Achievement Where You Want To Goals to Reach be achieved Dealer’s ability to pay, Company policies, Processes, Competitors Where You Are Planning, Understanding the field challenges & organizational approach and policies, Re- Planning, Relationship building etc  Goals- An Example I want to be successful in life My goal is to reduce my spending. I want to earn more money I will run marathon  SMART Goals S M A R T SPECIFIC MEASURABLE ACTIONABLE RELEVANT TIME BOUND Goal should be Making your Before you can Set goals that Include an end- clear and easy goal add a number, are important point. Knowing to understand measurable you have to to where you that you have a means adding a know how high are in your life deadline number or low you right now. motivates you want to go. to get started  SMART Goals S M A R T SPECIFIC MEASURABLE ACTIONABLE RELEVANT TIME BOUND Is it specific? Is it measurable? Is it attainable? (Can Is it realistic? Is it time bound? How will I this really happen? (What (Can I set fixed (Who? What? measure Attainable with knowledge’s, deadlines? What are Where? progress? (How enough effort? skills, and abilities the deadlines?) When? many? How What steps are are necessary to Why?) much?) involved? reach this goal?) Activity  SMART Goal Activity Share It Create your SMART Goals GOAL Specific Measurable Attainable Relevant Timely 10  Planning & Organizing – The ‘Ds’ Now Delay Do it now Never Never The D’s Don’t do it Delegate  Introducing the Eisenhower Matrix 1 Important 2 Important and Urgent not Urgent 3 Not 4 Neither Important but Important not Urgent Urgent The Eisenhower Matrix, also referred to as Urgent-Important Matrix, helps you prioritize tasks by urgency and importance, sorting out less urgent and important tasks which you should either delegate or not do at all. The 4 Ds Of Time Management  Pareto Analysis Pareto Analysis is a statistical technique in decision-making used for the selection of a limited number of tasks that produce significant overall effect. First focus Important, What’s What’s on important but urgent, neither tasks not-so-urgent but less urgent that need to stuff important, nor be done should be delegate to important, the same day scheduled. others don’t do at all 1 2 3 4 Crisis, Preparation, Phone calls, Time wasters, pressing prevention, reports, e- escape problems, value mails, activities deadlines clarification, meetings, driven planning, office projects, relationship activities meeting and building preparations 1 2 3 4 17 Apply The Skill Create a plan using Eisenhower Matrix for yourself. Can you further prioritize using Pareto principle? Activity  Six Rules For Planning and Organizing 1 3 5 Prioritizing Coordinating Creating Resources Systems/ Adhering to SOPs 2 4 6 Time Reaching Out/ Planning ahead Management Delegating/ Following Up A Case To Solve Watch and share your observation on What did you understand from the movie? Can you identify various steps involved in planning the mission? What were the roadblocks? How did the team overcome them? Planning For Contingencies 1. Identify/prioritize your resources 2. Pinpoint the key risks 3. Draft your contingency plans 4. Distribute your plans 5. Maintain each plan  Executing The Plan It always helps to run a pilot and record you learning's from it before Establish the objectives and you go for major processes necessary to deliver implementations. results in accordance with the expected output. Analyze the differences to determine their cause. Each Compare the results will be part of either one or against the expected more of the P-D-C-A steps. results to ascertain any Determine where to apply differences. changes that will include improvement.  Summary Manage time as Plan long term Categorize Each task have a Set SMART start time and an per and short term working on waste goals for future end time with Urgent/Important using a activity reducers and Matrix log or to do list activity clearly stated expanders goals  How Do You Spend Your Day? Activity Learn To Focus Things In Your Control …cannot influence this! …can control this! …can influence this! Avoid Reactivity …cannot influence this! …can control this! …can influence this! Be Proactive …cannot influence Increase area of this! control… …can control this! …can influence this! By influencing more!  Narrow Your Focus From the list of activities that you do in a day, enlist the activities that are under your control and things that are not. Activity  Recognize Time Bandits Time bandits are ways you leak and waste time They reduce your effectiveness and productivity Wasted time is time that is lost forever  Exercise Individually identify three things that distract you in your personal and professional life. Activity Tackling The Time Bandits Time Bandits include: Unwanted Being Unproductive interruptions disorganized discussions Other people Unclear Lengthy being late communication telephone calls Supervisors Unforeseen Trivial changing their situation conversations minds  R Reduce jobs that aren’t part of your role Schedule your challenging tasks when your energy level are highest E V Minimize the number of times you switch between types of tasks Reduce the amount of time you spend on legitimate personal activities I Keep a tab on E time spent on non-important activities Take scheduled breaks W  Maintain An Activity Log Date/Time Activity Description How I feel Duration Value (High, Medium, Low, None) Activity Recall The Urgent-Important Matrix Watch and share your observation on Your learnings from the video Thank You