Prioritization and Time Management

Desktop Education for Parks & Recreation

January 2013 Presented by Jim Wheeler

PLEASE mute your phone by hitting *6. YOU will be not be speaking during the webinar. However, YOU WILL use the webinar chat and feedback box often.

Phone audio is much more reliable than computer audio. If you are listening through your computer speakers and have audio problems during the webinar PLEASE dial in to the number above.

Have you downloaded and printed a copy of your handouts? (Sent in today’s reminder update.)

DESKTOP EDUCATION FOR PARKS AND RECREATIONWELCOME AND SIGN-IN

Please sign in (by typing in the chat box) with:• Your Agency Name• The number of

people watching/attending the webinar from your agency today

• What is the name of the person who will be inputting answers into the webinar application

LET’S TAKE A LOOK AT THE WEBINAR APPLICATION

Raise your hand here…

This is the Feedback Box

This is the chatbox… Type here, hit enter to send

Orange indicates your input is required…

• Raise Hand• Feedback• Text input

All Chat Conversations will appear here.

Yes or No…Do you want CEUs for this session?

You do not need to be a CPRS member to receive CEUs.

You must view the session live

You must complete the post webinar CEU “Test” (8-10 questions)

Test must be returned within 14 days of the webinar date.

Please direct any questions specific to CEUs to Leslie Fritz at CPRS (California Parks and Recreation Society)

leslie@cprs.org 916.665.2777

RAISE YOUR HAND IF…

You have ever found yourself asking, “Where did the day go?”

HOW WELL DO YOU AGREE WITH THIS STATEMENT:

(Answer in the feedback box)“My ability to prioritize my work and personal tasks while managing my time effectively is critical to my success.”

FILL IN THE TEXT BOX

My favorite thing about my job is…

SPEAKER INTRO

Jim Wheeler, Manager Leisure Services and Aquatics Divisions

City and County of San Francisco Recreation and Parks Department

PRIORITIZATION AND TIME MANAGEMENT LEARNING OUTCOMES

By the end of this webinar you should be able to: Explain the role goal setting plays in success Identify controllable and uncontrollable factors

that take time in the workplace Develop basic task listing techniques to organize

your workload Organize work using the “Urgency/Importance

Matrix” to prioritize tasks and daily duties Use proven techniques to improve efficiency in

handling phone calls, e-mails and paper filing

PRIORITIZATION OR GOAL SETTING?

There is a thin line between prioritization and goal setting

Goal setting is long range and takes priorities into account

Prioritization happens all day everyday

PRIORITIZATION

The ability to effectively prioritize tasks will aid in your time management

Prioritization is fluid and never ending

GOAL SETTING

Goal setting determines direction and is outcome based

SMART (Specific, Measureable, Attainable, Realistic, Time-driven)

PRE-WEBINAR ASSIGNMENT ONE

“How Good is Your Time Management?”

http://www.mindtools.com/pages/article/newHTE_88.htm

HOW GOOD IS YOUR TIME MANAGEMENT TEST SCORE POLLING

What was your score? (Select the corresponding letter in your Feedback Box)

• A. 46 – 75, You’re managing your time very effectively!

• B. 31 – 45, You’re good at some things, but there’s room for improvement elsewhere.

• C. 15 – 30, OUCH, the good news is there’s room for improvement.

• D. I DIDN’T TAKE THE TEST

FACTORS THAT TAKE TIME

CONTROLLABLE?

UNCONTROLLABLE?

CONTROLLABLE VS. UNCONTROLLABLE

Controllable E-Mail Paper Projects Site Visits Meetings

Uncontrollable Poop The Boss VIP’s Emergencies Illness

What are other Controllable factors?List in your text box…

WHAT ARE OTHER UNCONTROLLABLE FACTORS?

What are other UNcontrollable factors?List in your text box…

YOU CANNOT CONTROL THE UNCONTROLLABLE. BUT, YOU CAN CONTROL HOW YOU DEAL WITH IT…

TOOLS THAT HELP MANAGE TIME AND HELP PRIORITIZE TASKS

In your feedback box…Did you develop a project/task list?Yes orNo

10 to 15 items you deal with on a regular basis or one time project.

My current work task list has 82 items, my personal list has 15

ITEMS FROM MY TO DO LIST

Mid Year PPARS Mather TOE Planning Big City Trip Dates Standardizing Forms Soap Box Derby Bike Park Grant Skate Ramp Parts OEI Program Space Finding Urban Nature Movement in the

Parks

LGTBQ Strategic Plan Lake Merced Project Red Cross Agreement Coffman Plaster Lifeguard Academy Camp Mather

Staffing Eureka Valley Lights Glen Park Move Out Richmond Gym Floor DSL at Sunset, Cox

BASIC TASK LISTING TIPS

Carry a note book or note cards

BASIC TASK LISTING TIPS Transfer “field notes” to a task list

BASIC TASK LISTING TIPS

Know what on your list is “Boss Stuff” and “Staff Stuff”

Raise your hand if you use a “task” or “to do” list?

Re-prioritize your task list continually.

BASIC TASK LISTING TIPS

How often do you re-prioritize it? (Use feedback box)

• A. Hourly• B. Daily• C. Weekly• D. Monthly

On your handout…Take a moment and prioritize your pre-assignment task list giving each item an “A, B or C”.

A

B

C

THE URGENCY/IMPORTANCE MATRIX

When you don’t know what to rate it or where it goes…

URGENT VERSUS IMPORTANT

On your handout…• Take the items on your task list and

apply a couple of them to the matrix.• A, B, C or not on the list… If they are

important enough they will come back to you

THE DAILY GRIND

Paper and Files

E-Mail

Phone Calls

Regular Staff Meetings

PAPER FILES

Is your desk A. clean or B. cluttered? (feedback box)

Above ground and underground files

Annual clean outs

F.A.R.T. system for dealing with paper File Act Refer Trash

E-MAIL

How many each day? (feedback box)• A. 1-20• B. 21-40• C. 41-60• D. 61 plus

Folders and flagging features

Monday check backs

Delete and archive for faster searches

PHONE CALLS

The office phone versus the cell phone, let people know where you stand

You don’t have to answer them all, that’s why there is voice mail

Use a phone log for record keeping of calls in and out of your office

SAMPLE PHONE LOG

STAFF

Regular Meetings with Staff and Superiors

Teach them what is urgent, what you need to know, what you trust them with, your priorities

2 Minute Rule is critical to success

Make them come to you if possible

Always remain approachable

PRIORITIZATION AND TIME MANAGEMENT LEARNING OUTCOMES

You should NOW be able to: Explain the role goal setting plays in

success Identify controllable and uncontrollable

factors that take time in the workplace Develop basic task listing techniques to

organize your workload Organize work using the

“Urgency/Importance Matrix” to prioritize tasks and daily duties

Use proven techniques to improve efficiency in handling phone calls, e-mails and paper filing

REVIEW

Please type in the text box the most valuable thing you learned today…

CALL TO ACTION

Please type into the text box one thing you WILL do as a result of being here today…

SEE YOU NEXT MONTH!

Speaker: Dr. Chris Chamberlain Make and Take Energize, Motivate and

Sustain Momentum in your Staff

Remember -- Your follow-up email with today’s slides, handouts AND CEU Test (required only for those wishing to receive CEU credit for this webinar) will arrive in about an hour!

FEEDBACK PLEASE…HOW STRONGLY TO YOU AGREE WITH THIS STATEMENT…

This webinar was a very good use of my/our time. I look forward to next month’s session.

Feel free to leave additional comments or suggestions in the text box…

CONTACT JIM

Jim Wheeler, Manager Leisure and Aquatics San Francisco Recreation and Park Department 415-831-6833 james.wheeler@sfgov.org

Jim Wheeler, Owner Total Aquatic Management 510-523-3155 swimnjim@hotmail.com