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Urgent Vs Important

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Urgent Vs Important

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  • Thanks. A very effective work.
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  • Good one.
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  • Thank you. I like all the slides.
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  • definitely my favorite!
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Urgent Vs Important

  1. 1. Urgent  vs.  Important 
  2. 2. Use Time Effectively,  Not Just Efficiently Not Just Efficiently
  3. 3. Time stressors are some of the  Time stressors are some of the most pervasive sources of  pressure and stress in the  workplace, and they happen  as a result of having too much  to do in too little time. t d i t littl ti
  4. 4. With this kind of  pressure all too  pressure all too common, effective  time management  time management is an absolute  necessity.  it
  5. 5. You probably  use a day‐ d planner and to‐ p do list to manage  your time.  your time
  6. 6. These tools are certainly helpful,  but they don't allow you to drill  down to one of the most essential  down to one of the most essential elements of good time 
  7. 7. Management
  8. 8. Management:  distinguishing between what is  di i i hi b h i important and what is urgent.  p g
  9. 9. Great time management means  being effective as well as efficient. 
  10. 10. Managing time effectively, and  achieving the things that you want  achieving the things that you want to achieve, means spending your  time on things that are important  a d ot just u ge t and not just urgent. 
  11. 11. To do this, and to minimize the  stress of having too many tight  t fh i t ti ht deadlines.
  12. 12. We need to distinguish clearly  between what is urgent and what is  b t h ti t d h ti important.
  13. 13. Important activities have an  outcome that leads to the  t th t l d t th achievement of your goals. 
  14. 14. Urgent activities demand immediate  Urgent activities demand immediate attention, and are usually associated  with the achievement of someone else's  f goals, or with an uncomfortable problem  or situation that needs to be resolved.
  15. 15. Urgent activities are often the ones  g we concentrate on. 
  16. 16. These are the  "squeaky wheels that get the grease." 
  17. 17. They demand attention because the  consequences of not dealing with  f t d li ith them are immediate. 
  18. 18. The Urgent vs. Important  Matrix is a useful tool for thinking  M ti i f l t l f thi ki about this. 
  19. 19. How to Use the Tool Ho to Use the Tool
  20. 20. The Urgent/Important Matrix  Th U /I M i is a powerful way of thinking  p y g about priorities. 
  21. 21. Using it helps you overcome the  natural tendency to focus on urgent  natural tendency to focus on urgent activities, so that you can keep  enough time clear to focus on  what s really important. what's really important.
  22. 22. This is the way you move from  "firefighting", into a position where  firefighting into a position where you can grow your business and  your career. 
  23. 23. How to use this matrix  to prioritize your activities: 
  24. 24. Firstly, list all of the activities and  y, projects you feel you have to do. 
  25. 25. Try to include everything that takes  up your time at work, however  ti t k h unimportant. 
  26. 26. If you manage your time using an  Action Program, you'll already have  A ti P 'll l d h done this.
  27. 27. Next, assign importance to each of  N t i i t t h f the activities 
  28. 28. You can do this on, say, a scale of 1  , y, to 5: Remember, this is a measure of  how important the activity is in  how important the activity is in helping you meet your goals and  objectives. 
  29. 29. Try not to worry about urgency  at this stage, as this helps get to  at this stage as this helps get to the true importance. p
  30. 30. Once you have assigned  importance to each activity,  importance to each activity evaluate the urgency of each  g y activity.
  31. 31. As you do this, you can plot the  y ,y p listed items on the matrix  according to the assigned  di t th i d importance and urgency. p g y
  32. 32. Now study the matrix using the  Now study the matrix using the guidelines below, and schedule your  work according to your priorities. k di t i iti
  33. 33. Urgent and Not Important  U t dN tI t t ( ("Interruptions"): p )
  34. 34. Urgent and Not Important  Urgent and Not Important ("Interruptions"): Urgent but not important activities can  be a constant source of interruption. b t t fi t ti
  35. 35. Urgent and Not Important  Urgent and Not Important ("Interruptions"): Ask yourself whether these tasks can be  rescheduled, or whether someone else could  rescheduled, or whether someone else could do them. 
  36. 36. Urgent and Not Important  Urgent and Not Important ("Interruptions"): Sometimes it's appropriate to say "No" to  people, or encourage them to solve the  people, or encourage them to solve the problem themselves. 
  37. 37. Urgent and Not Important  Urgent and Not Important ("Interruptions"): Alternatively, try allocating time when you are  Alternatively try allocating time when you are available, so that people only interrupt you at  certain times (a good way of doing this is to  certain times (a good way of doing this is to schedule a regular meeting so that all issues can be  dealt with at the same time). 
  38. 38. Urgent and Not Important  Urgent and Not Important ("Interruptions"): By doing this, the flow of work on your  important activities will be less disrupted.
  39. 39. Not Urgent, but Important  Not Urgent, but Important ("Important Goals"): These are the activities that you can plan  ahead for to achieve your goals and complete ahead for to achieve your goals and complete  your work. 
  40. 40. Not Urgent, but Important  Not Urgent, but Important ("Important Goals"): Make sure that you have plenty of time to  achieve these, so that they do not become  achieve these, so that they do not become urgent. 
  41. 41. Not Urgent, but Important  Not Urgent, but Important ("Important Goals"): Remember to leave enough time in your  schedule to deal with unforeseen problems. 
  42. 42. Not Urgent, but Important  Not Urgent, but Important ("Important Goals"): This will maximize your chances of keeping on  schedule, and help you avoid the stress of  schedule, and help you avoid the stress of work becoming more urgent that necessary.
  43. 43. Not Urgent and Not Important  Not Urgent and Not Important ("Distractions"): These activities are just a distraction, and  should be avoided if possible. 
  44. 44. Not Urgent and Not Important  Not Urgent and Not Important ("Distractions"): Some can simply be ignored. Others are  activities that other people want you to do,  but they do not contribute to your own  desired outcomes. 
  45. 45. Not Urgent and Not Important  Not Urgent and Not Important ("Distractions"): Again, say "No" politely and firmly where this  is appropriate. 
  46. 46. If people see you are clear about your  objectives and boundaries, they will often not  ask you to do "not important" activities in  future.
  47. 47. Thank you,  Thank you amirsaiftaz@gmail.com i if @ il www.amirsaiftaz.blogspot.com

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