Chapter 5: Organizing Your Work and Time

Question 1

Eisenhower Matrix to Prioritize: ____ is based on an activity’s value to the vision of the organization and how it contributes to the organization’s mission, leadership’s priorities, and your work goals.

Answer 1

Importance

Question 2

Eisenhower Matrix to Prioritize: ____ means a task requires immediate attention.

Answer 2

Urgency

Question 3

Eisenhower Matrix to Prioritize: ____ may not have anything to do with the organization’s vision or accomplishing results.

Answer 3

Urgency

Question 4

Your highest strategic priorities are the tasks that support your ____.

Answer 4

vision

Question 5

Your most urgent priorities are the tasks with approaching ____.

Answer 5

deadlines

Question 6

The most common way to organize tasks is to create a ____.

Answer 6

to-do list

Question 7

____ is a popular method for prioritizing to-do lists.

Answer 7

ABC-123

Question 8

Organizing your ____ is easier thanks to today’s technology.

Answer 8

calendar

Question 9

Information provided to you as a courtesy may be sorted into four categories:

Answer 9

1. Read it and file away
2. If it takes more than a couple of minutes to read, move it to a folder to read later (defer it)
3. Pass it along to someone else (delegate it)
4. Delete it or throw it away

Question 10

Action requests can be categorized similarly in four categories:

Answer 10

1. Do it
2. Delegate it
3. Defer it
4. Delete it

Question 11

One of the most common management mistakes is not ____ enough.

Answer 11

delegating

Question 12

____ frees you from focusing too much on technical work at the expense of the strategic management and leadership responsibilities that are essential to your supervisory role.

Answer 12

Delegation

Question 13

Usually ____times a day is enough for checking e-mail.

Answer 13

two or three

Question 14

____ is both a remarkable tool for instant communication and a frequent time waster.

Answer 14

E-mail

Question 15

____ is delaying action items that should be done now.

Answer 15

Procrastination

Question 16

____ is a habit that you can choose to change.

Answer 16

Procrastination

Question 17

As a supervisor, you will spend significant time in meetings. There are four basic types of meetings:

Answer 17

1. Daily check-in
2. Staff tactical meeting
3. Monthly strategic metting
4. Quarterly review

Question 18

This meeting is generally brief and covers only a single subject. It should last no longer than five minutes and can be conducted standing up.

Answer 18

Daily check-in

Question 19

The purpose of the ____ is to help team members avoid confusion about how priorities are translated into action each day and to make sure nothing falls through the cracks on a given day.

Answer 19

daily check-in

Question 20

This meeting focuses on tactical issues and is likely to last from forty-five to ninety minutes. It should start with team members providing brief reports on the two or three highest-priority activities which should take no more than five to ten minutes to complete.

Answer 20

Staff tactical meeting

Question 21

____ meetings are used to analyze and make decisions on critical issues that will affect the department or organization in fundamental ways.

Answer 21

Strategic

Question 22

This meeting allows team members to explore a topic in depth without the distraction of deadlines and tactical concerns. Meetings of this type generally take up to two hours per topic.

Answer 22

Monthly strategic meeting

Question 23

At this meeting, plan to have drinks and/or snacks available is the meetings last loner than ____.

Answer 23

Monthly strategic meeting / An hour and a half

Question 24

____ is used to look a the organization as a whole and may involve staff beyond your immediate team. Hold periodically.

Answer 24

Quarterly review

Question 25

Create an Agenda: You may want to allow time for a “____” during which employees share what they have worked on in one- to two-minute presentations.

Answer 25

lightning round

Question 26

Always distribute the agenda at least ____ in advance of the meeting so team members come prepared to discuss the identified topics

Answer 26

one day

Question 27

As meeting chair, you should manage both the ____ and ____ covered to make for a more successful outcome.

Answer 27

time and topics

Question 28

A key to being a good meeting chair is to ____people’s time by starting and ending on time.

Answer 28

respect

Question 29

Studies show that is you check e-mail immediately up receiving an alert, you will consume more than ____ minutes before returning to what you are working on.

Answer 29

23

Question 30

More than ____ percent of alert checkers never return to what they were working on before the interruption.

Answer 30

61