Chapter 5 Organizing Your Work And Time Flashcards

1
Q

When you take on supervisory responsibilities, ______ becomes more important than ever before. (Page 68)

A

planning

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2
Q

______ developed a fairly simple system to prioritize the many competing demands he face as president of the U.S. he recognized that task have not only importance, but also urgency. (Page 69)

A

General Dwrigt D. Eisenhower

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3
Q

______ 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. (Page 69)

A

Importance

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4
Q

If you are spending too much time putting out fires, you are responding to the ______, not the important. (Page 70)

A

Urgent

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5
Q

Putting out fires produces _____ and is inefficient use of the organizations resources. A steady diet of _____ has been shown to cause employee turnover and health problems. (Page 70)

A

stress

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6
Q

Spending ____ of your time on what has importance (your goals and objectives), rather on what has urgency (telephone calls and e-mails), will make you and your team high performers. (Page 70)

A

80 percent

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7
Q

Your first step in organizing your work is to put your _____ where you will see them while planning your daily work. (Page 70)

A

strategic goals

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8
Q

Your highest strategic priorities, are the task that? (Page 70)

A

support your vision.

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9
Q

Your most urgent priorities are the task with? (Page 70)

A

approaching deadlines

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10
Q

The most common way to organize task is to? (Page 70)

A

create a to-do list

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11
Q

_____ is a popular method for prioritizing to-do list.

A

ABC-123

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12
Q

When creating an ABC-123 list write an “A” next to? (Page 71)

A

every high priority item

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13
Q

When creating an ABC-123 list, write a “C” next to (Page 71)

A

every low priority item

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14
Q

When creating an ABC-123 list write a “B” next to every item that? (Page 71)

A

deserves medium priority

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15
Q

Because ______ is so important to your success as a supervisor, it is worth it to find and learn how to use the best tools available. (Page 71)

A

managing your time

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16
Q

Separating information from action: Action request can be categorized similarly by these four categories: (Page 72)

A
  1. Do it
  2. Delegate it
  3. Defer it
  4. Delete it
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17
Q

Separating information from action: If completing the task will only take a _______, then just do it. (Page 73)

A

minute or two

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18
Q

When ever you _____, be sure to clarify your expectations and give them a firm due date. (Page 73)

A

delegate

19
Q

What is one of the most common management mistakes?(Page 74)

A

Not delegating enough

20
Q

______ frees your from focusing too much on technical work at the expense of the strategic management and leadership responsibilities that are essential to your supervisory role. (Page 74)

A

Delegation

21
Q

If a task cannot be completed in a few minutes or delegated, you should ____ it. (Page 74)

A

defer

22
Q

If possible, you should set aside time each day to read e-mail, sort paperwork, and return phone calls. Usually _______ is enough for checking e-mail. (Page 75)

A

two or three times a day

23
Q

Studies show that if you check your email immediately upon receiving an alert, you will consume more than _____ before returning to what you were working on. (Page 75)

A

23 minutes

24
Q

More than ____ of alert checkers never return to what they were working on before the interruption. (Page 75)

A

61 percent

25
Q

_____ is delaying action items that should be done now.(Page 76)

A

Procrastination

26
Q

Whatever the reason, procrastination often produces ______ and _____.

A

personal stress and anxiety

27
Q

What are the four basic types of meetings? (Page 76)

A

Daily Check-in
Staff tactical meeting
Monthly Strategic Meeting
Quarterly Review

28
Q

Daily check-in meetings are generally brief and cover a single subject. This type of meeting should last no longer than _____ and can be conducted standing up. (Page 76)

A

five minutes

29
Q

Staff tactical meetings: This meeting focuses on tactical issues and is likely to last from ____ to _____. (Page 76)

A

forty-five to ninety minutes

30
Q

Staff tactical meetings should start with team members providing brief reports on the __________ highest-priority activities they have worked on for a specific period. (Page 78)

A

two or three

31
Q

Staff tactical meetings: After each team member has reported, the group should review progress on the __________. This process should take no more than five to ten minutes. (page 78)

A

measurements they have identified on each of the teams goals

32
Q

This type of meeting include following-up from any outstanding business from the previous meeting and recognition of group or individual accomplishments since the last meeting. (Page 78)

A

Staff Tactical Meeting

33
Q

_____ are used to analyze and make decisions on critical issues that will affect the department or organization in fundamental ways. The meeting allows team members to explore a topic in depth without the distractions of deadlines and tactical concerns.(Page 78)

A

Strategic meetings

34
Q

Strategic meetings general take up ____ hours per topic. (page 78)

A

two hours

35
Q

When having strategic meeting, plan to have drinks and /or snacks available is the meeting last longer than ______. (Page 78)

A

an hour and a half

36
Q

An example of the type of issue best discussed in a strategic meeting is _____________. (Page 78)

A

reorganizing a department

37
Q

A _______ is used to look at the organization as a whole and may involve staff beyond your immediate team. (Page 78)

A

Quarterly Review

38
Q

At quarterly meetings, participants from different departments share their perspectives on major strategic issues. Hold quarterly meetings _____ and allow _____ to be based on current trends. (Page 78)

A

periodically/strategic change

39
Q

The top of an agenda should indicate? (Page 78)

A

The name of the group that is meeting
The date
Start and end times
Location of the meeting

40
Q

A _____ is a time during which employees share what they have worked on in one or two minute presentations. (Page 79)

A

lightning round

41
Q

Step 2 Distribute the agenda: Always distribute the agenda at least ______ in advance of the meeting so team members come prepared to discuss the identified topics.

A

one day in advanced

42
Q

As _____, you should manage both the time and the topics covered to make for more successful outcome. (Page 79)

A

meeting chair

43
Q

A key to being a good meeting chair is to? (Page 79)

A

Respect’s Peoples Time by Starting and Ending on Time