State of Tennessee Management and Leadership …Stephen Covey . Weekly Planning Checklist Planning...

State of Tennessee Management and Leadership Development Pyramid of Learning

A Part of the Level 1 Certificate Learning Series

Approved for use June 8, 2016

Table Group Discussion: During our daily work, we have many resources to assist in

planning and setting priorities. We may also face barriers. Please

identify your resources for planning and prioritization and the

barriers you may face on the chart below.

Resources Barriers

Describe one model for effective planning

Describe one priority setting model

Learn how using effective planning results in successful time

management and priority setting

Participant Guide

Planning and Priority Setting Page 1

Successful time management requires:

“The bad news is time flies. The good news is you're the

pilot." Michael Altshuler

Time Management

Planning

Work Relationships

Setting Goals

and

Priorities

Efficient

Workflow

Participant Guide


Indicators of procrastination:

1.

2.

3.

4.

“Every duty that is bidden to wait comes back with seven fresh duties

at its back.” Charles Kingsley

Make sure your daily task list is tagged based on priorities, time

estimated and schedule. You run out of time, not work!

Schedule important tasks first. Don’t work on the ‘easy’ stuff just

because you can. Break tasks into small manageable pieces so

they are doable.

Learn to control your unplanned action impulses.

Schedule focus time – uninterrupted time where you can

concentrate. One hour of this time can yield 2-3 hours of results.

Identify your prime time – when you are at your most productive.

Use this time for the important tasks like making decisions and

being creative.

Ask yourself when looking at tomorrow’s work, “If tomorrow flies

out of control, what task is a must?”

If your job allows, plan your week. If you can get others on your

team to plan, use this information for a quick check for

alignment and disconnects.

Be slow to alter your plans when the unexpected hits. A

thoughtful response is better than a quick reaction.

Participant Guide


http://www.goodreads.com/author/show/15568.Charles_Kingsley

Techniques to manage procrastination:

1.

2.

3.

4.

5.

6.

List ten “things” (tasks or activities) you did at work yesterday:

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

**Research shows people spend 50 % of their time on non-critical tasks!**

Participant Guide


Three Topics I expect to discuss at my next appraisal/performance review:

1.

2.

3.

“Things which matter most must never be at the mercy of things

which matter least.” Johann Wolfgang von

Goethe

S.

M.

A.

R.

T.

Important: Things that contribute to the long-term mission,

values, and goals.

Dwight D. Eisenhower, Eisenhower Decision Matrix

Urgent: Things compelling immediate action or attention;

pressing; insistent or importunate.

The Business Free Dictionary

Participant Guide


http://www.goodreads.com/author/show/285217.Johann_Wolfgang_von_Goethehttp://www.goodreads.com/author/show/285217.Johann_Wolfgang_von_Goethe

Brian Tracy’s Hierarchy of Priorities:

A.

B.

C.

D.

E.

“Time is our most valuable nonrenewable resource, and if we want to treat it

with respect, we need to set priorities.”

Albert-László Barabási, Bursts: The Hidden Pattern Behind Everything We Do

Of the things you do during your day, only 20% really matter:

Those 20 % produce 80 % of your results. Identify and focus on those activities.

80 % of your time should be spent doing what is really important…the 20 %.

Participant Guide


http://www.goodreads.com/author/show/2932657.Albert_L_szl_Barab_sihttp://www.goodreads.com/work/quotes/9454717

List as many as 10 of your work priorities you can think of. Classify each as an

A, B, C, D, or E priority.

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

Which of these is most important? Why? What is your plan to address this

priority?

Participant Guide


Sample Daily Checklist

Daily Planning Checklist

Planning

Element

Plan for the Day

Grand Slam Home

Run for the Week:

2-3 actions I can

make today that will

make the greatest

difference

Team focus; are

there any

adjustments to be

made?

Barriers I need to

obliterate:

Meetings and prep

needed:

Pro Tip: Planning Checklists

Checklists are very beneficial in setting priorities, scheduling, and planning. Checklists may be prepared for daily, weekly, or longer-term scheduling. Spending 30 minutes a week planning and scheduling for the following

week generally results in an added 3-5 hours of productivity.

Participant Guide


Completed Sample Daily Checklist


Planning

Element

Plan for the Day

Grand Slam Home

Run for the Week: Complete “Priority Setting” training

2-3 actions I can


make the greatest

difference

Type participant guide Do PowerPoint slide animations Print facilitator guide

Team focus; are

there any

adjustments to be

made?

Need scheduling activity input from Smith and

Jones

Barriers I need to

obliterate: Printer offline for repair

Meetings and prep

needed: Meet with Smith and Jones to check progress on

scheduling activity for “Priority Setting” training

“It does not do to leave a live dragon out of your calculations,

if you live near him.”

J.R.R. Tolkien, The Hobbit

“If you don’t know exactly where you’re going, how will you

know when you get there?”

Steve Maraboli, Life, the Truth, and Being Free

Participant Guide


http://www.goodreads.com/author/show/656983.J_R_R_Tolkienhttp://www.goodreads.com/work/quotes/1540236http://www.goodreads.com/author/show/4491185.Steve_Marabolihttp://www.goodreads.com/work/quotes/14708444

Sample Weekly Checklist

“Productivity is never an accident. It is always the result of a commitment to

excellence, intelligent planning, and focused effort.”

Paul J. Meyer

“Let our advance worrying become advance thinking and planning.”

Winston Churchill

Weekly Planning Checklist

Planning

Element

Plan for the Week

Grand Slam Home Run

for the Week:

Meetings/conversations

I need to schedule:

Decisions needed and

by whom:

Coaching/developing

for the week:

MUST NOT MISS items:

Potential Barriers to

hitting the grand slam

for the week:

Participant Guide


http://www.brainyquote.com/quotes/quotes/p/pauljmeye393225.htmlhttp://www.brainyquote.com/quotes/quotes/p/pauljmeye393225.htmlhttp://www.brainyquote.com/quotes/authors/p/paul_j_meyer.htmlhttp://www.brainyquote.com/quotes/quotes/w/winstonchu156920.htmlhttp://www.brainyquote.com/quotes/authors/w/winston_churchill.html

Completed Sample Weekly Checklist

“The key is not to prioritize what’s on your schedule, but to

schedule your priorities.

The main thing is to keep the main thing the main thing.”

Stephen Covey


Planning

Element

Plan for the Week

Grand Slam Home Run

for the Week: Complete “Priority Setting” training


I need to schedule: Meet with Smith and Jones to check progress

on scheduling activity for “Priority Setting”

training Meet with Div. Dir. For final course content

review


by whom: Final course approval, “Priority Setting,” Div.

Dir. And Asst. Commissioner

Coaching/developing

for the week: Smith, bi-weekly coaching session. James, requested mentoring session

MUST NOT MISS items: Meeting Thurs. 8:00, course approval, “Priority Setting”



for the week:

Scheduling meeting with Div. Dir. for course

approval (time?) Printer availability

Participant Guide


Planning Questions to ask on the front end:

What are my goals and objectives; what do I expect to accomplish?

What tasks will I have to do to get those results?

What are the priorities involved?

How much time will each task require?

When will I do each task?

How much flexibility must I allow for the unexpected things

I can’t control?

Questions to ask during planning:

Have I correctly identified the critical tasks as primary targets

to work on?

Have I considered both short and long-term objectives and

ramifications?

Have I clearly communicated challenges and expectations to

others in the organization?

Am I neglecting things that seem trivial but that will accumulate

and be detrimental later?

Am I oversimplifying things that are necessarily complex?

Participant Guide


Relate back to a recent complex task or project for which you planned.

What made the project complex?

Describe your planning process.

Who was involved in it and how did you coordinate efforts?

What was the outcome?

Participant Guide


Think back to specific goals or priorities you established as part of your plan.

What were some of these goals?

How did you prioritize these goals?

Choose to make the “Five Critical Choices”:

1.

2.

3.

4.

5.

Participant Guide



Planning

Element

Plan for the Day

Grand Slam Home

Run for the Week:

2-3 actions I can


make the greatest

difference

Team focus; are

there any

adjustments to be

made?

Barriers I need to

obliterate:

Meetings and prep

needed:

Participant Guide



Planning

Element

Plan for the Week

Grand Slam Home Run

for the Week:


I need to schedule:


by whom:

Coaching/developing

for the week:

MUST NOT MISS items:



for the week:

Participant Guide


Resources

Eat That Frog, Brian Tracy, Copyright 2007 Berrett-Koehler Publishers, Inc.

Developing Great Managers, Lisa Haneberg, Copyright 2008 ASTD Press

The 5 Choices: The Path to Extraordinary Productivity, Kory Kogon et. al., Simon &

Schuster, Copyright 2014 Franklin Covey Co.

The 7 Habits of Highly Effective People, Stephen R. Covey, Simon & Schuster,

Copyright 2004 Stephen R. Covey

Participant Guide


Participant Guide


These materials have been designed to develop specific knowledge and skills for State of

Tennessee employees. Permission granted to Tennessee state certified facilitators to

reproduce these materials in whole without alteration using the state of Tennessee

publication guidelines.

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