Create PowerPoint slide on the topic of Productivity: Prioritizing at Work.
Create PowerPoint slide on the topic of Productivity: Prioritizing at Work.
This should be presentation that takes away from the linked in learning provided in the below attachment. The presentations should be between 5-7 minutes.
Note: this is a work project that should show my understanding of the learning course and how I implement the learnings in my day to day. I am a quality specialist and my main responsibility is completing 3 monthly call audits each month (I break them down by group and focus on 1 group to completion for each week (e.g., week 1 – IVIG, week 2 – Trikafta, week 3 – Mycapssa). Additionally I will give my self a goal of completing 5-10 audits a day. My secondary task involve completing analyzing and completing reports, managing mailbox distributions and audit disputes. I use a to do list and the eishenhower matrix to classify important, urgent tasks from do later, delete task. These are some examples that can be incorporated in the slides.
Requirements:
Why proper prioritization matters
– Does it feel like you have so many things to do that everything is a priority? Sure, you know that everything can’t be a priority, but you can’t shake the feeling that no matter what you do you can’t focus on just one thing at a time. The truth is that if you have more than one priority then you don’t have a priority. But once you know how to choose the right priority you can avoid stress, and you can eliminate the nagging thought that you’re holding someone up or letting someone down. At the end of the day managing your priorities is all about getting more control over your time. And that’s what I’m going to teach you in this course. In this course you’re going to learn how to define your priorities in a personal and more powerful way, set and keep priorities at top of mind so that you can be at the top of your game, and have an action plan to help you get a handle on your priorities today.
What prioritization really means
A priority by definition should be a single thing. It should get done first and then you can move onto the next thing which now becomes the priority. But really get value out of what prioritization can do you need to decide what a priority really means to you. Here are a couple of ways that can help you make that decision. Number one, while a priority is technically one thing you can decide how big or small that one thing is. Think about priority in both broad and narrow terms as needed, make those terms your own and then own them by being purposeful and persistent with them. Number two, priority levels can be detrimental to your progress. When you rank your priorities with numbered levels like priority one, two, three, four, and so on, then you’re actually degrading the value of each priority. If you’re going to rank tasks by priority, use a tool like the Eisenhower Matrix instead. That way you’re ranking tasks by their urgency and importance which is a more distinctive way to prioritize your tasks
The two mindsets needed to prioritize
Here are the two different productivity mindsets you’ll need to prioritize with greater intention and attention. Number one, a time-based mindset. A time-based mindset forces you to focus on what is urgent. You’ll want to shift to this way of thinking when you need to take care of something immediately. Using a time-based mindset tends to be more reactive than proactive. Number two, a task-based mindset. A task-based mindset allows you to focus on what’s important. Using a task-based mindset is far more proactive than a time-based one because time plays a secondary role. You’ll give your attention to the task at hand instead of the time on hand, which makes the task a priority instead of the time you’re working on it. Balancing these two ways of operating will ensure you’re prioritizing the right tasks at the right time and help you become your most productive self.
Getting out of your own way
When you move too quickly for too long, then you can’t prioritize with purpose and you get in the way of your own progress. Number one, slow down. This may sound counterproductive, but in order to think better and evaluate your priorities with purpose in mind, you can’t be going a mile a minute. Pause for just a minute to catch your bearings. Then take a look at what you’ve prioritized and move forward from there. Stopping for 60 seconds can help you recover and reclaim your attention so that you can take on that prioritized task and get it done. Number two, work towards having fewer priorities. In order to maximize your productivity you shouldn’t have more than one priority at a time. Sure, there are plenty of things on your to do list, but once you start to assess each of them, understand that only one of them can be the priority. Then you’ll only give your focus, effort, and attention to one thing at a time. Number three, get your intentions out of your head. As soon as an intention, be it an idea or a task, comes to mind, capture it in a place where you can review it and prioritize it at the appropriate time. You can use a to do list app for this or even a paper notebook dedicated to hold your ideas until you’re ready to make them actionable.
Three questions to ask about your to-do list
It’s important to never stop asking questions. Number one, the magic question. it should start with the word how, and be as specific as possible. A good example of a magic question is, how can I complete my monthly audits on time? It’s suggested to put the magic question on a sticky note on your monitor, that way, it’s the first thing you’ll see when log onto your computer and it’ll be at top of mind right away. Number two, what good shall I do this day? Number three, what should be my top priority on my to-do list today? Review your to-do list, and select one task as your top priority. Asking this question will help you focus on the priority that will help you lead your time, rather than leaving you to focus on several things that may lead you to running out of time for what matters most. The simple practice of asking yourself questions can direct your time, attention, and effort throughout your day. It can keep you on track by ensuring that you’re making measurable progress with the things you need to deal with, and the things you really want to be doing.
Turning a priority into a project
If you want to take a big priority and make it actionable, then you need to turn it into something that is simpler to see as actionable. You need to turn that priority into a project. You see, sometimes a priority is not a project. Instead, it’s the genesis of one. For example, planning this course was a priority for me at one point in time, but once I turned it into a project, I was able to prioritize it deeper and make it more actionable as a result. Here are the steps you need to take to turn a priority into a project. Number one, break down the priority into actionable steps. When I decided to plan this course, the action of planning led me to break down the elements of creating this course into a ton of actionable steps. From there, I was able to see the scope of the project more clearly and prioritize each step that was needed. Number two, set yourself up for small wins. When you turn a priority into a project, do your best to give yourself some tasks that can be done quickly and easily. Small wins create momentum, and when you’re trying to make a priority-turned-project happen, you need to keep the momentum going. A mix of small wins among the big ones will help you do that so that keeps the project moving forward, even in some small way. Number three, find a way to bring each element of your project to your attention as much as possible. A project that doesn’t have your attention is not a priority. You need to give yourself the best chance of successfully completing that project and the only way you can do that is by having a way to keep it ready and waiting for you to tackle it. You can isolate the project from the rest of your obligations for easy access or create a reminder to review the project on a recurring basis. Your project needs to have an attention path to each task it contains, so take time to create those paths or your project will move at a slower pace.
Creating attention paths for your list
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-Any time you work on a priority, you’re clearly giving it attention. The question is how much attention are you actually giving it? If you’re not focused on the task at hand as much as possible, ideally 100%, then something else has your attention and that thing wasn’t your priority. A tool I use to help me be more deliberate and decisive with my attention are attention paths. Here’s what you need to do to create reliable attention paths for your priorities. Number one, think about the time needed to work on your priority. If it’s going to take a few hours to see a priority through to completion, then I suggest breaking it down so you can work on it in smaller increments of time over an extended period. Then, make the priority a recurring task in your to-do list app or make sure you write it down on multiple days on your paper to-do list. Number two, think about where you need to be. Once you determine where you need to be to work on a priority, set up some form of trigger to remind you to work on it when you’re in that place. This could be in the form of a simple sticky note, if that’ll do the trick, and some to do list apps even have a feature that will remind you to do something when you arrive at a location, Choose one type of trigger for this and use it time and time again. Number three, focus on the verbs. Verbs inspire attention. When I say to myself, write this chapter, my attention immediately goes to the verb, write, before the noun, this chapter. When you group like verbs together, then you’re carving an attention path that’s easier to see and then follow. Attention paths allow you to be selective with your attention, which gives you focused attention. Creating attention paths is the first step to helping you decide what to work on and when to work on it.
Becoming aware of what’s important
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– Aristotle said that the ultimate value of life depends upon awareness and the power of contemplation rather than upon mere survival. What that means is you need to become aware of what’s important to you so that you can live a life of value and purpose. Awareness and focus are two essential elements needed to be productive and take your life to the next level. To improve focus, you must also maintain a high level of awareness and this often doesn’t come naturally. Honestly, this is an area that all of us can improve on. Here are a couple of ways you can heighten your awareness so that you can discover what’s important to you. Number one, slow down. If you’re having trouble figuring out what you need in order to get the right stuff done, then the first thing you need to do is slow down. Only by slowing down can you really have the time to think clearly about what matters over the long haul instead of simply doing for the sake of doing. The thing that will help you keep the right needs in mind for every situation is awareness and you can tap into your awareness most effectively by slowing down. Number two, take stock. It’s important that you take stop regularly of your professional life and your personal life as well. Taking stock of what you’re working on is one of the best ways, not just to have an awareness of what’s on hand, but what’s missing as well. Once you gain and embrace awareness, something that everyone needs to do, then you can take the right action as your next action, as opposed to just taking action for action sake.
The importance of clarity
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-Clarity is essential if you want to become more productive. But it’s easy to overlook how important clarity is in the business of our daily lives. Time is challenging to manage because it moves on whether we want it to or not. But we can do our level best to manage the elements that can help us make the most of our time. Focus, awareness, attention, all of those are how you can invest your time. But for any of those to help you prioritize you need to have clarity first. Here are three things that highlight the importance of clarity when it comes to prioritization. Number one, when you combine clarity about what it is you’re doing and how you work best with awareness about your environment and how you work best along with self awareness, your personal values and vision, then you have a powerful trifecta for what projects to put your energy behind. Without clarity your awareness is not as sharp and it won’t serve you or your priorities very well. Number two, clarity affords focus. Without clarity your focus will be fragmented. You need focus to make consistent progress on anything you prioritize. But without having clarity on your side you won’t have the focus you need to get the job done as efficiently or effectively as possible. Number three, clarify offers you a fresh start. A fresh start is defined as an opportunity to start over without prejudice. A fresh start gives you space to move, think, and breathe. It doesn’t just create freedom, it contains freedom. An with that freedom you can make time to take on that priority you’ve been itching to work on. Clarity serves as a guide for the decisions we make about how we spend our time, energy, and attention. It won’t do the work for you but it will help you see what the work is that you need to do. And just as importantly, why you want to do it.
How to take a clarity day
A clarity day will help you identify priorities when you’re feeling like you have too many and can’t focus on them. Here are the steps you need to take to set yourself up for a clarity day. Number one. Schedule it well in advance. I like using my birthday, because it’s a milestone day and I’m generally not expected to work that day. I also use Groundhog Day to do this, because it falls right at the midway point of my year. That means I’m getting at least two clarity days every 12 months, and they line up perfectly with how I structure my calendar year. Number two. Block off all outside appointments. Make sure you’re not available to be booked for anything on that day at all. Now, that doesn’t mean you can’t initiate having a lunch with someone, or an early morning coffee, but don’t give that power to anyone else but you. Number three. Ensure the tasks you’ve lined up for that day are aligned with what a clarity day is meant for. Essentially, this will be anything that can act as a distraction and keep you from focusing on the mission of the day, which is clarity. Actually, making your clarity day a no tech day or a disconnected day is a really good idea. Number four. Book or find a place where your ability to have clear focus is not going to be a challenge
Using daily themes to prioritize
Wouldn’t it be great to wake up first thing in the morning and know exactly what your priority for the day should be? Well, you can make that happen by using daily themes. And I’m going to show you how. When I wake up every day, I’m able to ask the question, what should I focus my attention on today? And I know the answer. That’s because I have a theme for every day of the week. A daily theme gives you an overarching focus for the day, which helps you prioritize what you need to do when. Here are three things you need to keep in mind when using daily themes to help you prioritize. Number one, a daily theme gives you an overarching focus, but it is flexible. Even though Thursday is the davI give my focus to tasks that are related to learning, which is my daily theme for that day, there are other tasks I may need to work on that don’t fall into that learning category. The daily theme gives me an anchor for my focus so that I don’t veer too far off course, with what I want to prioritize for the day. Number two, you don’t need to have a theme for every day of the week. When I first started theming my days, I chose only one day to theme, Sunday. Sunday has been my planning day for years now because it’s best suited for that kind of activity. So when you start choosing days to theme, don’t do all of them at once. Instead, pick the easiest one to theme and start from there. Then, build upon that over time. Number three, when theming days, use what regularly happens in vour life as a determining factor. If Monday’s are ful of meetings, then you may want to make Monday your meeting day. If you want to do household work on the weekend, then define one of those weekend days as household day. I encourage you to work backwards from your certainties when theming your time, and this is especially important when theming your days because you want them to be consistent every single week. Before I started theming my days, there were times when my lack of focus and direction kept me from doing what needed to be done. Now, I’m able to know when to work on what during the week, making my time simpler to plan and make progress on anything I prioritize better than ever.
Work your priorities by activity type
-How do you know what an activity type is? Basically, any verb is an activity type. But if you want to use activity types to prioritize then you’ll want to use ones that pertain to your life in a way that you can connect with them more efficiently and effectively. That means you want to get specific and make them deeply personal. Here are three examples of activity-based modes that you can use to prioritize your tasks. Number one, errand running mode. Have you ever returned home after a trip to the store and then remembered that you could’ve picked something else up along the way? Well, when I use errand running as an activity-based mode on my to-do list, I can review any and all errands that I could run and then prioritize them without anything falling through the cracks. Number two, reading mode. Here’s how reading mode works for me. Any task on my to-do list that starts with the word read gets the term reading mode attached to it. Then, when I want to see anything I need or want to read I can look at the group of readings through the lens of that mode. Then I can prioritize what I either need or want to read from within that filtered lens. Using this mode is great if you want to get more reading done. Number three, making mode. This activity-based mode is a larger one that 1 use as a horizontal theme as well. Anything I want to make gets this mode attached to it, whether it be writing a blog post, filming a lesson for a course, or recording a podcast. Then, when I want to see the things I’m going to make I can isolate them quickly and prioritize them properly. The only way you can turn a priority from aspirational to actual is by taking action, That’s why I insist that every task on my to-do list starts with a verb, It’s also why I use activity-based modes to push any priority forward.
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