Efficiency is Good!
Effectiveness is BETTER!
One a sheet of paper, jot down 10 things that you did at work
yesterday
On a separate sheet, jot down 5 things you expect to discuss at
your next appraisal /performance review
Highlight those things on the first list that have a DIRECT link to those things on the second
list
Choose the right thing to do
3 Key Techniques
Find your ‘Vital Few’
Technique 1
Differentiate ‘urgent’ from ‘important’
Technique 2
Delegate effectively
Technique 3
Work hard …
and avoid all unnecessary
work!
The Pareto Principle, or …
… the rule of 80/20
20%
80%
20%
80%
Activities
Results
Can you identify your 20%..?(I’ll give you 5 minutes)
UNDAMENTAL
UTCOME
EQUIREMENT
The process - asking ‘what am I F.O.R? … what are my critical priorities?’
• Ask ‘What am I paid to achieve?What is the unique contribution my job makes?’
• List the main elements of your job
• Identify those that give you most, and least, pay – off against the results you need
‘Things which matter most, must never be at the mercy of things
which matter least’
Goethe
Some meetings, reports and
interruptions
Google, trivia, escapism
Crises, deadlines, firefighting
Preparation, Planning,
PreventionFour
Quadrant Theory
Stephen Covey
DECEPTION
RESULTS QUALITY
WASTE
Urgency
High
High Low
Low
Importance
Urgency
Import
We do these first
Urgency
Import
We do these next
Urgency
Import
There’s little (if any) time left for these
Urgency
ImportEvery minute we spend in here ….
Urgency
Import
We are choosing to strategically neglect these tasks
Urgency
Import
But that doesn’t stop us doing some of these!
Urgency
Import
Do it now
Dump it
Delegate it
Decide when
A B
CD
If Urgent but NOT Important
Urgent AND Important
If Important but NOT Urgent
If neither Important NOR Urgent
If …
The purpose of delegation is to get
results …
The key to successful delegation is to get ‘buy-in’. The key to this is to
give responsibility for results.
Two types of delegation:
In the bubble
Structural
Manager
Senior Team
Other Team Members
Golden Rule 1
Make explicit the 5W’s:
• What• Why• Who• Where•When
Golden Rule 2
Say how the task is to be performed:
• Match mental pictures of the task• Write down the task
Golden Rule 3
Specify quality:• Be demanding!• Give assistance
Golden Rule 4
Expect and accept errors
Golden Rule 5
Allow initiative …It is the result that counts
Structural Delegation
Manager
Senior Team
Other Team Members