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Produce a longer-term plan
. This can highlight the important tasks so that sufficient time is spent on 
them on a daily basis.
BPP Tutor Toolkit Copy

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CHAPTER 18
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PERSONAL EFFECTIVENESS AND COMMUNICATION 
 
439 
Do not be available to everyone at all times
. Constant interruptions can be prevented by, for example, 
setting 'surgery hours' during which your door is open to visitors. 
Stay in control of the telephone
. For example, only take calls during certain times and divert calls to 
your secretary during the rest of the day. 
1.3
Prioritisation 
Prioritising tasks
involves ordering tasks in order of preference or priority, based on: 

The relative consequences of timely or untimely performance 

Importance 

Dependency of other people on completion of the task(s) 

Urgency 

Defined deadlines, timescales and commitments 
Prioritisation 
involves identifying key results (objectives which 
must
be achieved if the section is to fulfil 
its aims) and key tasks (those things that 
must
be done on time and to the required standard if the key 
results are to be achieved). 
A job will be 
important
compared with other tasks if it satisfies at least one of three conditions. 

It adds value to the organisation's output. 

It comes from a source deserving high priority, such as a customer or senior manager. 

The potential consequences of failure are long term, difficult to reverse, far reaching and costly. 
One of the problems managers have in allocating their time comes from determining which tasks are 
important
as defined above and distinguishing these from 
urgent
tasks, which may have a deadline but 
less importance.

Tasks both urgent and important should be dealt with now, and given a fair amount of time. 

Tasks 
not
urgent but still important will become urgent as the deadline looms closer. Some of 
these tasks can be delegated. 

Tasks urgent but not important should be delegated, or designed out of your job. The task might 
be urgent to someone else, but not to you. 

Tasks neither urgent nor important should be delegated or binned.