Module 7 prioritization

Module 7
Prioritization:
The Who, What, When, Where,
Why and How

Module #7 - Prioritization
Soft Skills Module 7
Prioritization:
The Who, What, When, Where, Why and How
Summary
Goal: Instructor:
Understand and differentiate between
essential and non-essential tasks or
functions to complete work and meet Delivery Method(s):
deadlines.
Discussion and Activities
SMART Objectives: Length:
Specific, Measurable, Achievable, Realistic, and
Time-sensitive
Four Topics
By the end of this module, students should be able
A total of 3 hoursto:
Objective SS7.1: Comprehend the six
Any Applicable Business and/or Soft
Skills?
major focus points of prioritizing jobs and
work tasks using the “who, what, when, Business Skills
where, why, and how” strategy. • Adhering to Regulatory Requirements
Objective SS7.2: Understand personal or
individual styles or modes of work
behavior relative to prioritization.
Objective SS7.3: Identify prioritization Corresponding NLS Lesson #?
methods that might be workable when
contracting/working on a project.
Take Away Message(s):

By the end of the module students should be able to recognize essential and non-
essential tasks or functions that promote or inhibit the ability to prioritize. Students
should also be able to recognize methods to address these non-essential tasks or
functions in advance, warding off missed deadlines and substandard work.

Instructor Preparation
Title of Module: Prioritization: The Who, What, When, Where, Why and
How
Instructor:
Several elements of prioritization enter into being a braille transcriber and doing
contract work as a microenterprise business/sole proprietor. This module attempts to
prepare students for the needs and pitfalls that could occur given the substantial
change from a regimented environment to one that is self-controlled and flexible by
providing them with strategies for advance prioritization.
Agenda – topics to be covered in the module and length of each item
Topic: Prioritization Time Allotted :3 Hours
A. Prioritization Scenarios (1 hour)
B. The “Who, What, When, Where, Why, and How” Strategy (30 minutes)
C. Your Styles or Modes of Work Behavior (1 hour)
D. Prioritization Methods (30 minutes)
Materials & Supplies – items needed in order to carry out the agenda and classroom activities
1. Prioritization Scenarios (7.A.1, 7.A.2, 7.A.3, 7.A.4) handouts – one per student per
group
2. Handouts: Who, What, When, Where, Why, How Strategy (7.B.1), Strategies for
Thinking about Your Work Behaviors and Forms of Prioritizing (7.C.1), Simple
Tasks List (7.D.1), 1, 2, 3, Method (7.D.2), More Easy to Employ Methods for

Prioritization (7.D.3), Back-Out Calendar Priority (7.D.4)
3. Journal or paper to create a journal

Classroom Preparation – steps to follow when setting up the learning environment
1. Students configured to facilitate group discussion
2. Wrting paper and pencils for students
3. Flip chart/pad with markers or board/markers for instructor

Curriculum Content
A. Prioritization Scenarios (1 hour)
Objective SS7.1: Comprehend the six major focus points of prioritizing jobs and work
tasks using the “who, what, when, where, why, and how” strategy.

PREINSTRUCTIONAL ACTIVITIES
The purpose of this activity is for the instructor to gauge what students already know,
and how they may prioritize in the scenario given. This pre-assessment will inform the
instructor on what content is appropriate and what strategies to implement when
teaching this module.
Divide students into small groups of 4-6 and provide each group with a different
prioritization scenario. There are four prioritization examples provided: Prioritization 1
(7.A.1), Prioritization 2 (7.A.2), Prioritization 3 (7.A.3), and Prioritization 4
(7.A.4). Provide each group with chart paper and markers.

CONTENT PRESENTATION AND LEARNER PARTICIPATION
Provided with a work scenario, students will apply their skills to prioritizing the activities
associated with a critical incident by documenting actions to be taken in chronological
order. Each scenario will challenge students to identify the importance of using
prioritization techniques for activities as the event unfolds.
Have each group select a spokesperson and scribe.
Instruct the groups that they have only 20 minutes to answer the questions and
prioritize the actions to be taken regarding their scenario.
Monitor the groups as they work, and at the end of the set time facilitate
discussion as each group presents their ideas to the rest of the students.
At the end, instructor and students debrief the presented scenario by discussing why it

was done and how it relates or can be applied to real life or on the job.
B. The “Who, What When, Where, Why, How” Strategy (30 minutes)
Objective SS7.1: Comprehend the six major focus points of prioritizing jobs and work
tasks using the “who, what, when, where, why, and how” strategy.


Review the Who, What When, Where, Why, How Strategy (7.B.1) and ask
students how they see these six elements connecting to prioritization particularly
related to the type of work required and the time it will take to complete the work.
C. Your Styles or Modes of Work Behavior (1 hour)
Objective SS7.2: Understand personal or individual styles or modes of work
behavior relative to prioritization.

Review the Strategies for Thinking about Your Work Behaviors and Forms
of Prioritizing (7.C.1) with students; ask them to think about their behaviors and
how they relate to the styles and modes described.
Activity
Ask students to journal about times when one or more of the styles or modes were
active for them – a job or activity that they were responsible for, a situation they
needed to address, etc.
Discussion:
Ask students to briefly share a scenario where they can identify one or more of the
styles or modes activated…
Ask students how these styles/modes could/might interfere with contracting and work
tasks…
Styles & Modes

Have students review and think about their style and mode. Have students refer back to
Strategies for Thinking about Your Work Behaviors and Forms of
Prioritizing (7.C.1) handout.

Ask:
Which of these do you think describes you? Facilitate a discussion about the
positives and not-so-positive elements.
Procrastinator – One who puts off unpleasant, momentous, or difficult tasks.
Accomplisher – One who needs small victories to get through the day.
Analyzer – One who works objectively on most important thing possible at the moment.
Crises Manager – One who gets overwhelmed by a current situation leaving no time for
routine matters.
D. Prioritization Methods (30 minutes)
Objective SS7.3: Identify prioritization methods that might be workable when
contracting/working on a project.

Instructor:
Have students review each of the prioritization methods on the following handouts:
Simple Tasks List (7.D.1), 1, 2, 3, Method (7.D.2), More Easy to
Employ Methods for Prioritization (7.D.3), Back-out Calendar
Priority (7.D.4).
Ask them which two they think best fit them, their styles/modes and behaviors.
Have students identify any other types of prioritization methods they might use in
making sure the work they receive is done on task, on time and on track.

Module 7
Prioritization: The Who,
What, When, Where, Why and
How Handouts

Prioritization Scenario #1 (7.A.1)
You are working on a large project that is almost completed and your computer freezes
up…
On chart paper the scribe should write the group’s responses to the following as it
relates to the scenario:
1. What resources will you need immediately?
2. How will you get those resources? (How will you contact someone or
something for those resources?) What problems will you encounter in making
contact (if any)?
3. What resources might you need if this extends over several hours or
several days?
4. Who will you need to involve in this scenario or who will you need to notify?
5. Now prioritize your actions from the first four questions.
Prepare for someone in your group to be a spokesperson who will share your
group’s findings with the class.

A freak gust of wind knocks out the electric power substation and you are without
power and have a critical deadline to meet with just enough time – that is until you lost
power…
contact (if any)?
several days?

7.A.2

It’s been raining for days and the rivers are rising quickly; up and over their banks and
unfortunately into the basement of your house where you do your braille transcription
work. You wake to water everywhere…
contact (if any)?
several days?

7.A.3

You have worked diligently on the job the school sent you – transcribing a set of
workbooks a middle school student needs by next Monday. Some of your friends are
going to the beach Thursday and Friday and have invited you to come along. You
decide to go because you know you can finish the job over the weekend on Saturday
and Sunday. On the way back late Friday night, the car breaks down 90 miles from
home, your cell phone battery is dead and you find out there are no repair shops open
until Monday…
contact (if any)?
several days?

7.A.4

Prioritizing the Who, What, When, Where, Why & How
Strategy (7.B.1)
When thinking about prioritization it is important to address these six aspects…
Who
How What
Work
Request
Why When
Where
1. Who wants the work done? 2. What do they want done?
3. When do they want delivery of the 4. Where does the work fit in the
work? schedule?
5. Why does it fit there? 6. How will this work impact
deadlines for other work?
This approach should lead to a thinking process involving:

• The type of work required
• The time it will take to do the work 7.B.1

Strategies for Thinking About Your Work Behaviors
And Forms Of Prioritizing (7.C.1)
Styles & Modes
Think about your styles and modes – which of these do you think describes you?
Procrastinator – One who puts off unpleasant, momentous, or difficult tasks.
Accomplisher – One who needs small victories to get through the day.
Analyzer – One who works objectively on the most important thing possible at the moment.
Crises Manager – One who gets overwhelmed by a current situation leaving no time
for routine matters.

Simple Task List (7.D.1)
Use a simple task list to set priorities, plan activities and measure progress.
Create a task list using Microsoft Office Outlook or other task management software.
Outlook Task List provides the following categories for organizing:
 Importance/Prioritization
 Subject/Job
 Status/Progress
 Due Date
 Percentage Completed
 Category (type of work, customer, business tasks, etc.)

Use the 1, 2, 3 Method (7.D.2)
Style/Mode Method Described Activities/Rationale
Uses the 1. Create a Weekly Calendar  Prioritize work and other
Analyzer style activities by the week.
 Schedule reasonable timeframes
needed to complete work and
activities.
 Note critical dates.
Assists the 2. Create a Daily “To Do” List  This list should stem from the
Procrastinator (Rewrite List Each Morning weekly calendar.

Write down things to accomplish
for the day.

Put unpleasant, monumental or
Minimizes the difficult tasks at the top of list
Crises Manager Note important tasks and critical
deadlines.

Check off items as finished and
Supports the give praise for each
Accomplisher accomplishment.
Applies the 3. Create a Monthly List and  Put down goals and work that
Analyzer style a Long-term Goals List has to be done.

Record purchases or needs; a
want list.
 List commitments.

Identify any worries or
concerns.
A word to the wise…
 Avoid Distraction
 Stay Focused
 Minimize television, internet, social networking, phones and friend interruptions during
work times
 Address emotional blocks (boredom, stress, daydreaming, guilt, frustration, etc.)

When any of these factors interrupt task completion, the first step is to identify the
problem and decide to improve. Use a priority method to focus attention together with
positive self-talk. 7.D.2

More Easy to Employ Methods for Prioritization
(7.D.3)
Rank the Lists of daily, weekly and monthly tasks
 1 = Critical
 2 = Important
 3 = Routine
Work through the items on the list in the rank order identified; if some or all of the 3’s do
not get addressed determine whether they should be moved to 1 or 2 level tasks.
Separate tasks into Priority Levels
 A = High Priority
 B = Medium Priority
 C = Low Priority
Divide tasks into Priority Piles by Deadlines
 Today
 Tomorrow
 Next week
 Next month
Identify tasks by Priority Colors
 Red = ASAP
 Blue = Next week
 Green = Specific due date (two or more weeks out)
Use an Active Priority system
 Do it
 Ditch it
 Delegate it*
*Note: while you might not be able to delegate some transcribing work, there may be some chores or other tasks

that can be delegated such as taking out garbage or sweeping floors. 7.D.3

Use a Back-out Calendar Priority System (7.D.4)
 Identify work/task
 Identify deadline
 Identify specific steps to work/task
 Identify time takes to perform specific steps to work/task
 Chunk up the specific steps to work/task in doable portions per day
 Estimate time for each chunk
 Number the chunks
 Calendar the time for each chunk starting at the end – the deadline date – and working
backward until all chunks are scheduled
Example
Project XX – Due 28
th
– 12 Chunks – each chunk approximately 3-4 hours
Any Month/Any year
Sun Mon Tue Wed Thu Fri Sat
1
2 3 4 5 6 7 8
Chunk Chunk Chunk
1 2 3
9 10 11 12 13 14 15
Chunk Chunk Chunk Chunk
4 5 6 7
16 17 18 19 20 21 22
Chunk Chunk Chunk
8 9 10
23 24 25 26 27 28 29
Chunk Chunk DUE
11 12
30 31
Work backwards from the Due date 7.D.4

Module 7 prioritization

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Module 7 prioritization