Administrative Task Tracking & Prioritization Template

Administrative Task Tracking & Prioritization in Priority Matrix

Prioritize and manage administrative tasks efficiently using the Quadrants method.

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Proposed Tasks

Urgent and Important

• Handle student queries due in 1 day
  ☐ Read queries ☐ Prepare responses ☐ Send responses
• Prepare meeting agenda due in 1 day
  ☐ Collect inputs from stakeholders ☐ Finalize agenda points ☐ Distribute agenda
• Schedule appointments for next week
  ☐ Check availability of attendees ☐ Send out invites
• Review and update policies due in 1 month
  ☐ Review existing policies ☐ Update as necessary ☐ Distribute updated policies

Important, Not Urgent

• Prepare financial report due in 3 weeks
  ☐ Gather financial data ☐ Analyze data ☐ Compile report
• Update staff handbook due in 3 weeks
  ☐ Review current handbook ☐ Make necessary changes ☐ Print and distribute new handbooks
• Plan staff training due in 1 month
  ☐ Determine training needs ☐ Find trainers ☐ Schedule training sessions
• Review staff performance due in 1 month
  ☐ Collect performance data ☐ Prepare review reports ☐ Schedule review meetings
• Organize annual event due in 2 months
  ☐ Book venue ☐ Coordinate with speakers ☐ Prepare event schedule
• Plan staff recognition event due in 2 months
  ☐ Choose date and venue ☐ Plan activities ☐ Arrange for awards
• Organize team building event due in 2 months
  ☐ Determine activities ☐ Book venue ☐ Send out invites

Urgent, Not Important

• Respond to emails due in 1 day
  ☐ Sort through inbox ☐ Respond to urgent emails ☐ Flag non-urgent emails for later
• Order office supplies due in 2 days
  ☐ Check inventory ☐ Create order list ☐ Place order
• File paperwork due in 2 days
  ☐ Sort paperwork ☐ File in appropriate cabinets
• Prepare weekly newsletter due in 3 days
  ☐ Collect news items ☐ Design newsletter ☐ Distribute to subscribers
• Coordinate with IT for system update due in 2 weeks
  ☐ Discuss requirements ☐ Plan update schedule ☐ Inform staff about update

Not Urgent / Not Important

• Update contact list due in 1 week
  ☐ Verify existing contacts ☐ Add new contacts ☐ Remove outdated contacts
• Manage social media accounts due in 1 week
  ☐ Post updates ☐ Respond to comments ☐ Monitor account activity
• Manage school website due in 1 week
  ☐ Update content ☐ Check for any issues ☐ Coordinate with IT for fixes
• Update website content due in 2 weeks
  ☐ Review current content ☐ Create new content ☐ Upload to website