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1 Time Management Fundamentals Powered by Toolkit

2 ABOUT FRANKLINCOVEY FranklinCovey is the global leader in leadership, individual effectiveness, and execution. FranklinCovey s mission is to enable greatness in people and organizations everywhere. Organizations and individuals access FranklinCovey products and services through corporate training, licensed client facilitators, public workshops, catalogs, and through the Internet at Product and program catalogs can be requested by calling in the United States or by contacting your local representative outside the United States. IMPORTANT NOTICE: Copyright FranklinCovey owns or controls all proprietary rights and copyrights to the publication provided herein. No part of this publication may be resold (in part or whole), file shared, copied, reproduced, modified, stored in a retrieval system, transmitted or made public (e.g. Slideshare, Facebook) in any form, without the express written permission of Franklin Covey. FranklinCovey may pursue criminal and civil claims for any unauthorized use, misappropriation, or the distribution of any content contained herein. This publication is provided to you for use with the licensed FranklinCovey program or for your individual use only. You are prohibited from using this publication with other training offerings or profiting from it in any way. Printed in the United States of America. Registered and/or pending trademarks of FranklinCovey in the United States and foreign countries are used throughout this work. Use of the trademark symbols or TM is limited to one or two prominent trademark usages for each mark. Trademarks understood to be owned by others are used in a nontrademark manner for explanatory purposes only, or ownership by others is used herein under license or indicated to the extent known. All persons, companies, and organizations listed in examples and case studies herein are purely fictitious for teaching purposes, unless the example expressly states otherwise. Any resemblance to existing organizations or persons is purely coincidental. Medical Disclaimer: Franklin Covey does not endorse any recommendation in this program as medical advice for any specific individual. The ideas given in the slides, printed materials, and by the experts on video are for illustrative purposes only. Individuals should seek competent medical advice before beginning an exercise program or adopting any specific health-related content in this program, especially if they are currently unhealthy or under medical care. ONL Version 1.0.5

3 The 5 Choices to Extraordinary Productivity ACT ON THE GO FOR GO FOR SCHEDULE SCHEDULE RULE YOUR IMPORTANT EXTRAORDINARY THE BIG THE ROCKS BIG ROCKS TECHNOLOGY DON T REACT TO THE URGENT 2 3 DON T SETTLE DON T SORT DON T LET DON T SETTLE FOR ORDINARY GRAVEL DON T SORT IT RULE YOU FOR ORDINARY GRAVEL EXTRAORDINARY PRODUCTIVITY FUEL YOUR FIRE DON T BURN OUT Time Management Fundamentals BURIED ALIVE ACT (Prefrontal Cortex) Planning Attention Self-Control Choices Follow-Through REACT (Primitive/ Emotional Brain) Reflexes Instincts Emotions Reactions Impulses 1

4 The Time Matrix IMPORTANT Q1 NECESSITY Crises Emergency meetings Last-minute deadlines Pressing problems Unforeseen events EXTRAORDINARY Q2 PRODUCTIVITY Proactive work High-impact goals Creative thinking Planning Prevention Relationship building Learning and renewal Q3 DISTRACTION Q4 WASTE NOT IMPORTANT Needless interruptions Unnecessary reports Irrelevant meetings Other people s minor issues Unimportant , tasks, phone calls, status posts, etc. Trivial work Avoidance activities Excessive relaxation, television, gaming, Internet Time-wasters Gossip URGENT NOT URGENT The Quadrant 2 Culture UP (Boss/Supervisor) SIDEWAYS (Peers, Partners, Co-workers, etc.) SIDEWAYS (Peers, Partners, Co-workers, etc.) 2 DOWN (Direct Report)

5 Instructions: IMPORTANT Q2 CONVERSATION STARTER 1. Review the Time Matrix with your boss, co-workers, or team. 2. Assign current tasks, projects, and activities to their appropriate quadrants. (Are they a Q1? Q2? Q3? Q4?) Q1 NECESSITY Crises, emergency meetings, last-minute deadlines, etc. EXTRAORDINARY Q2 PRODUCTIVITY Proactive work, high-impact goals, creative thinking, planning, etc. Time Management Fundamentals Q3 DISTRACTION Needless interruptions, unnecessary reports, irrelevant meetings, etc. Q4 WASTE Trivial work, avoidance activities, excessive relaxation or television, etc. NOT IMPORTANT URGENT NOT URGENT 3

6 1. Identify the top two to three Q2 activities that could make a significant impact on your team or organizational goals. 2. Determine the value of those Q2 activities (impact on the bottom line, customer loyalty, problem prevention, key relationships). 3. Identify two to three Q3 activities that hinder these Q2 activities and discuss how to eliminate them. 4

7 My Life Wheel Time Management Fundamentals UNDERPERFORMING ORDINARY EXTRAORDINARY I m not doing what I should in this role and haven t spent much time or energy on it. I do what is expected in this role. I m excited about the valuable contribution I am making in this role. 5

8 Q2 ROLE AND GOALS WORKSHEET 1. Q2 ROLE STATEMENT AS... I WILL... THROUGH... AS... (Role Title) I WILL... (Extraordinary Outcomes) THROUGH... (Activities) 2. Q2 GOALS FROM X TO Y BY WHEN 6

9 Master Task List Time Management Fundamentals Weekly Q2 Planning CONNECT with your roles and goals SCHEDULE the Big Rocks ORGANIZE the rest The Big Rocks Question: What are the one or two most important things I can do in this role this week? Consider your Q2 Roles, Q2 Goals and Master Task List. 7

10 ROLE: THIS WEEK S BIG ROCKS: A.M. MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY SUNDAY NOON 1 2 8

11 Daily Q2 Planning Review tasks and appointments. Capture the gold. TAKE AT LEAST 10 MINUTES TO CLOSE OUT the day IDENTIFY the few must-dos ORGANIZE the rest Time Management Fundamentals MONDAY TUESDAY 5 A.M. 6 Run India Calls Meet with John MEET WITH JOHN Team Meeting CALL KIDS PEDIATRICIAN NOON Lunch Review graphics with Cassidy 1 TASKS Order tickets Call Dave Get Eastern Region customer data Order tickets Write report GET EASTERN REGION CUSTOMER DATA Return recorder 9

12 Q2 Planning 30/10 30 MINUTES each week. 10 MINUTES each day. The time you spend in Q2 Planning transforms the time you spend everywhere else. 10

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