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1 Time Management Essentials Powered by Toolkit

2 COPYRIGHT AND TRADEMARKS This is a facilitator-assisted program. Training using this participant guidebook must only be conducted by facilitators certified by FranklinCovey pursuant to the terms and conditions of the License Agreement ( License ) between FranklinCovey and the entity licensed by FranklinCovey. Under the License and the FranklinCovey Facilitator Agreement, those who train this program must be employed by a licensed organization and only present this program to participants who are likewise employed by that same licensed organization (unless specified otherwise in the License). FranklinCovey owns or controls all proprietary rights and copyrights to the content contained herein. No part of this publication may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or use of any information-storage or retrieval system, for any purpose without the express written permission of FranklinCovey. This product may not be resold. This publication is provided to you for individual use only. 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 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 indicated to the extent known. All persons, companies, 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. MORE INFORMATION ABOUT FRANKLINCOVEY For more information about other workshops and products from FranklinCovey, please visit the FranklinCovey website at or call ONL Version 1.0.4

3 The 5 Choices to Extraordinary Productivity 1 ACT ON THE IMPORTANT DECISION ATTENTION ENERGY GO FORGO FOR SCHEDULE SCHEDULE RULE YOUR RULE YOURFUEL EXTRAORDINARY EXTRAORDINARYTHE BIG ROCKS THE BIG ROCKS TECHNOLOGY TECHNOLOGY YOUR FIRE EXTRAORDINARY PRODUCTIVITY Time Management Essentials DON T REACT TO THE URGENT DON T SETTLE DON T SETTLE FOR ORDINARY FOR ORDINARY DON T SORT GRAVEL DON T SORT GRAVEL DON T LET IT RULE YOU DON T DOM T LET BURN OUT IT RULE YOU 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 What actions will you take to reduce Q3 activites and eliminate Q4? 2

5 The Quadrant 2 Culture SIDEWAYS (Peers, Partners, Co-workers, etc.) UP (Boss/Supervisor) SIDEWAYS (Peers, Partners, Co-workers, etc.) Time Management Essentials DOWN (Direct Report) Q2 Culture Questions This feels more like a Q3; why is this a Q1? Is this a Q2 activity? What could we do in Q2 to avoid Q1s like this in the future? What Q3 activities can we get rid of, so we can spend more time in Q2? 3

6 Q2 CONVERSATION STARTER Instructions: 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?) IMPORTANT Q1 NECESSITY Crises, emergency meetings, last-minute deadlines, etc. EXTRAORDINARY Q2 PRODUCTIVITY Proactive work, high-impact goals, creative thinking, planning, etc. 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 4

7 1. Identify the top two to three Q2 activities that could make a significant impact on your team or organizational goals. Time Management Essentials 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. 5

8 MOMENT OF CHOICE IS IT IMPORTANT? (PAUSE, CLARIFY, DECIDE) Sample Clarifying Questions When does this activity really need to be done? Is there another resource or method to get this activity done? What is the potential impact of this activity on our most important goals? Which of all my priorities is most important to do now? 6

9 My Life Wheel Time Management Essentials 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. 7

10 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 8

11 Master Task List Time Management Essentials 9

12 5 A.M. MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY SUNDAY NOON

13 ROLE: THIS WEEK S BIG ROCKS: Time Management Essentials 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. 11

14 Daily Q2 Planning TAKE AT LEAST 10 MINUTES TO CLOSE OUT the day IDENTIFY the few must-dos ORGANIZE the rest 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 12

15 Q2 Planning 30/10 Time Management Essentials 30 MINUTES each week. 10 MINUTES each day. The time you spend in Q2 Planning transforms the time you spend everywhere else. 13

16 Q2 Process Map Q2 ROLES and GOALS WEEKLY Q2 PLANNING DAILY Q2 PLANNING ACT The Core 4 INCOMING APPOINTMENT TASK CONTACT NOTES/ DOCUMENT 14

17 Appts. PAPER MOBILE PHONE DIGITAL TABLET LAPTOP/ DESKTOP Time Management Essentials Tasks Contacts Notes/ Documents 15

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