Time Management Fundamentals Powered by Toolkit
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The 5 Choices to Extraordinary Productivity 1 2 3 4 5 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
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 email, 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)
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
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
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
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
Master Task List Time Management Fundamentals Weekly Q2 Planning 1 2 3 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
ROLE: THIS WEEK S BIG ROCKS: 1 2 3 5 A.M. MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY SUNDAY 6 7 8 9 10 11 NOON 1 2 8
Daily Q2 Planning Review tasks and appointments. Capture the gold. TAKE AT LEAST 10 MINUTES TO... 1 2 3 CLOSE OUT the day IDENTIFY the few must-dos ORGANIZE the rest Time Management Fundamentals MONDAY TUESDAY 5 A.M. 6 Run India Calls 7 8 9 Meet with John MEET WITH JOHN 10 11 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
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