Intro: SAW STORY Is it time or life management? It’s both!I did not come to teach you anything but to refresh your thinking NPR story-25 hrs a day. What will you do with the extra hour? I was asked to talk to all of you about time management for an hour. One hour is not enough time to do a thorough job on all the elements of good time management, however it is enough time to focus on a few crucial essentials.I know that many of you are juggling multiple roles, stressed by approaching deadlines, and overwhelmed by all you have to do, so I don’t think you would appreciate a time management presentation that teaches you how to do more with less, or that will help you manage time simply to be able to add 100 more things to your to do list. I tell my staff that we will not do more with less, because all you get is less. As a team, we commit to a day or two out of the month when we practice renewal, sharpening our saw, and refreshing so that we can offer our best contributions to the organization.Good time management is essentially good life management – and we should approach it with the goal of living a life in sync with our values, goals, and contributions we would like to make.
Typically spend about 70% of the workday on problems, crises, and activities that do not contribute to our true priorities Never get clear on our main purpose Tend to work by DEFAULT – dealing with what comes up, instead of by DESIGN, focusing our finest and best effort on those things with greatest payoff Hijacked by our technology, flooded by electronic distractions and allowed our productivity tools to make us unproductive “How often do you check your phone for text messages, social networks, tweets, and emails? We burn out our brains and bodies because our lives are not our own; no time to build our own productive capacityRECLAIM your 70% of the day spent on lower value activities!BLOCK out time specifically on making what’s important happenREFRESH and RECHARGE yourselves regularly so you can continue to be productiveWrite these down on your handoutLet’s talk about three steps that can make a difference in your life. preview them: choose the important, schedule the big rocks, fuel your fire, don’t burn out.Note: Content from introduction of The 5 Choices by FranklinCovey
Fully realizing the benefits of time management may actually mean asking yourself some hard questions. Why are you doing the things you’re doing? What do you really want to accomplish, what impact do you want to have? Here’s the choice… You can choose the urgent and irrelevant or the important.
Note: Define from high level each quadrant as each quadrant title is revealed. Q1-fighting firesQ3-Fighting other people’s firesQ4-setting firesQ2-preventing fires
Note: Cover each quadrant in detail. Follow animation.The goal is to live north of the line and in quadrant II the majority of the time.Since there is potentially 70% of our time to reclaim, where will you take your time back to focus on opportunities that provide you with meaning, fulfillment, renewal, and accomplishment.Q1-manageQ3-minimizeQ4-avoidQ2-focusActivity: Consider your upcoming schedule for the following week. Place tasks, meetings, items scheduled in the appropriate quadrant. Many of you may find that you are all over the map, some of you may not have scheduled anything and take life as it comes, and others may find that all of their activities are above the line. If you find that most of your activities are above the line and you still feel overwhelmed, then I would say you do a good job of clarifying your values and what’s important to you, but you have too many…you may have a challenge prioritizing those.Note: Optional question: “What does it feel like to be in the different quadrants?”
How do you know if you’re choosing what’s important or what’s urgent and irrelevant…Note: Transition to slideI’d like to share with you something you may have seen before that can help you start choosing the important.
Most people want to have a life fulfillment and happiness. Here’s some food for thought… a threefold definition of happiness which Martin Seligman calls “Authentic Happiness” The pleasant life (pleasure and enjoying the here and now) The good life (engagement; the depth of involvement with family, work, romance and hobbies) The meaningful life (significance – using personal strengths to serve some larger end).
Note: Refer to slide.Most people don’t like to “stop” things, however, ask the questions, “What would happen if I stopped doing this activity?” A famous life coach once mentioned that to help her clients be successful, she took off things out of their schedule.
On your own time, I encourage you to really think about what is important to you… Then in step two, we’ll look at how to make them come to fruition.
The 2nd step is Schedule the Big Rocks… Though this section will look and sound like “time management,” it really is not.
Stephen Covey proposes an interesting way to think of time, in his book: “First Things First”. In this he explains contrasting views of time using the clock and the compass as metaphors. “The clock represents our commitments, appointments, schedules, goals and activities – what we do with and how we manage our time. The compass represents our vision, values, principles, mission, conscience, direction – what we feel is important and how we lead our lives.” "The struggle comes when we sense a gap between the clock and the compass – when what we do doesn’t contribute to what is most important in our lives.” Stephen Covey Story-2 travelers “but we’re making good time aren’t we?”
What are the big rocks for you? Vacation, family, education, exercise, etc.?Are you showing up on time for your life?
Here a couple of quotes to think about… Remember, it’s not about “time management,” but rather determine what’s important and acting on them. Use your compass!Show big rocks video
Here’s what traditional scheduling looks like….
Here’s what Big Rock scheduling looks like…
Note: Combines weekly planning and daily planning. Follow animation.I’m going to list out 5 simple steps for effective Q2, Big Rock scheduling.
Aristotle says, “The energy of the mind is the essence of life.”Scientists agree that the drivers of brain health: Exercise, diet, sleep, relaxation, and human connection!The key principle is that you cannot live on last month’s meals just as you can’t draw strength from last year’s purposes. You need to create a CONSISTENT rhythm of renewal.“I don’t have time to sharpen my saw!”
Note:The Benefits of Each Stage -- Refer to slide. There is animation for entrances and exits.The biggest challenge is to establish a routine and ritual…None of these are urgent they live in Q2-highly important.
Note: Refer to slideAction planningWhat are your three key take-a-ways?Story of man with expensive jaguar and boy who threw the brick.Value of time video
And on the Seventh Day...
“AND ON THE SEVENTH DAY…”Maurice “Mo” Mouton
Important v. Urgent &intr Irrelevant o How We Use Our Work Time Important Priorities Urgencies & Irrelevancies From FranklinCovey Time Matrix Survey of 351,613 respondents as of 2011 (multiple countries, ongoing since 2005)
Choose the Important1 Your life is the result of your own decisions – not your conditions Stephen R. Covey
Choose the Important1 I II NECESSITY EFFECTIVENESS III IV DECEPTION WASTE AND EXCESS FranklinCovey, 7 Habits
Choose the Important1 • Preparation • Crises • Prevention • Pressing problems • Planning • Deadline-driven projects, meetings, • Relationship reports building • Re-creation • Values clarification Live north of the line • Needless • Trivia, busywork interruptions • Irrelevant phone • Unnecessary calls, mail, e-mail reports • Time-wasters • Unimportant meetings, phone • “Escape” calls, mail, e-mail activities • Other people’s • Excessive TV, minor issues Internet, FranklinCovey, 7 Habits relaxation
Choose the Important1Consumed, even addicted to the urgent looks like this… Hijacked by constant, incoming demands on your time Thinking that working faster or finding more time is the solution to getting things done Feel helpless in his/her circumstances Lost the ability to discern important from unimportant Busy, but not necessarily productive
Choose the Important1Authentic Happiness The Pleasant Life Pleasure and enjoying the here and now The Good Life Engagement; the depth of involvement with family, work, romance and hobbies The Meaningful Life Significance – using personal strengths to serve some larger end
Choose the Important1Activity: How to live in Quadrant II? What are you willing to START, STOP, and KEEP doing so that your time management is in alignment with your values and overall direction for your role and life? Individually, complete the above activity Discuss and debrief in pairs
Choose the Important1Take time to figure out what is important to you? Relationships Job priorities and goals Personal mission and life goals Charitable work Any others?
Schedule the Big Rocks2 Things which matter most must never be at the mercy of things which matter least. Johann Goethe
Schedule the Big Rocks 2“This constant unproductive preoccupation with all the things we have to do is the single largest consumer of time and energy.” Kerry Gleeson, Public Speaker “You don’t manage priorities, you have them.” - David Allen, author of “Getting things Done”
Schedule the Big Rocks 2 M T W Th F Sa SuTraditional Scheduling
Schedule the Big Rocks 2 M T W Th F Sa SuBig Rock Scheduling
Schedule the Big Rocks21. Review what’s important (e.g. mission, roles)2. Choose big rocks Ask: What’s the most important thing to do this week?3. Schedule the week4. Check appointments daily5. Make a priority list (A, B, C – 1, 2, 3)
Fuel Your Fire, Don’t Burn3 Out From FranklinCovey, The 5 Choices Doesn’t everything die at last and too soon? Tell me, what is it you plan to do with your one wild and precious life. Mary Oliver
Fuel Your Fire, Don’t Burn3 Out Move Connect Eat Relax Sleep
Fuel Your Fire, Don’t Burn 3 OutMOVE: Moving increases not only the brain’sfocus but it’s capacity.EAT: Choose healthy, heart foods with high qualitycaloriesSLEEP: Allows the brain to process what it haslearned and restructure itself around new ideas.Makes you smarter and benefits you overallhealth.RELAX: Essential to regularly disconnect thebrain from the intensity of our busy days.Recharge!CONNECT: Oxytocin (releases stress) is released
Fuel Your Fire, Don’t Burn3 Out Essential to schedule the 5 drivers of health Build into weekly and daily schedules Find ways to discover new dimensions of each driver (e.g., try new foods or exercise Move activities) Connect Eat Relax Sleep