This document provides tips for managing time and priorities more effectively. It discusses common time robbers like trying to do everything oneself and trying to please everyone. It recommends knowing your limits, priorities, and goals to better allocate time. A time management matrix divides tasks into urgent/important and not urgent/important quadrants to help determine the appropriate actions. Tracking time use over several days can reveal patterns to improve focus on high priority tasks. The overall message is to invest time wisely based on goals rather than just spending time on activities.

1. working smarter
keys to managing time and priorities
lunch & learn | february 27, 2014

2. we’ve all heard of time
management. but, is it real?
not exactly.
today we’ll focus on what we can manage:
 activities
 focus
 people
 stress

3. what steals your time?
time robbers
1. making everything a top priority
2. trying to do everything yourself
3. trying to do things perfectly
4. trying to please everyone
5. wanting to have it all…right now
solutions
1. know what’s on your plate
2. know your limits & learn to let go
3. accept it…nothing is perfect
4. know your limits & learn to say no
5. pace yourself, ask for help

4. define your work
URGENT
•
perception of immediacy
vs.
IMPORTANT
•
with consequences
both urgency and importance should relate to your…
GOALS (personal, team & organizational)

5. high importance
high quality
I – URGENT,
IMPORTANT
crisis &
necessity
II – NOT URGENT,
IMPORANT
growth &
productivity
high urgency
low urgency
high stress
low stress
III – URGENT,
NOT IMPORTANT
IV – NOT URGENT,
NOT IMPORTANT
deception
waste
low importance
low quality

6. making it practical
• assign the items on your weekly to-do list to each quadrant
• take the appropriate actions
•
•
•
•
I = manage
II = focus and reflect
III = minimize and delegate “triage”
IV = reduce or eliminate where possible

7. where does your time go?
• let’s find out
• commit to track your time for 5 consecutive work days
• use the easy “shade-in” form to track where your time goes
• indicate your energy level (maybe stress level?)
• look for patterns over time & take notes for our regroup on 4/1/14

8. “
the key is in not spending
time, but in investing it
-Stephen Covey
”