Habit 3: Put First Things First

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Time Management Matrix

URGENT NOT URGENT

IMPORTANT IACTIVITIES:CrisesPressing problemsDeadline-driven projects

IIACTIVITIES:Prevention, PC activitiesRelationship buildingRecognizing new opportunitiesPlanning, recreation

NOT IMPORTANT

IIIACTIVITIESInterruptions, some callsSome mail, some reportsSome meetingsProximate, pressing mattersPopular activities

IVACTIVITIES:Some mailSome phone calls Time wastersPleasant activities

AssessmentAssessment

Manage the best you can

Focus here

Avoid as much as possibleBe careful here

Time Management Activity

• Brainstorm ways to get out from under all the urgent and unimportant tasks that come your way.

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delegate To commit or entrust to another

Why delegate?

What makes this poor delegation?

Hey, Anton: I need you to do something for me. It’s a report on absences. Maybe a spreadsheet would be good. Well, I don’t really know what I want, but I’ll know it when I see it. Get on it right away. Thanks.

Hey, Anton: I need you to do something for me. It’s a report on absences. Maybe a spreadsheet would be good. Well, I don’t really know what I want, but I’ll know it when I see it. Get on it right away. Thanks.

What makes this better delegation?

Hey, Anton: I need you to estimate the amount of time the average employee is absent from work due to sick leave, holidays, and vacation. We need this to plan workload for the coming year. I need it at the end of next week. Let me know if you encounter difficulties. Are you able to fit this in with your other work? What obstacles do you see in getting this done?

Hey, Anton: I need you to estimate the amount of time the average employee is absent from work due to sick leave, holidays, and vacation. We need this to plan workload for the coming year. I need it at the end of next week. Let me know if you encounter difficulties. Are you able to fit this in with your other work? What obstacles do you see in getting this done?

Delegation Continuum

Employee

Centered

Supervisor Centered

1 2 3 4 5 6 7

Prepare a report each quarter summarizing annual relocation costs . Helps us monitor costs.

By the end of the month following the end of each quarter (i.e., July 31 for Q2).

Review draft report with me, then finalize. I will send final report to ET.

Check in with me when you start work on this assignment. I will approve the report format.

Summary

• The challenge is to manage ourselves more than to manage time.

• Organize and execute work around priorities. • Delegate in a meaningful way, setting clear expectations and

guidelines for employees.• Focus on enhancing relationships and accomplishing results

(p/pc balance) rather than on time or things.• Spend most of your time on Quadrant 2 activities- important,

but not urgent tasks.

“Things which matter most should never be at the mercy of things which matter least.”

--Goethe