Time
Management
HR, JE, 10/28/13
Procrastination
Tomorrow is often
the busiest day of
the week
-Spanish Proverb
Eat That Frog!
If you want everything else in
your day to be easy, do the
hardest thing first.
Prioritizing
Prioritizing
National
Average
Prioritizing
Steven Covey’s prioritization Time Matrix from The 7
Habits of Highly Effective People helps us categorize our
priorities and focus on important tasks rather than
urgent tasks.
This often means scheduling or setting time aside to
invest in important tasks that could cut down on the
urgent tasks in the future.
Steven Covey’s 7 Habits Time Matrix
I
II
NECESSITY
EFFECTIVENESS
III
IV
DECEPTION
WASTE AND
EXCESS
Steven Covey’s 7 Habits Time Matrix
• Crises
• Pressing problems
• Deadline-driven
projects, meetings,
reports
• Preparation
• Prevention
• Planning
• Relationship
building
• Recreation
• Values clarification
Live North of
the Line
• Needless
interruptions
• Unnecessary reports
• Unimportant
meetings, phone
calls, mail, e-mail
• Other people’s
minor issues
• Trivia, busywork
• Irrelevant phone
calls, mail, e-mail
• Time-wasters
• “Escape” activities
• Excessive TV,
Internet, relaxation
Prioritizing
National
Average
Email Inundation
Getting overwhelmed by emails?
Color code them based on the 4 time-matrix categories!
I
II
NECESSITY
EFFECTIVENESS
III
IV
DECEPTION
WASTE AND
EXCESS
Email Inundation
Alternatively, develop a color coding meaningful to you.
Here’s what Josh’s productivity depends on:
Things to do now, ready for work (green)
Things I need to hear back on soon (orange)
Things I don’t need to hear back on anytime soon (yellow)
Things I eventually need to read or review (blue)
Things I need to call or meet with someone about (purple)
Process or Policy changes to keep in mind (red)
Franklin Covey’s Discipline 1 Model
OLD THINKING:
We can effectively accomplish 6, 8, or even 10
important goals at once.
NEW THINKING:
We can accomplish only 1, 2, or 3 important goals with
excellence.
Laser focus on your top
priorities.
1. Define your Wildly
Important Goals.
2. Define the lag
measures for your
WIGs.
Franklin Covey’s Focus Inhibitors
Which statements best describe why you lose focus?
a) I’m pulled away from important work to do less
important things.
b) There are too many goals.
c) The goals are unclear.
d) The goals change too often.
e) I don’t know which goals are most important.
f) I don’t have any goals.
Steven Covey’s Circle of Influence
Prioritizing
Our work at VPH involves many coinciding roles,
competing tasks, and conflicting priorities.
It’s important that each team have a clear and wellplanned priority structure.
The ePerformance system assists you in supervisors and
subordinates with prioritizing responsibilities.
Planning
How do you Eat an Elephant?
Planning
If you were planting a garden,
would you pick a place for the trees or the shrubs first?
If you were moving into an apartment,
Would you pick places for the big furniture or the side
tables first?
Planning
Once your priorities are set, you need to use those
priorities to schedule your time and react to new tasks
as they come along.
Urgent, everyday tasks can consume all of your time if
you do not schedule time for your most important tasks
before the week begins and stick with that scheduling.
Big Rocks
In Steven Covey’s
The 7 Habits of Highly Effective People,
he stresses that regular weekly planning and specific
scheduling of the most important tasks (“big rocks”)
is the key to effective time management.
Steven Covey’s Traditional Scheduling Model
M
T
W
Th
F
Sa
Su
Steven Covey’s Big Rocks Scheduling Model
M
T
W
Th
F
Sa
Su
Weekly Planning
Consider what your different roles are (including clinician,
mentor, leader, representative, etc.), what your most important
responsibilities are in each role, and what you can do in the next
week or next day to get you closer to your goal.
1. Review your roles and goals.
2. Choose your most important tasks, Big Rocks.
3. Put them in your weekly calendar.
Steven Covey’s Weekly Compass Model
Spouse
Family: Grandma/
Mom/Daughter/Sister
Daughter’s Birthday
Clinical Supervisor
Staff Supervision Meetings
Friend
Big Rocks
Roles
Date
Daily Planning
1. Check tomorrow’s appointments.
2. Make a realistic to-do list.
3. Prioritize.
4. Schedule a time for your most important tasks, Big
Rocks.
Online Goal Tracking Tools
1. Goals On Track (www.goalsontrack.com): A dashboard lets you know at a glance where you
are with your SMART goals (with graphics such as a green arrow pointing up) and what needs to
be done today. Create an online inspiration board to help you visualize, for example, a “travel
around the world” goal.
2. Week Plan (www.weekplan.net): Inspired by 7 Habits of Highly Effective People, the free
weekly planner keeps track of your achievements and goals. You can see it from a laptop,
smartphone or tablet. Or you can print your whole week’s worth of plans and carry them with
you.
3. Stickk (www.stickk.com): Need serious motivation to stick to a personal goal? Stickk allows
you to set up a “commitment contract” that binds you to the goal. You can lay money on the line
and designate a referee to confirm that you have successfully reached your goal.
4. SuperViva (www.superviva.com): Create goals to share with this “life” tracking site or keep
them private. You can also establish weekly reminders to check in with your goals, group your
goals, assign specific goals within different lists, and set completion goals and priorities.
5. Goalmigo (www.goalmigo.com): Let your online community help you meet your goal. You
enter a completion date, set up reminders, and assign a tracking log. You assign tags and see
reminders of how long you have to reach your goal.
From Business Management Daily
Do you have
any Questions?
Joshua Elzy
678-209-2366
Josh.elzy@vphealth.org