Success Tip: Spend Your Time Effectively

Originally developed by President Dwight D. Eisenhower, promoted by Stephen Covey’s top-selling book 7 Habits of Highly Effective people, and echoed in Dave Ramsey’s book Entreleadership, are four areas on which people spend their time.

The answers can be determined by asking two questions about a particular task.

1) Is it important?

2) Is it urgent?

This concept can also be diagrammed into a four quadrant square focusing on the factors importance and urgency.

NOT URGENT & IMPORTANTURGENT & IMPORTANT
NOT URGENT & NOT IMPORTANTURGENT & NOT IMPORTANT

 

Most people spend their time focused on the two right quadrants URGENT & IMPORTANT and URGENT & NOT IMPORTANT. The reason being that the urgency grabs our attention even if the task at hand is known to be unimportant. We logically wouldn’t waste time on a task that we deem not worth our time, but because of Parkinson’s Law the fact that it is urgent increases (in appearance) its importance.

What is important is seldom urgent and what is urgent is seldom important – President Dwight D. Eisenhower

I’d like to focus on one quadrant in particular. The often neglected but most useful of the four quadrants is the NOT URGENT & IMPORTANT. These items are the things we haven’t checked off on our To Do lists in the last 12 months, yet we keep putting them on there. These items are the core discussion of our team meetings, yet action is never taken. We know they need to get done but often we are so busy that they keep getting pushed below all of our fire drills. The NOT URGENT & IMPORTANT quadrant is essential because it’s what we know will be good for our organization or team in the long run.

This quadrant will move the needle.

This quadrant will improve you product.

This quadrant will make you a star.

Make Time for the Not Urgent

1) Schedule it.

Carve out 1 hour out of your week to focus on the NOT URGENT & IMPORTANT. Don’t let anyone interrupt this time. Go offline if need be. Use this time to turn off the water hose on all those fire drills. Ask yourself, “What have I been neglecting that I know needs to get done?” Make a priority list and take action on some of those items.

2) Take time from the URGENT & NOT IMPORTANT quadrant.

By asking if your spending your time in the best way you’ll start to identify those tasks that come up with intensity but aren’t accomplishing anything. These are the fire drills that keep coming up with no long term solution. These are the tasks that occur because of lack of planning. These are the opposite of thoughtful and carefully constructed ideas. Identify them and divert your focus onto something more important.

3) Pick up the slack and get your hands dirty.

The NOT URGENT & IMPORTANT tasks/projects are often the things that nobody else wants to do because of their complexity, time consumption, or difficulty. Step up and accomplish something your colleagues aren’t willing to do and you’ll instantly shine. Differentiate yourself as someone who goes the extra mile and always asks “Why are we doing this?”

Success Tip – Time Management: Do What’s Not Asked of You

Leaders have the ability and the marketing know-how to put all of the pieces together and solve any objective.

You have many choices of how you can spend your time during the day. You can keep yourself busy with email, you can jump into new projects, you can finish the existing ones, or you can actively pursue the infinite other activities until the day is over.

One concept that a former mentor taught me relates to how to spend your time and most importantly how to build a great reputation. A quick note, if you are in a position where you are your own boss, you can think of your “boss” as your customers.

The concept goes like this…

spend 70% of your time on projects/tasks that are important to your boss but haven’t been asked of you yet.

The exact percentages are insignificant as long as you get the point that the majority of your time should be spend on thinking, innovation, and getting things done. Not only getting things done, but getting things done that in some cases no one has even thought of yet.

Many employees spend their day going through the regular motions completing X then Y then Z, and then clocking out. The true innovators and leaders continually ask themselves… “How can I do this better?” “What if I tried doing this a different way?” “What is the real reason we are doing this?” Asking those questions can give you great insight into where to begin.

The 30% of time should be focused on things you need to get done. Don’t subscribe to the concept and then let your required work to fall off. Get that done first and then think “What else can I do to add value?”

This was a game changing concept that if you accept into your work habits, pretty soon people will start seeing you as a leader and you can choose the directions to go.

How do you prioritize your time?