Managing Time Effectively

Time management is skillfully handling or usage of time as a resource. In The Seven Habits of Highly Effective People, Stephen Covey suggests that our activities are defined by two factors: urgency and importance. Thus the time we spend falls into one of four categories: urgent and important, urgent and not important, not urgent and not important, not urgent but important.

Quadrant I—Urgent and Important

Crises, pressing problems, deadline-driven projects

These activities insist on action and because they are significant and immediate, they demand immediate attention. Everyone will have some of these activities, but too much time spent reacting to crises leads to stress and burnout.

Goal: Reduce the time spent in Quadrant I such as crises and pressing problems.

Quadrant III—Urgent and Not Important

Interruptions, mail, some assignments, some meetings, popular activities

These activities are urgent and we often perceive them to be important; however, they are more likely to be more important to others than to us. Spending too much time on these activities can lead us to develop a short-term focus, feel out of control, become known as weak and easily changeable, and develop shallow relationships.

Goal:Learn to set personal priorities rather than allowing others always to impose their expectations on us; therefore spending less time in Quadrant III.

Quadrant IV—Not Urgent and Not Important

Trivia, busy work, time wasters, pleasant activities, some mail, some phone calls

Spending much time on urgent activities may lead us to retreat to time-wasting activities for relief; but activities that are neither urgent nor important result only in irresponsibility. Spending too much time on these activities can lead to dismissal from jobs or school and to dependency on others or institutions for basic needs.

Goal:Reduce time-wasting activities (Quadrant IV) that neither refresh us nor contribute to accomplishments.

Quadrant II—Not Urgent but Important

Relationship-building, planning, recreation and exercise, prevention of crises

Spending time on these activities may be difficult to do, since they are not urgent. Yet time spent here is the most important for success, since these activities lead to balance, perspective, control, and discipline. When we engage in these activities, Covey points out, "our effectiveness takes quantum leaps" (154).

Goal: Spend time preventing crises to alleviate future stress and have more time to accomplish what we want.

How It Works

Make a list of all the ways you spend time. Use the chart on the other side of this sheet to classify your current activities according to their urgency and importance. Then develop a plan to decrease the time you spend in Quadrants III and IV and to increase the time you spend in Quadrant II. This should allow you to gradually decrease the time you spend in Quadrant I and should improve your quality of life.

Based on Covey, Stephen. The Seven Habits of Highly Effective People. New York: Fireside, 1990. 146-56.

Urgent

/

Not Urgent

Important /

I

Crisis, pressing problems, deadline-driven projects /

II

Prevention, relationship building, recognizing new opportunities, planning
Not Important /

III

Interruptions; some calls; some mail; some reports; some meetings; proximate, pressing matters; popular activities /

IV

Trivia, busy work, some mail, some phone calls, time wasters, pleasant activities

Source: Stephen Covey, Seven Habits of Highly Effective People.

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