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Recent Focus October 2007

Estimated reading time for this issue: under 5 minutes

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What would it be like if you had enough time to do everything you wanted to do?

“Wow….”  I hear you say   “…wouldn’t that be great!”.  And you no doubt cynically add “Do I get to sleep as well?”

So many of us work so hard these days.  There are more things to do and less time to do them in.   Sometimes it’s as though you’re juggling 100 balls in the air at once, praying you don’t have to catch them all at the same time.  There are deadlines to meet, projects to complete, unfinished things that need to be done.  Yet there’s not much satisfaction to be found in the rush and stress of doing things at the last minute (or missing deadlines).  There’s not much joy there!

Has time sped up?  I’m guessing “no” –  but it sure can feel like it!

Not only are we trying to fit in our careers, businesses and personal time, there’s often a partner, family and other special people we need and want to take care of.  Where do we find a balance?  How can we do it all and not leave anything out.  What’s the cost to our wellbeing and to those we love?  And how can we do it all without a major meltdown? 

Here are 6 quick tips that I hope will make a difference.  Even if you’ve heard them before …don’t just dismiss them and say “I already know that”.    Read them anew.  See if you can’t get at least one insight or one tip – it could be worth its weight in gold.  You might just find something that makes all the difference in setting your goals, planning your day, or your life!

1.  Stephen Covey (7 Habits of Highly Successful People) highlights that ‘time management’ is a misnomer – the challenge is not to manage time but to manage ourselves.

The Time Management Matrix (below) identifies 4 ways we spend our time.  The two factors that define an activity are Urgent and Important.

Urgent means it requires immediate attention.   It’s NOW! 

Urgent things act on us.  Urgent matters are usually visible.  They press on us; they insist on action.

Importance on the other hand has to do with results. 

If something is important it contributes towards your Life Vision, your values, your high priority goals.

Try to stay out of Quadrants 3 and 4.   Urgent or not – they aren’t important.  And try to shrink Quadrant 1 down by spending more time in Quadrant 2.    

Quadrant 2 deals with things that are not urgent but are important – and this is the real crux of effective personal management.   I’d bet if you kept asking yourself what lies in Quadrant 2 and proactively went after it, your effectiveness would dramatically increase.  Try it for a  while and see what happens.

2.   Use the ROT/EI method (what’s going to give you the maximum return on time and energy invested?) to prioritise your to-do lists:  (This is NOT based on what needs to get done).

A is highest priority – these items usually cannot be delegated, might be uncomfortable to do, and probably stick out like a sore thumb

B is in between

C is lowest - these usually could be delegated.  They are the  day-to-day routine type items,  the “if they don’t get done the world won’t stop” kind of things.

If you’re an urgency junkie, you might think everything is an A …. Take another look … I’ll bet it’s not!

3.    Use the 4 D’s

Do it – speaks for itself

Delay it - Transfer it to the day you want to complete it

Delegate it – Get someone else to do it.

Dump it – Abandon it.  You haven’t done it and you’ve decided you’re not going to.

Remember the biggest time waster is not completing what you start.  

5.    When you set your goals, make sure they are SMART goals – goals that have specific, measurable, results.

Specific

Measurable

Achievable

Relevant

Timebound

And don’t forget that your goals are for you to design a life that you love living.  One way to prioritise your goals is to line them up against your life vision – and you’ve got one of those haven’t you ? – a life vision I mean!  - A vivid description of a future that inspires and energises you - A track to run by, something to line up against, or hold everything up against and say “does that match?  Does that fit?”

Accomplishing all your goals, objectives and to-dos may be a hollow prize if they don’t come from your life vision.  They should come from a self expression of who you are, your values, your beliefs, what you’re about and what you stand for.  That’s where the juice is, that’s where joy and satisfaction of accomplishment lies.

6.      Lastly, and again from Covey – a context for living your life.

• Set goals and regularly review and reset them
• Be positive in life and support others
• Get organised and stay organised
• Find something you enjoy doing and do it
• Use your time effectively and efficiently
• Do what you say you’re going to do
• Invest in yourself

We have more information on this topic, and on how you can have enough time to do everything you want to do, with fun, satisfaction, and a sense of freedom – and who wouldn’t want that?

Do you know someone we might be able to assist? Please give them our contact details, refer them to our website, or provide us with details so we can contact them. Click here to see how we’ll handle your referrals

Read the previous issue of Recent Focus (Will your business survive without a team of competent and committed advisors?)

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