AUDIT YOUR TIME

EXERCISE: How do you spend your TIME?

ACTIVITIES TIME/DAY TIME/WEEK

SLEEP

T.V.

PHONE

WITH FRIENDS

EATING

FACEBOOK

HOUSEHOLD CHORES

https://www.youtube.com/watch?v=VUk6LXRZMMk

Critical few and the trivial many

1. Are the tasks you work on during the day the ones with the highest priority?

2. Do you find yourself completing tasks at the last minute, or asking for extensions?

3. Do you set aside time for planning and scheduling?

4. Do you know how much time you are spending on the various jobs you do?

5. How often do you find yourself dealing with interruptions?

6. Do you use goal setting to decide what tasks and activities you should work on?

7. Do you leave contingency time in your schedule to deal with “the unexpected”?

8. Do you know whether the tasks you are working on are of high, medium or low value?

9. When you are given a new assignment, do you analyze it for importance and prioritize it accordingly?

10. Are you stressed about deadlines and commitments?

11. Do distractions often keep you from working on critical tasks?

12. Do you find you have to take work home, in order to get it done?

13. Do you prioritize your “TO DO” list or Action Program?

14. Do you regularly confirm your priorities with your boss?

15. Before you take on a task, do you check that the results will be worth the time put in?

Monday Tuesday Wednesday Thursday Friday

10:30 am

11:00 am

11:30 am

12:00 pm

12:30 pm

1:00 pm

1:30 pm

2:00 pm

2:30 pm

3:00 pm

3:30 pm

4:00 pm

33-107DH2315

33-107DH2315

33-107DH2315

15-211SC 2315

15-211SC 203

15-211SC 2315

18-240DH 2315

15-211SC 203

18-240DH 2315

18-200DH 2210

18-200DH 2210

18-200SH 206

Monday Tuesday Wednesday Thursday Friday

10:30 am

11:00 am

11:30 am

12:00 pm

12:30 pm

1:00 pm

1:30 pm

2:00 pm

2:30 pm

3:00 pm

3:30 pm

4:00 pm

33-107DH2315

33-107DH2315

33-107DH2315

15-211SC 2315

15-211SC 203

15-211SC 2315

18-240DH 2315

15-211SC 203

18-240DH 2315

18-200DH 2210

18-200DH 2210

18-200SH 206

https://www.youtube.com/watch?v=Qvcx7Y4caQE

Crisis

Processing Problems

Deadline-driven Projects

Quadrant 1 represents things that are both “urgent” and “important”. Hence, you should make sure you spend your time on the activities listed in this quadrant. This is the Quadrant of Management / Necessity.

This is where you manage, you produce, where you bring your experience and judgement to bear in responding to many needs and challenges.

Many important activities become urgent through procrastination, or because you don’t do enough prevention and planning.

Investing in this Quadrant shrinks Quadrant 1.

Quadrant 2 includes activities that are “important, but not urgent”. This is the Quadrant of Leadership & Quality.

Here’s where you do your long-range planning, anticipate and prevent problems, empower others, broaden your mind and increase your skills.

Ignoring this Quadrant feeds and enlarges Quadrant 1, creating stress, burnout, and deeper crisis for the person consumed by it.

Quadrant 3 includes activities that are “urgent, but not important”. This is the Quadrant of Deception.

The feeling that a task is urgent creates the illusion of importance. The actual activities, if they're important at all, are important to someone else.

Many phone calls, meetings and drop-in visitors fall into this category.

Pressing Matters

Interruptions

Some Calls, Mails, Reports & Meetings

Quadrant 4 is reserved for activities that are “not urgent, not important”. This is the Quadrant of Waste.

You often “escape” to Quadrant 4 for survival.

Reading addictive novels, watching mindless television shows, or gossiping at office would qualify asQuadrant 4 time-wasters.

Urgent Non-Urgent

Important

Q-1Quadrant of

Management/Necessity

Examples: Deadline-driven project, crisis, resolving immediate problems

Q-2Quadrant of Quality & Leadership

Examples: Problem prevention, relationship building, finding your dream career, personal development, improving your health.

Not Important

Q-3Quadrant of Deception

Examples: Interruptions, certain phone calls/ emails/ meetings/reports, certain pressing matters.

Q-4Quadrant of Waste

Examples: Time wasters, surfing TV channels, mindless web surfing/chatting, etc.

Let us look at each in detail.

Balance your life. Taking on too much makes you tired, less creative and limitsrelationship-building.

The One Minute Manager, Kenneth Blanchard and Spencer Johnson, Berkeley Books, 1981,

ISBN 0-425-09847-8