The most common question, my clients come to me deals with time management. Questions and statements like “how can I manage my time properly?”, “I don’t have enough time to do all my tasks in one day”, “I am swamped in work”, “I DON’T HAVE TIME!” etc consist of 60% of my personal practice. And know what they mean, because I used to feel the same way! I used to believe that 24 hours are not enough for all the things I need to do in a day. But that’s all we get – so why not make the best out of it?! What if I told you there is a way to fit everything in your schedule, and not feel like you are managing crises all the time? Before you start thinking that this sounds easier said than done – let me introduce to you where this idea comes from.
One of the tools that have helped me throughout the years, and that I always recommend to my clients is the dynamic time management matrix, introduced my Stephen Covey. Stephen Covey, is one of the most inspiring and impactful authors who has transformed the lives of presidents, CEOs, educators, parents, children and the list goes on. In his book The 7 Habits of Highly Effective People, he swears by the importance of creating the fourth generation time management. This kind of time management demonstrates the difference between important and not-important activities. Important activities are described as activities that introduce proactivity, planning, and recreation. On the other hand, not-important are described as some emails, some meetings, some reports. They key word being some, this means people often waste (a lot of) time on activities that they think are important but are really not.
This is not a traditional time management method, as rather on focusing on things and time, it requires to focus on preserving and enhancing relationships and accomplishing results. Take a minute, and try to grasp what this means.
What would your day look like if you spent more time on building relationships, writing a personal mission statement, long-range planning, exercising, meditation, preventive maintenance, preparation – in other words all those things we know we need to do but somehow never get around doing because they aren’t urgent. What’s ironic about this term, is that urgent matters are usually visible and they insist on action. They press on us, they’re usually right in front of us – think about a phone ringing. People are most likely to feel an urgency to pick up the phone, even though they are already in a meeting with someone else. Usually urgent activities are simple chores and fun to do, but so often they are unimportant. Important activities deal with objectives, they contribute to your mission, your values and your high-priority goals. Think about activities such as weekly catch-up with colleagues, or with your team, where you look at progress and success stories. But also, and maybe more importantly, date nights with your partner, going to the theatre (if you’re into it), exercising, walking in nature.
Does this kind of time management make sense now? If yes, keep on reading! If not, it’s just not for you – and I wish you good luck. After having briefly explored the meanings that Covey gives, it is interesting to now look at what happens when people focus on not-important and not-urgent or “urgent” activities. As you would expect, these people feel like they are always putting out fires, they are constantly managing crises, they feel immensely stressed many times ending up in burnout. These are the main and more long-term results, but there are also feelings of being victimized, not being in control, having broken or shallow relationships. Don’t take me wrong, you will still have to deal with some crises when dealing with important and non-urgent activities. However, now you will have the control and the tools to manage them. You will balance, vision and perspective to guide you through them!
I strongly believe in taking baby steps when undergoing a change, and managing your time will at first require small steps. Remember that it is the little things you do and tell yourself towards your improvement and self-development that will bring you the real results you want. Finally, as said by David Allen, author of Get things done, “You can do anything but not everything”. So next time you feel like you are not doing ‘everything’ you would like take some time and create your own dynamic time management matrix.
