Promoting Self-Care and Resiliency

           

 

Skillbuilder 1: Using Your Time Wisely

 

This matrix is an effective tool to help you analyze how you are spending your time at work (or your personal life, for that matter). It will also help you plan how to more effectively divide your time so you can accomplish more of the important stuff, minimize time wasters, and ultimately reach your goals.




 

Urgent

Not Urgent

Important

I     RESULTS

  • Crisis management

  • Stress

  • Always putting out fires

  • Burnout

 

II     RESULTS

  • Vision, perspective

  • Balance

  • Discipline

  • Control

  • Few crises

 Not Important

III RESULTS

  • Short term focus

  • Crisis management

  • See goals and plans as worthless

  • Feel out of control

IV RESULTS

  • Irresponsible

  • Busy work

  • Poor performance

  • Dependent on others or institutions for basics

 

 

 

 

As you can see, quadrant II, important, but not urgent, is the most productive in terms of achieving results.  It’s where you get the most important work done. And it’s under your control. Quadrant I tasks are reactive. However, you can control how you react. They demand attention because the consequences of not dealing with them are immediate. Quadrant III, urgent but not important, activities have a short-term focus. If you spend too much time here, there’s a good chance you won’t have much time for the important stuff. A big part of implementing this matrix is figuring out what’s important. Sometimes, we think certain things are important when, in the grand scheme of things, they aren’t. Finally quadrant IV is busy work. People often ‘default’ to urgent and unimportant activities when they aren’t clear about their goals or because they are easier to accomplish. The ‘important’ activities go on the back burner.

 

 

Activity 1: Prioritizing Time and Work

 

For one or two complete days, keep track of how you spend your time. Keep a small notebook with you and jot down what you do throughout the day. At the end of the day, tally up the amount of time you spent in each quadrant. Following are some ideas for activities in each.

 

  • Important and Urgent: technical problems, staffing issues, deadline-driven projects.

TIME SPENT___________________________

  • Important and Not Urgent: relationship building, strategic planning, improving capability

TIME SPENT___________________________

  • Not Important and Urgent: some callers, some mail, some meetings (focus on the ones that are important).

TIME SPENT___________________________

  • Not important and not urgent: trivia, busy work, unproductive meetings.

TIME SPENT___________________________

 

 

Activity 2: Your Planner

 

Use the matrix below to fill in activities you perform in each quadrant.  Pay special attention to Important, but not Urgent—allocate time each day or week to work on these activities.You may have to find a quiet place to work where you won’t be interrupted.  Tell someone on your team you won’t be available (unless there is an emergency). Self-check: How do you feel after you have made progress on an important task/responsibility? Keep this planner close and use it often.




 

Urgent

Not Urgent

Important

 

 

 

Not Important

 

 

 

 

 

 

Actitivty 3: Time Management Personality Types and Actions to Improve

 

If you struggle with time management (most of us do), you probably fall into one of five personality styles. Identifying your time management personality,” makes it easier to figure out what you need to do to make better use of your time.

 

From the list below, identifying your time management personality type(s)—you may identify with more than one. In the blank box, write down actions you can take to overcome the negative consequences of that style and make better use of your time.



Type

Description

Procrastinator

  • Do low priority work as a way of putting off more important, challenging work.

Never Say No

  • Because you can’t say no, you overpromise.  The additional work gets in the way of accomplishing your goals.

Fire fighter

  • Everything is a crisis.  Everything seems urgent. You don’t have the time or space to work on more important, longer-term goals.

Under-estimator

  • You think you can accomplish more than you really can.

Easily distracted

  • You sit down to complete a project with a deadline that is coming up soon, but decide you will check your email first.  Someone comes into your office to talk.  

 



Type

What I plan to do

 

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