ti

me

time
management

www.dualibra.com

objectives
I will learn techniques that will help me to
direct my work life instead of merely managing
my time.

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me

I will learn a framework for developing a

mission and vision that gives purpose and
direction to my work.
I will learn how to prioritize my highestleveraged activities, leading to significant
increases in productivity.

the complete six-step process

connect to mission
review roles
identify goals

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organize weekly

exercise integrity
evaluate

the clock and the compass

the compass
vision
values
principles
conscience
direction

What we do and how

we manage our time.

What we feel is
important and how we
lead our lives.

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the clock
commitments
appointments
schedules
goals
activities

traditional time management

first generationnotes and checklists
second generationplanning and preparation

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third generationplanning, prioritizing and

controlling

first generation
go with the flow
based on reminders

simple notes and checklists

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attempt to keep track of things you do with

your time

carry lists with you and refer to them in order

to remember
incomplete tasks put on tomorrows list

first generation
flexible
responsive to people
not over-structured
less stress
tracks to-dos

weaknesses
no real structure
things fall through cracks
commitments suffer
little accomplished
crisis to crisis
first things things right
in front of you

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strengths

second generation
planning and preparation
calendars and appointment books
efficiency in goal setting and planning ahead

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make appointments, write down commitments,

identify deadlines
may keep information on computer or network

second generation
weaknesses

tracks commitments and

appointments
more accomplished
through planning and goal
setting
more effective meetings
and presentations due to
preparation

puts schedule over people

accomplish more of what
you wantnot
necessarily what is
needed or fulfilling
independent thinking
see people as means or
barriers
first things those that are
on the schedule

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strengths

third generation
planning, prioritizing and controlling
have spent time clarifying values and priorities

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set long, medium, and short-term goals to

attain values, prioritizes on a daily basis

uses wide variety of planners and organizers,

with detailed forms for daily planning
gets more done in less time-- but still feels
frustrated

third generation
weaknesses

assumes responsibility for

results
connects with values
taps into the power of
long, medium, and shortterm goals
translates values into
goals and actions
gives structure and order
to life

can lead to false sense of

control, pride
power of vision untapped
can lead to guilt,
imbalance of roles
less flexibility/spontaneity
first things set by urgency
and values

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strengths

fourth generation
life leadership
puts people ahead of schedules, compasses
ahead of clocks

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uses the best of generations 1, 2, and 3

you want to lead a life of meaning and
contribution, with balance

fourth generation
effectiveness
principles
leadership
relationships
puts first things first

Why is there a need

for the fourth
generation of time
management?

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elements

Well, one definition of

insanity is to keep
doing the same
things and expecting
different results.

understanding time
A no uttered from the deepest conviction is
better than a yes merely uttered to please,
or what is worse, to avoid trouble.

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Mahatma Gandhi

understanding time
Why have a time log?

energy

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memory

understanding time
Urgent

Not Urgent
II.

Quadrant of__________

Quadrant of__________

not important

III.

IV.

Quadrant of__________

Quadrant of__________

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important

I.

understanding time
move into quadrant II

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quadrant Imanage: the quadrant of

necessity; things are both urgent and
important
quadrant IIleadership and quality: the
quadrant of focus; things are important but not
urgent

understanding time
move into quadrant II
quadrant III(AVOID): the quadrant of
deception; things are urgent but not important

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quadrant IV(AVOID): the quadrant of waste;

things are neither important nor urgent

move into quadrant II

How do I get there?

The six step process

connect to mission
identify goals

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review roles
organize weekly

exercise integrity
evaluate

step 1: connect with vision & mission

What is most important?
What gives your life
meaning?

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Consider the big

picture. The key to
this connection lies
in the clarity of your
vision around such
questions as:

What do you want to be

and do in your life?

step 2: identify your roles

we have important roles at work, in the family,
in the community, or other areas of our lives

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Roles represent responsibilities, relationships,

and areas of contribution

step 3: select quad II goals for each role

what is the most important thing I could do for
each role this week that would have the
greatest positive impact?

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consider the relationships for each role

review a perhaps list for ideas

identify the steps that need to be taken to

achieve long-term goals

step 4: organize weekly

translating high leverage quad II goals
requires a framework

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most people are always trying to find time in

their overflowing quad I/III schedules
They move, delegate, cancel, and postpone
all in hopes of putting first things first
the key is in scheduling your priorities, not
prioritizing your schedule

step 4: organize weekly

Distinctive Elements of Effective Weekly Goals
they can be either an area of focus or a
specific activity

they are driven by conscience

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they are usually quad II goals rather than

typical to-dos or daily action items

tips to start your day

Tip #1
preview your scheduleget your bearings:
review your compass

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Look at the day in the context of the week

renew your power to respond to changes in a

meaningful way

tips to start your day

Tip #2
prioritize: identify activities as QI or QIIkeeps
QIII and IV out of your schedule

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emphasizes the importance paradigm

keeps you aware of choices you make

must understand that prioritization includes only

items that youve put in the framework

tips to start your day

Tip #3
T planning: time sensitive activities on the right,
any time activities on the left

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makes for effective schedule decisions

Helps you remain sensitive to commitments

Best use of your time: remember importance

rather than urgency!

step 5: exercise integrity in the moment

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Should I carry out my plan or make conscience

directed changes?

step 6: evaluate
What goals did I achieve?
What challenges did I
encounter?

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To be successful, you
must make
successes of one
week the foundation
for the next. At the
end of the week, ask
yourself some
questions:

What decisions did I

make?

Did I keep first things

first?

step 6: evaluate
different ways to evaluate
mark accomplished goals on weekly compass
keep a journal or daily log and review

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review past weekly compasses

ask specific questions about your performance

and actions

step 6: evaluate
weekly evaluation
What did I learn from the week as a whole?

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Am I setting goals that are realistic but

challenging?
Have I been effective in work related
communications?

Have I been successful in maintaining a Quad

II perspective?

closing thought

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A journey of a thousand miles

must begin with a single step.